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10 Document Management challenges every finance manager face and how to solve them

Are you a finance manager struggling with a fragmented approach to document management? As we navigate the digital era, the ability to manage documents efficiently is more critical than ever. Having worked primarily with finance teams in the small to medium-sized organizations, we saw firsthand several of the common document management challenges they face that's why we offered a solution to that problem in this article.

Download Infographic, 10 Document Management Challenges every finance manager face

What are the common Document Management challenges every finance manager face?

Are you facing any of these currently?

  1. Manual Data Entry. Ensuring that financial documents are accurate and free from errors is crucial but manual data entry can result in inaccuracies that can lead to financial misstatements, compliance issues, and incorrect decision-making.

  2. Document Mismanagement. Managing different versions of financial documents, especially in collaborative environments, can be challenging. It's essential to avoid confusion and ensure that everyone is working with the latest and most accurate information.

  3. Inefficient workflows.  Optimizing document workflows is essential for streamlining financial processes. However, finance managers often face challenges in designing efficient workflows that minimize manual tasks, reduce errors, and increase overall productivity.

  4. Compliance struggles.  Finance managers need to ensure that there is a clear record of changes made to financial documents, who made them, and when. But without a robust document management system, establishing a comprehensive audit trail for compliance purposes is probably one of the hardest challenges to solve for many finance managers.

  5. Remote access limitations.  In this day and age of hybrid work, collaboration among team members, departments, or external stakeholders is vital in finance. However, ensuring effective communication and collaboration on financial documents while maintaining control over access and changes can be challenging.

  6. Scalability problems.  As a business grows, the volume of financial documents, such as invoices, receipts, and contracts, tends to increase. Finance managers must ensure that the document management system can handle this growth without sacrificing performance or introducing bottlenecks.

  7. Delayed payments.  If financial documents, particularly invoices, contain errors or inaccuracies, it can lead to disputes and delays in payment. However, document management systems can ensure the accuracy of invoicing information, including product or service details, quantities, prices, and applicable taxes.

  8. Higher operational costs.  Finance managers need to balance the need for accessible data with cost-effective storage solutions. Unfortunately, storing and retrieving large volumes of financial document can incur significant costs.

  9. Data security vulnerabilities.  Financial documents often contain sensitive information, and maintaining security is critical. However, doing this in paper-based format can be quite challenging. Working with IT teams, finance managers need to implement robust security measures to protect against unauthorized access and ensure compliance with regulations such as GDPR, Sarbanes-Oxley, or industry-specific standards.

  10. Environmental concerns.  Traditional document management often involves significant paper usage, contributing to deforestation and environmental degradation. An electronic document management system can help reduce reliance on paper, thereby lowering your organization's environmental impact associated with paper production.

How can a Document Capture technology from Continia help solve this business problem?

Document Capture technology, like Continia, offers a powerful solution to modernize and streamline how you handle paperwork. An AP automation solution that seamlessly integrates with Dynamics 365 Business Central, it streamlines your manual invoice processing from start to finish - whether you're performing data entry, posting or retrieving.

Adopting Continia Document Capture brings undeniable benefits, making it an essential tool for modern businesses seeking efficiency, accuracy, and compliance. With Continia Document Capture, every finance manager can:

  1. Automate data entry and processing with the system's intelligent OCR, significantly minimizing manual work for your finance team. The software reduces errors and saves you time by recognizing text and placing it in the correct fields in your Business Central.

  2. Ensure consistency and avoid confusion with Document Capture's automatic three-way matching that automatically approves invoices within the variance you allow.

  3. Say goodbye to chasing down colleagues to approve invoices. Document Capture provides you with automated workflows, cutting down on approval waiting times and you can review and approve electronic documents – wherever you are.

  4. Get a clear view of contracts and ensure your business is only invoiced for what it purchased.

  5. Securely store, index, and preserve your data, ensuring the integrity of your original documents while maintaining compliance. Track each document's journey from receipt to final bookkeeping entry for complete visibility and pull up your history in seconds!

  6. Securely access financial documents anytime, anywhere - perfect for hybrid or remote work scenarios.

  7. Facilitate better compliance with regulatory requirements and simplify audit processes through organized digital record-keeping.

If you want to keep your finance teams productive and efficient with how they manage your financial documents, it may be time to explore a robust document management solution like Continia Document Capture. As an authorized Continia partner reseller, you can rely on Systema Solutions to provide expert consulting assistance in ensuring you achieve your business' document management modernization goals.


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