How to Create a Paperless Office with Sage ERP

Most people have heard the term “paperless office,” but actually seeing one? You’re more likely to find a unicorn in the forest or visit the Loch Ness monster for a chat than to actually find a truly paperless office.

The term paperless office has been around since computers replaced typewriters in cubicles everywhere. Now, however, we have the technology to fully support a paperless office.

If you’re tired of ordering ream after ream of paper … finding new places to store old documents … and wondering why the cost of printer and copier ink keeps increasing … now is the time to commit to a true paperless office. Here’s how to make that happen.

7 Steps to a Paperless Office

Follow these steps to achieve your ultimate goal—the paperless office.

  1. Make a strong case for your entire company to go paperless by tracking paper usage. You can track the number of photocopies and printouts made if the machines support tracking, or you can add up the costs of paper and toner. Prepare the report and make a case for a paperless system so everyone can understand the ramifications of printing everything. For some, such as the CEO, that may mean focusing on the costs. For others, it may mean focusing on the environmental damage of using too much paper and electricity.
  2. Transition as many invoices, statements, and bills to paperless as possible.
  3. Eliminate the need for physical signatures on paperwork and utilize an electronic signature program. The E-Sign Act of 2000 affirms the validity of electronic signatures. By switching to electronic signatures, you should be able to eliminate printouts that are routed for signatures.
  4. Suggest the company switch to shared documents, such as Microsoft Teams or Google Documents, for internal needs. These can be edited without routing paper or emailing documents and are easy for people to use.
  5. Remove fax machines and use electronic faxing or online forms instead for fillable forms.
  6. Use document scanners to digitize paper documents and input them into your ERP system.
  7. Always print on both sides of the paper when you must print documents.

Use Sage ERP to Go Paperless!

For Sage ERP users, you already have a powerful tool at your fingertips to transition to the office without paper. It’s the Sage Paperless Office feature. Follow the steps in the Sage online support forum at Sage Knowledgebase to set it up for PDF forms.

After setting up your system to accept PDFs, you can also follow the instructions at SageCity to set up direct deposit pay stubs electronically. You’ll need more information, such as the domain and SSL information, but once it is set up you can virtually eliminate paper pay stubs.

The system itself provides many options to create PDFs, electronically route documents for signatures, and yes, you can still print them. There are several document workflows that can be set within the system to automate many processes.

There’s more to Sage Paperless Office than direct deposit stubs and accepting PDFs. To receive the full benefit of using the system, work with the consulting team at Emerald TC to set up the system so it aligns with your company’s needs. The power to go paperless is within your reach. Sage makes it possible.

For more information about Sage consulting or Sage products, contact Emerald TC or call 678-456-6919 for more information. We are a full service Sage consulting firm, working specifically with manufacturing companies, and can assist you with ERP implementation, support, consulting, and training.

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