Eliminate the Outrageous Hidden Costs of Printed Forms
The paper-free office has been promised for decades now, but many offices are still awash in paper despite technological advances. In fact, the average office worker uses 10,000 sheets of paper every year. Plus, the cost of using paper in the office adds to the cost of the paper itself, not to mention the burden on the environment, even when recycling is encouraged.
Making the transition from paper to electronic forms and documents will require some upheaval, but it’s an investment with a quick return. You’ll not only reduce capital outlay, but work processes will go faster, records will be more complete, and your organization will quickly become leaner and more competitive. Here are some specific ways electronic forms help you eliminate the expenses associated with printed forms.
Equipment Costs Decrease
When your team prints less, you need fewer printers, and the ones you have may last longer. Going paperless lets you cut down the number of photocopy machines your business needs, and you may finally be able to say goodbye to your fax machine. Think of the costs associated with using all that equipment: Copies that don’t turn out well and have to be redone, printers that jam, requiring the user to re-send the document, and the tedium of having to send faxes back and forth the old fashioned way. A reduction in equipment required is a sure sign of improved efficiency in terms of both time and money.
Supply Use Drops Drastically
Everyone jokes about the high cost of printer ink and toner cartridges, but it’s no joke when your company is repeatedly spending a lot of money just so you can print our documents and forms. Imagine if you were able to cut your use of printer ink or toner in half. For most companies that would represent a significant cost savings over the course of a year. And, of course, you’ll use far less paper, which means your office will generate less waste and be friendlier to the environment. Reducing usage is always better than recycling. One sure way to reduce paper usage is to transition to electronic forms.
The Need for Storage Space Goes Down
Did you know the typical four-drawer filing cabinet costs >$25,000 not filling with files is space that could be used as more office space, a break room, a conference room, or even be sublet to another business for additional revenue. Combine the switch to electronic forms with an electronic archival project and you can free up significant physical space.
Electronic Audit Trails Can Save More than Money
Do you work in an industry that’s subject to government or industry regulations? If so, you know the fear that the word “audit” can prompt. But audits happen to more than just accounting and healthcare businesses. Any business that uses software is subject to software license audits, operational audits, and audits from “you know who.” (We won’t name them, but their initials are I.R.S.)
Producing paper documents to answer an audit is astoundingly time-consuming and takes your employees away from core business tasks. Even if you have an outstanding filing system, facing an audit with paper documents is a tough. When you create electronic forms, however, you can generate an automatic audit trail each time someone interacts with a form. This information is readily available and can be called up instantaneously, making audits far less of a headache.
Printed forms have numerous associated costs: paper, ink, storage, transportation, and time, to name a few. Make the transition to electronic forms and not only will you save on all these costs, you speed up workflows, increasing business efficiency. The result is a stronger competitive edge.
PerfectForms allows you to make beautiful, functional, electronic forms and connect them into electronic workflows. You don’t have to be a technical professional to use it, either. PerfectForms features an intuitive drag-and-drop interface that makes sense right from the beginning. And it allows you to easily interface with web forms, data bases, spreadsheets, and other software. We encourage you to browse some of our case studies and see just how much money organizations of every type have saved by using PerfectForms to take cumbersome manual workflows involving paper forms and making them sleek, streamlined, and electronic.