{"id":782,"date":"2020-12-07T16:43:00","date_gmt":"2020-12-07T11:13:00","guid":{"rendered":"https:\/\/blogrevv.revv.so\/?p=782"},"modified":"2022-08-17T15:25:16","modified_gmt":"2022-08-17T09:55:16","slug":"paperless-business-solutions","status":"publish","type":"post","link":"https:\/\/www.revv.so\/blog\/paperless-business-solutions\/","title":{"rendered":"Paperless Business Solutions: How to Create a Paperless Office"},"content":{"rendered":"\n<p>Businesses are always looking for ways to increase their productivity, cut costs, save time, and become even more efficient.&nbsp;<\/p>\n\n\n\n<p>One way to success is adapting to new technologies, but that can be challenging. What happens when you find a new method of doing business that can save time and money but could be difficult to implement? Some business owners may simply choose to avoid the change, but essentially, they\u2019d only be putting it off until a later date.<\/p>\n\n\n\n<p>One such major change in the way we do business is going paperless. While the introduction of email certainly reduced the amount of paper (and time) we spend handling business communications, the opportunity to reduce our <em>paper footprint<\/em> is even larger, and taking advantage of it can improve the functionality and efficiency of your business.&nbsp;<\/p>\n\n\n\n<p>A team of paperless experts at Revv will help you learn what a paperless office system is, is it beneficial to your business, and how to implement one.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td>In this blog:<\/td><\/tr><tr><td>1. <a href=\"#What_is_a_paperless_office_system?\">What is a paperless office system?<\/a> <\/td><\/tr><tr><td>2. <a href=\"#How_to_start_being_paperless?\">How to start being paperless?<\/a> <\/td><\/tr><tr><td>3. <a href=\"#How_can_Revv_help?\">How can Revv help?<\/a> <br>    3.1 <a href=\"#Vast_template_library\">Vast template library<\/a> <br>    3.2 <a href=\"#Painless_personalization\">Painless personalization<\/a><br>    3.3 <a href=\"#Uninterrupted_collaboration\">Uninterrupted collaboration<\/a><br>    3.4 <a href=\"#Bank-grade_and_advanced_eSign_technology_to_close_deals_in_a_click\">Bank-grade and advanced eSign technology to close deals in a click<\/a><br>    3.5 <a href=\"#Automate_your_document_workflows\">Automate your document workflows<\/a> <\/td><\/tr><tr><td>4. <a href=\"#Better_late_than_never\">Better late than never<\/a><\/td><\/tr><tr><td>5. <a href=\"#Frequently_asked_questions\">Frequently asked questions<\/a><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 id=\"What_is_a_paperless_office_system?\">What is a paperless office system?<\/h2>\n\n\n\n<p>Having a paperless office system doesn\u2019t mean there\u2019s never a sheet of paper in your cubicles.&nbsp;<\/p>\n\n\n\n<p>A paperless office is one in which the amount of paper is significantly reduced. Sometimes, the ultimate goal of a paperless office will be to eliminate paper usage, but most businesses start with simple reduction methods.<\/p>\n\n\n\n<p>There are numerous reasons why a business may decide to go paperless. Here are just a few.<\/p>\n\n\n\n<ul><li><strong>Environment:<\/strong> The use of fewer paper and paper products helps you create a <em>greener<\/em> business that has less of an environmental footprint.&nbsp;<\/li><li><strong>Cost:<\/strong> The cost of sending and receiving documents digitally that would otherwise be printed and delivered on paper is significant. In fact, going paperless can potentially save your business up to <a href=\"https:\/\/exclusive.multibriefs.com\/content\/why-your-business-should-go-paperless\/business-management-services-risk-management\" target=\"_blank\" rel=\"noreferrer noopener\">$80 per employee, per year<\/a>.<\/li><li><strong>Machinery:<\/strong> Office machines like printers, fax machines, and copiers are expensive, require refills of elements like ink and toner, are finicky, and need frequent maintenance. Transitioning to a paperless office can eliminate these machines completely or drastically reduce your office\u2019s reliance on them.&nbsp;<\/li><li><strong>Less storage space:<\/strong> You know the rules and regulations, and you keep important documents for the time required by law, but keeping documents (sometimes up to seven years) can take up space and require extensive filing systems. Going paperless can save your space and make filing easier and more accessible.&nbsp;<\/li><li><strong>Efficiency:<\/strong> It\u2019s no secret, transitioning to an <a href=\"https:\/\/www.revv.so\/blog\/what-does-an-electronic-signature-look-like\/\" target=\"_blank\" rel=\"noreferrer noopener\">electronic method<\/a> of doing business (i.e. paperless) makes your employees more efficient when handling internal approvals. <ul><li>Think of it this way &#8211; let\u2019s say you have a deal you\u2019d like to close by the end of the week. On Monday, the final proposed agreement is drafted, but before it can be sent to the client, two of your partners need to <a href=\"https:\/\/www.revv.so\/blog\/how-to-automate-document-approval-workflow-process\/\" target=\"_blank\" rel=\"noreferrer noopener\">review<\/a> and approve it. Instead of sending paper copies to those partners, using a collaborative document builder can allow them to review, make changes, and approve the document wherever they are. Even if they\u2019re in the same office, you\u2019ll save time between inner-office envelope runs, saving you likely an entire day. The document can then be sent immediately to the client for an <a href=\"https:\/\/www.revv.so\/electronic-signature-online.html?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">electronic signature.<\/a> Instead of coordinating schedules and having the client come in to sign, which could take days, your client can sign and return the document the same day they receive it. Your deal is closed on Monday, and you\u2019ve got the rest of the week to work on other matters or proceed with your agreement.<\/li><\/ul><\/li><\/ul>\n\n\n\n<p>If going paperless sounds appealing, we\u2019re with you. We can help you get started, even if you feel like you\u2019re somewhat in the stone age. Making the transition is easier than you think and pretty painless if you get help from <a href=\"https:\/\/www.revv.so\/?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">Revv<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td class=\"has-text-align-center\" data-align=\"center\">Create a paperless office with the best document automation platform &#8211; Revv<br><a href=\"https:\/\/www.revv.so\/signup\/?plan=plan-c-monthly-trial&amp;button=signup-from-navbar&amp;utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">Start your journey now!<\/a> No Credit Card required.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 id=\"How_to_start_being_paperless?\">How to start being paperless?<\/h2>\n\n\n\n<p>Your initial goal to achieve a paperless office should be to reduce your paper usage instead of eliminating it, and you\u2019ll set yourself up for success. You can also achieve total elimination with<strong> <\/strong>training, diligence, and time.&nbsp;<\/p>\n\n\n\n<p>Here are some <a href=\"https:\/\/www.business.com\/articles\/create-a-paperless-office\/\" target=\"_blank\" rel=\"noreferrer noopener\">tips<\/a> for beginning the process:<\/p>\n\n\n\n<p>\ud83d\udca1<strong>Make your staff aware and provide training:<\/strong> No one likes change, and your employees may be resistant to your paperless efforts. They may also feel as though you\u2019re attempting to mislead them by approaching the switch to paperless from a purely environmental standpoint.&nbsp;<\/p>\n\n\n\n<p>Be honest and direct with your reasons for going paperless. Offer training and adequate time for workers to master new software and procedures that reduce the amount of paper traffic they\u2019re accustomed to using.&nbsp;<\/p>\n\n\n\n<p>\ud83d\udca1<strong>Make the switch desirable:<\/strong> If you provide your employees (or yourself) with easy-to-use e-tools, you\u2019ll all find making the switch to paperless convenient and helpful. Consider user-friendly software that makes your employee\u2019s paper-driven jobs easier, like the <a href=\"https:\/\/www.revv.so\/?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">document automation<\/a> offered by Revv.&nbsp;<\/p>\n\n\n\n<p>When an employee can use a drag and drop document composer, they can construct crucial business documents like agreements, proposals, quotes, letters, and many more in a jiffy. This saves time and boosts productivity; helping teams to become more efficient.&nbsp;<\/p>\n\n\n\n<p>An<a href=\"https:\/\/www.revv.so\/blog\/signature-online-management-2\/\" target=\"_blank\" rel=\"noreferrer noopener\"> electronic filing system<\/a> is also a great way to encourage employees to go paperless. It\u2019s much easier to find a document by keyword or client name electronically than to search a filing cabinet crammed with (probably mislabeled) files.&nbsp;<\/p>\n\n\n\n<p>\ud83d\udca1<strong>Upgrade your hardware:<\/strong> Instead of wasting money on inkjet refills, toner cartridges, and constant machine repairs, ditch the old machines and upgrade your computers. Employees that have access to computers and new technology are <a href=\"https:\/\/www.computing.co.uk\/analysis\/2257838\/analysis-does-pc-performance-affect-productivity\" target=\"_blank\" rel=\"noreferrer noopener\">quantifiably more productive<\/a>.<\/p>\n\n\n\n<p>\ud83d\udca1<strong>Encourage clients to go paperless:<\/strong> Your office can be a paperless wonderland, but if your clients aren\u2019t on board, it can be difficult to conduct a transaction with them. Help your clients transition to working with you in a paperless fashion by showing them the benefit (i.e., you\u2019ll close their deals faster, turn out the product more quickly, and save them money in the process).&nbsp;<\/p>\n\n\n\n<p>\ud83d\udca1<strong>Be patient:<\/strong> Rome wasn\u2019t built in a day, and going paperless won\u2019t happen overnight. For starters, you\u2019ve likely got paper records you still need to hold on to for legal reasons. While it can be a great goal to get them all scanned in for digital record-keeping, it\u2019s a task that takes time and manpower.&nbsp;<\/p>\n\n\n\n<p>Achieving a completely paperless office is a long-term project. The bigger the office, the more time it will take. So, set milestones, take one step at a time, and decrease your paper-related needs to reach your goal slightly faster.&nbsp;<\/p>\n\n\n\n<p>If you\u2019re looking for a simple way to automate your document-related processes, Revv is your go-to. Here\u2019s how Revv helps you build a paperless office you and your employees can <a href=\"https:\/\/www.revv.so\/trust\/security.html?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">trust<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td class=\"has-text-align-center\" data-align=\"center\">Create a paperless office with the best document automation platform &#8211; Revv<br><a href=\"https:\/\/www.revv.so\/signup\/?plan=plan-c-monthly-trial&amp;button=signup-from-navbar&amp;utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">Start your journey now!<\/a> No Credit Card required.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 id=\"How_can_Revv_help?\">How can Revv help?<\/h2>\n\n\n\n<p>Revv makes the oh-so-lengthy procedure of creating documents, getting them reviewed, approved, and <a href=\"https:\/\/www.revv.so\/blog\/how-to-electronically-sign\/\" target=\"_blank\" rel=\"noreferrer noopener\">signed<\/a> easy-peasy. What normally takes days can now happen in a matter of minutes with Revv.&nbsp;<\/p>\n\n\n\n<p>Let us dive deep and learn more about Revv\u2019s capabilities.<\/p>\n\n\n\n<h3 id=\"Vast_template_library\">\ud83d\udc49 Vast template library<\/h3>\n\n\n\n<p>Reduce days of document drafting time to minutes with Revv\u2019s 1000+ <a href=\"https:\/\/www.revv.so\/templates?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">templates<\/a>, that are legally vetted, formatted, and can be quickly customized for your business. So no matter what type of document you need to create, we\u2019ve got you covered.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Template+library.png\" alt=\"Document management system for small business owners is made easier with Revv's templates\"\/><\/figure>\n\n\n\n<p>Want to add your logo to every document you produce? That\u2019s not a problem. Prefer to design a custom template for your employees to use? You can do that also. Revv makes customization a breeze!<\/p>\n\n\n\n<p>You can also create a document from scratch and design it the way you want. Revv\u2019s rich editor is simple and user-friendly. It enables you to add many elements like images, text, tables, etc. with an easy drag-and-drop action. It takes just minutes to produce top-notch and professional documents.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Template+Editor.png\" alt=\"Use Revv as your document management software and customize the templates\"\/><\/figure>\n\n\n\n<h3 id=\"Painless_personalization\">\ud83d\udc49 Painless personalization<\/h3>\n\n\n\n<p>Have you ever been in a situation where you have to print out the same document but with different names? It is a repetitive process and can cause errors.&nbsp;<\/p>\n\n\n\n<p>But if you go paperless with Revv, you can add form fields as placeholders in a template, otherwise known as <a href=\"https:\/\/www.revv.so\/docs\/form-based-templates\" target=\"_blank\" rel=\"noreferrer noopener\" class=\"broken_link\">form-based templates<\/a>. These form fields can be a drop-down of options, clickable radio buttons, and checkboxes.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Adding+Form+Fields.png\" alt=\"Advantage of going paperless - Use form fields to add unique information in the same template\"\/><\/figure>\n\n\n\n<p>Whenever you create a document from a form template, you can personalize it by filling out each unique field once and it will be automatically copied to the same form fields in the document.&nbsp;You can gather data from your recipients that only they can provide by assigning them form fields to fill.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Form+Fields%2C+Recipient.png\" alt=\"Revv as a document management system allows you to gather and store information in the digital document\"\/><\/figure>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td class=\"has-text-align-center\" data-align=\"center\">Want to see how Revv can help your business go digital?<br><a href=\"https:\/\/www.revv.so\/signmeupnow.html?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">Schedule a demo with us!<\/a><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 id=\"Uninterrupted_collaboration\">\ud83d\udc49 Uninterrupted collaboration<\/h3>\n\n\n\n<p>Revv makes document collaboration easy and paperless by allowing users to access documents in a single workspace. You can add <strong>notes<\/strong>, <strong>attachments<\/strong>, and <strong>@mentions<\/strong> to tag teammates, and provide editing rights according to your needs.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Collaboration.png\" alt=\"With Revv as your document management software, you can collaborate easily with your employees and partners\"\/><\/figure>\n\n\n\n<p>Revv also records all the actions taken on a document with the help of the <strong>Activity <\/strong>feature. So you can view and track all the activities associated with a document starting from creating the document to getting it eSigned.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Activity.png\" alt=\"Revv enables you to track the activity of your employees on the files, which is not possible in physical documents\"\/><\/figure>\n\n\n\n<h3 id=\"Bank-grade_and_advanced_eSign_technology_to_close_deals_in_a_click\">\ud83d\udc49 Bank-grade and advanced eSign technology to close deals in a click<\/h3>\n\n\n\n<p>Revv\u2019s paperless and contactless <a href=\"https:\/\/www.revv.so\/blog\/how-to-create-an-electronic-signature-in-documents\/\" target=\"_blank\" rel=\"noreferrer noopener\">eSign technology<\/a> makes the whole signature process quick, simple, and hassle-free. You and your customer can get business handled efficiently, no matter where you are or what you\u2019re doing. Also, note that Revv offers more than one way for your customer to <a href=\"https:\/\/www.revv.so\/blog\/electronic-signature-sample\/\" target=\"_blank\" rel=\"noreferrer noopener\">sign the document<\/a>.&nbsp;<\/p>\n\n\n\n<p><strong>Text<\/strong>: In this method, the signer can choose their signature from a set of pre-formatted styles. They can even customize their name that will appear in the signature.&nbsp;<\/p>\n\n\n\n<p><strong>Draw<\/strong>: This method demands the signer to draw their signature using the mouse. In the case of mobile phones, a digital pen or a finger will work.&nbsp;<\/p>\n\n\n\n<p><strong>Upload<\/strong>: In this method, the signer is required to upload a scanned image of their wet-ink signature.&nbsp;<\/p>\n\n\n\n<p><strong>MetaMask<\/strong>: Using this method, the signer can use their <a href=\"https:\/\/www.revv.so\/sign-documents-with-metamask-wallet.html?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions\" target=\"_blank\" rel=\"noreferrer noopener\">crypto wallet<\/a> to eSign the document.<\/p>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/eSign+methods.png\" alt=\"Forget paper documents, subscribe to Revv's document management system to capture an eSignature along with other services\"\/><\/figure>\n\n\n\n<p>What if you don\u2019t need an eSign but just the consent of your client on a document? In such scenarios, you can use the <a href=\"https:\/\/www.revv.so\/blog\/get-consent-on-documents-with-send-for-acceptance-feature-in-revv\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Send for acceptance<\/strong> feature in Revv<\/a> and receive a soft sign from your client. Quite simple, isn\u2019t it?<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Send+for+acceptance.png\" alt=\"Transition to a paperless business and send your documents for acceptance to save time and other resources\"\/><\/figure>\n\n\n\n<p>Revv\u2019s eSign feature is extra safe as it offers various authentication methods like Email, SMS (OTP), and video. Verifying the signer\u2019s identity prevents unauthorized users from accessing the document. With Revv, all signers must prove that they are who they claim to be before they\u2019re allowed to view the encrypted document or add their electronic signature.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Video+authentication.png\" alt=\"Revv provides more security than paper documents as it has video authentication support\"\/><\/figure>\n\n\n\n<p>Revv undoubtedly abides by all the global &amp; local eSignature laws. <a href=\"https:\/\/www.revv.so\/blog\/are-electronic-signatures-legally-binding\/#what\" target=\"_blank\" rel=\"noreferrer noopener\">Revv ensures compliance<\/a> with all these four rules throughout the e-signature process:<\/p>\n\n\n\n<ul><li>Intent to sign<\/li><li>Consent to do business electronically<\/li><li>Association of signature with the record<\/li><li>Record retention<\/li><\/ul>\n\n\n\n<p><\/p>\n\n\n\n<p>Revv enables you to capture the intent of the signer in a hassle-free method. In every eSign document sent from Revv, the signer must click the<strong> I agree<\/strong> checkbox on the top to go ahead with the signing process. If the signer changes their mind, they can decline to sign the document without any hassle.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Intent.png\" alt=\"Key advantage of these systems is you can capture the intent of your signers, unlike paper-based files\"\/><\/figure>\n\n\n\n<p>Once the signer places their signature in the document, they must click the <strong>Finish Signing<\/strong> button to give consent to do business electronically with Revv.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Consent.png\" alt=\"With Revv as your document management software, you can obtain the electronic consent of your signers\"\/><\/figure>\n\n\n\n<p>Revv also generates an <a href=\"https:\/\/www.youtube.com\/watch?v=EcVoK1IF-RU\" target=\"_blank\" rel=\"noreferrer noopener\">Evidence Summary<\/a> for all the documents. It is an audit trail, a digital certificate that records all actions taken during the signing process, which includes \u2013 the signer\u2019s information, date and time stamp of each action taken by the signer, IP address, and other details that acts as legal proof. It can be downloaded as soon as the signing is complete by all the signers.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Evidence+Summary.png\" alt=\"As a small business, you can enhance your processes with the support of Evidence Summary\"\/><\/figure>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td class=\"has-text-align-center\" data-align=\"center\">Want to see how Revv can help your business go digital?<br><a href=\"https:\/\/www.revv.so\/signmeupnow.html?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">Schedule a demo with us!<\/a><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 id=\"Automate_your_document_workflows\">\ud83d\udc49 Automate your document workflows<\/h3>\n\n\n\n<p>If you go paperless, you can aim for end-to-end document workflow automation. The reasons can be manifold \u2013 updating the system of records, receiving payments, triggering workflows, storing documents, and many more.&nbsp;<\/p>\n\n\n\n<p>Automating certain actions reduces manual errors and enables all departments in your organization to work in tandem.&nbsp;<\/p>\n\n\n\n<p>Revv provides multiple options that enable you to streamline your business processes with ease. Let us learn about them in detail.<\/p>\n\n\n\n<h4 id=\"Extensive_integration_facilities\"><strong>Extensive integration facilities<\/strong><\/h4>\n\n\n\n<p>Revv provides integrations with various external apps using which you can sync data to your Revv account. Integrating Revv with other processes will make your business process smooth like butter. Leverage Revv\u2019s integration capabilities via <a href=\"https:\/\/zapier.com\/find-apps\/r\/revv-documents\/\" target=\"_blank\" rel=\"noreferrer noopener\" class=\"broken_link\">Zapier<\/a>, <a href=\"https:\/\/retool.com\/blog\/build-document-workflow-automation-with-revv-retool\/\" target=\"_blank\" rel=\"noreferrer noopener\">Retool<\/a>, and <a href=\"https:\/\/build.revv.so\/\" target=\"_blank\" rel=\"noreferrer noopener\" class=\"broken_link\">Native API<\/a>, and integrate applications like:<\/p>\n\n\n\n<ul><li>CRMs like Salesforce, Zoho, HubSpot, etc.<\/li><li>Storage systems like Box, Dropbox, Google Drive, etc.<\/li><li>Billing and payment apps like Chargebee and Stripe<\/li><li>Accounting software like QuickBooks<\/li><li>Excel Sheets and Google Sheets to import data<\/li><li>Chat platforms like Slack, Google Chat<\/li><\/ul>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Integration.png\" alt=\"Transition to a document management system and boost your processes using multiple integrations, unlike paper-based office\"\/><\/figure>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><strong>Take the <em>going paperless<\/em> game to the next level with Revv+Box integration.<\/strong>&nbsp;<br>Box is a secure and easy-to-use platform for content management, workflow, and collaboration. One of the key benefits of Box is you can access data, anytime, anywhere.&nbsp;<br><br>With the combined capabilities of Revv and Box, you can achieve end-to-end business process automation. You will no longer miss or delay initiating repetitive processes such as your contract renewals, payments, and other essential tasks.&nbsp;<br><br>With this effective and resourceful integration, you can choose which data to send to Box, such as Document file, Evidence Summary, Document Attachments, Document form fields, and quote line items, among other options.<br><br><img loading=\"lazy\" width=\"610\" height=\"345\" src=\"https:\/\/lh6.googleusercontent.com\/o0m18YXLCt_T1KgGsEW1dqimRC94Bj0M_K1yAygmGNVWU4BFOOdq7kVXtltSuHMzV2e9nC7pdSDZBzf2K8lkyHrPqtP-3_ac-jiK1o1ew7iBae_O922Lznna-UUWhRqq1I2T01x6\"><\/td><\/tr><\/tbody><\/table><figcaption>Use Box for cloud storage and get rid of filing cabinets for the betterment of your employees and your company<\/figcaption><\/figure>\n\n\n\n<h4 id=\"Smooth_data_mapping_with_the_Data_Studio_feature\"><strong>Smooth data mapping with the Data Studio feature<\/strong><\/h4>\n\n\n\n<p>Data mapping is important to maintain accurate and consistent information in your documents. Manual data entry from one app to another can cause errors if they are not interconnected. Repercussions of messy data mapping are severe and can incur major losses to your business. It is advisable to look for a solution that ensures error-free data mapping with less time consumption.&nbsp;<\/p>\n\n\n\n<p>Enter Revv\u2019s <a href=\"https:\/\/www.revv.so\/docs\/introduction-to-data-studio\" target=\"_blank\" rel=\"noreferrer noopener\" class=\"broken_link\">Data Studio<\/a> feature \u2013 an efficient data mapping tool. Data Studio does not rely on scripts, coding, developers, or APIs that can delay the data integration and onboarding process from weeks to months. It is easy to use and also creates perfect documents in the blink of an eye. <\/p>\n\n\n\n<p>The Data Studio allows you to:<\/p>\n\n\n\n<ul><li>Integrate with multiple data sources like Salesforce, HubSpot, etc.<\/li><li>Map all the data from other platforms to respective fields in Revv<\/li><li>Create precise documents irrespective of the size and complexity of the data<\/li><li>Generate documents in bulk and send for eSignature<\/li><li>Increase productivity and efficiency of the workforce as they are freed from manual data entry processes<\/li><li>Effortlessly manage document workflows and reduce turnaround time to close your deals<\/li><\/ul>\n\n\n\n<p><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Data+Studio+.png\" alt=\"For smooth data-mapping, use document management solutions for your employees and your team\"\/><\/figure>\n\n\n\n<h4 id=\"Optimize_every_stage_of_your_process_with_the_Pipeline_feature\"><strong>Optimize every stage of your process with the Pipeline feature<\/strong><\/h4>\n\n\n\n<p>Most operations don\u2019t stop at creating a document. It just might be the trigger for other associated jobs to be done. For example, a company\u2019s HR Team has to notify the admin and payroll team about a new employee joining, after the employee has signed necessary documents. Another such instance is, after closing a deal with a client via eSignatures, the sales team has to inform the accounts team about the deal.<\/p>\n\n\n\n<p>Use Revv\u2019s <a href=\"https:\/\/www.revv.so\/docs\/using-the-pipeline-page\" target=\"_blank\" rel=\"noreferrer noopener\" class=\"broken_link\">Pipelines<\/a> feature to automate the entire workflow and reduce repetitive tasks. Pipelines provide immense possibilities to automate the associated workflows when a document reaches a new milestone.<\/p>\n\n\n\n<p><strong>Working of Pipelines<\/strong><\/p>\n\n\n\n<p>Revv\u2019s Pipeline feature follows the Kanban method. Every pipeline represents a process. Each pipeline has lanes that are associated with the steps in a process. You can add any number of pipelines based on your company. For example, you can create a pipeline called <em>HR documents<\/em> that will host all the HR-related documents you deal with.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Pipeline.png\" alt=\"Use pipelines to automate processes in your company and train your employees to forget paper documents and filing cabinets\"\/><\/figure>\n\n\n\n<p>You can configure the <strong>Pipeline Routing<\/strong> feature to channel the associated documents to the respective pipeline. For instance, you can set a routing rule to send all the documents created from the <em>Employee Agreement <\/em>template to the <em>HR documents<\/em> pipeline.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Pipeline+Routing.png\" alt=\"Businesses digital routing rules to decide in which pipeline a file will land, unlike in a physical file\"\/><\/figure>\n\n\n\n<p>Each pipeline is a collection of lanes that represents the status of a document. You can customize a lane by changing the name, color according to your system. You also can automate the movement of your document in between lanes to create a smooth document flow with the help of lane transitions. Lane transitions work with respect to lane events which are the entry conditions for a document into a lane. Only when you assign a lane event to a lane, the transition will happen. For example, when an HR document is <em>internally approved<\/em>, it will be moved to the <em>Approved <\/em>lane.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Lane+Transitions.png\" alt=\"One of the digital solutions is to add lane transitions to let the files transition from one lane to another\"\/><\/figure>\n\n\n\n<p>You can also add jobs to each lane that defines what must be done when a document enters that lane. For example, you can notify your <em>HR manager<\/em> when a document is in the <em>Approved<\/em> lane.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/d34fwl795uvawg.cloudfront.net\/images\/blog\/esign\/paperless-business-solutions\/Lane+JTBD.png\" alt=\"Transition to adding digital lane jobs to notify employees in your company, unlike physical files\"\/><\/figure>\n\n\n\n<p>Finally, you can also set reminders that notify a document\u2019s recipient to complete a pending action. It will be applied to all the documents that enter a particular pipeline.&nbsp;<\/p>\n\n\n\n<p>If you\u2019re wondering how much Revv will cost you per user, well, it won\u2019t burn a hole in your pocket!<\/p>\n\n\n\n<p>There is a forever <a href=\"https:\/\/www.revv.so\/pricing.html?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">free basic plan<\/a> that offers an unlimited number of documents and allows you to access some of the best features at no cost to you.&nbsp;<\/p>\n\n\n\n<p>On the other hand, if you\u2019re looking to invest in improving your document workflows, Revv offers plans with advanced and premium features for as little as $15 a month. Users save 20% on plans when billed annually.<\/p>\n\n\n\n<h2 id=\"Better_late_than_never\">Better late than never<\/h2>\n\n\n\n<p>Going paperless is a great way to improve your business functionality, drive productivity, and become more efficient. What better way to achieve this than choosing Revv!<\/p>\n\n\n\n<p>Revv is a one-stop solution as it offers templates for document creation, eSignatures to close deals, integrations to add more information, and pipelines to automate workflows.&nbsp;<\/p>\n\n\n\n<p>It is the best document management and automation software in town that enables you to work paper-free in an easy-to-use, easy-to-learn environment.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td class=\"has-text-align-center\" data-align=\"center\">Create a paperless office with the best document automation platform &#8211; Revv<br><a href=\"https:\/\/www.revv.so\/signup\/?plan=plan-c-monthly-trial&amp;button=signup-from-navbar&amp;utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\" target=\"_blank\" rel=\"noreferrer noopener\">Start your journey now!<\/a> No Credit Card required.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 id=\"Frequently_asked_questions\">Frequently asked questions<\/h2>\n\n\n\n<p><strong>Why are companies going paperless?<\/strong> <\/p>\n\n\n\n<p>Most companies are going paperless as it saves time, boosts productivity, and is cost-effective. Here are other benefits of a paperless office:<\/p>\n\n\n\n<ul><li>Environment-friendly<\/li><li>Better organization of files<\/li><li>Smooth collaboration<\/li><li>Enhanced security<\/li><li>Easier access<\/li><\/ul>\n\n\n\n<p><\/p>\n\n\n\n<p><strong>How can I make my business go paperless?<\/strong><\/p>\n\n\n\n<p>You can achieve your dream of going paperless by taking baby steps. Here are a few tips that might help you to use less paper:<\/p>\n\n\n\n<ul><li>Train your employees and clients to prepare digital documents<\/li><li>Upgrade your hardware and software<\/li><li>Switch to a document automation tool<\/li><li>Upload old documents to cloud storage by scanning them<\/li><\/ul>\n\n\n\n<p>Achieving a completely paperless organization <strong>is<\/strong> possible but it requires time, patience, and diligence.&nbsp;<\/p>\n\n\n\n<p><strong>What is the best way to go paperless?<\/strong><\/p>\n\n\n\n<p>The best way to go paperless is by choosing an all-in-one document management and automation tool like <a href=\"https:\/\/www.revv.so\/?utm_source=revv_blog&amp;utm_medium=blog&amp;utm_campaign=Paperless+Business+Solutions%3A+How+to+Create+a+Paperless+Office\">Revv<\/a>. Revv is a legal, robust, and reliable tool that takes end-to-end care of your documents, automates your workflows, and provides high-level security.&nbsp;<\/p>\n\n\n\n<p><strong>How do you implement a paperless system?<\/strong><\/p>\n\n\n\n<p>Transitioning to a paperless system can be challenging in the beginning as the response to any change is always rejection. You can note the following tips to make the implementation smooth:<\/p>\n\n\n\n<ul><li>Address your company staff about your intention and provide effective training<\/li><li>Make the switch to a paperless system desirable<\/li><li>Upgrade your hardware<\/li><li>Deploy technology to automate paper-heavy tasks&nbsp;<\/li><li>Encourage your clients also to go paperless<\/li><\/ul>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Going paperless is a great way to increase productivity and save money, but the transition can be difficult. Going paperless includes implementing user-friendly software to help employees transition smoothly.<\/p>\n","protected":false},"author":5,"featured_media":857,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[16],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Paperless Business Solutions: How to Create a Paperless Office<\/title>\n<meta name=\"description\" content=\"Going paperless is a great way to increase productivity and save money, by implementing user-friendly software to help employees transition smoothly.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.revv.so\/blog\/paperless-business-solutions\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" 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