KISS – is what works!

A common point of “failure” for businesses and their financial record keeping is…RECEIPTS!

A big point of failure in financial recordkeeping is receiving the needed receipts from staff, and business owner.

Why is this such an issue?

One of the big reasons is that the systems (or lack of a system) are way too cumbersome for an individual. It is not simple, it takes too much time; they don’t know how to categorize the receipt…it is not KISS.

It is essential to make systems easy for employees to use for several reasons:

Increases productivity: Easy-to-use systems enable employees to perform their tasks more efficiently, leading to increased productivity.

• When employees can easily navigate through systems, they spend less time on routine tasks, which allows them to focus on other critical aspects of their jobs.

Reduces errors: Complex systems can lead to mistakes and errors that can be costly to the organization.

• Making systems easy for employees to use reduces the chances of errors, which can save time and money.

Improves employee morale: When employees can quickly and easily accomplish their tasks, it can boost their confidence and sense of accomplishment.

• This, in turn, can lead to increased job satisfaction and morale.

Facilitates training: Easy-to-use systems simplify the training process for new employees.

• They can quickly learn how to use the system, reducing the amount of time required to get up to speed and reducing the risk of errors.

Increases user adoption: When employees find a system easy to use, they are more likely to use it regularly and consistently.

• This, in turn, leads to better data quality and more accurate reporting.

So, how does one make it easy for staff to comply with the need for them to submit their receipts?

Google Drive is one of the answers!

The staff member takes a picture of the receipt on their cell phone, then “shares” the receipt on a Google Drive folder the accountant has shared with them. The receipt image is now captured.

The staff member has now submitted the receipt and can forget about it.

Meanwhile, the accountant can regularly go to these shared Google Drive folders, enter the proper “naming” format for future searches, move the receipt into a specific Google Drive folder – and upload into the accounting program being used. The receipt is now saved in two searchable locations!

It has become easy for employees to provide necessary receipts, and the accounting staff place the information in the specific location it it needed, with accurate data needed for financial reporting.

• This produces increased compliance in the submittal of receipts

• Is easy to train individuals on the procedure, and

• One is not spending time and effort trying to track down receipts which are not being submitted because it is not easy!

• The accountant is categorizing the receipts, thus reducing errors in the financials.

Making systems easy for employees to use is crucial for increasing productivity, reducing errors, improving employee morale, facilitating training, and increasing user adoption.

Businesses that prioritize user-friendly systems can benefit from more efficient and effective operations and a more satisfied workforce.

If you have any questions regarding #crossborder or small business#bookkeeping, please do not hesitate to contact us and schedule a FREE 30 minute consultation.