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Scanners Save Paper Money and Time
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Save Yourself Hundreds of Hours A Year and
Make Life Easier for Yourself and Your Staff
Driven crazy by the time it takes to manage all your business files – clients details, insurance forms, accounts, invoices?
You could be doing much more productive things with all that time.
Well, there is a quicker, more efficient way of removing all the paper juggling – and make finding and managing all those files much simpler and quicker.
“In fact, one of our clients, Scott Elder, at Bennet and Elder, found he could go from four filing cabinets down to one,” says Compuserv’s Mike Andrew, whose company provides the solution.
Motive IT is a specialist in setting up and maintaining computer systems for Smash Repair businesses.
“We put in a special set up in their office that includes a scanner and software, show them how to use the scanner with their computers and how to manage the files. They simply scan the document into their computer, give it a searchable title, like the name of the client or company, include the Job Number, a date and a key reference word and save it.
“Then they can either throw the document in the bin or put it through a shredder and get rid of it. Anytime they need to go back to the document, say on an Insurance company query, they simply do a quick search based on either the company name or Job Number and it comes up instantly.”
The smash repair staffer then can either simply look at the document on the screed, confirm it is the correct one and send it, as an email attachment, to the person making the enquiry.
Or, if the client or insurance company asks for it, print out a hard-copy and mail it.
“We refer to it as a Document Management System. It’s very simple to run and certainly quite easy to learn. The scanning system can scan 25 pages a minute. So you simply stack a group of documents and away it goes,” Mike Andrew explained.
“And you recover the costs in a matter of weeks. The scanner, which is an industrial strength one, not a home office machine, costs around $1,300 and the software is only about $400.
“By the time you account for time wasted, paper costs and buying new filing cabinets it doesn’t take long to cover the cost.”
The system, and training, also includes a back-up option to ensure there is no loss of the information: “And we recommend that a business puts in a practice that ensures they back up every day, at the end of work.”
The scanner and software can be set up and a person trained on how to use the system in between three and four hours.
“We take great care with our training so that the appropriate staff are fully able to use the system and manage the back-up, before we leave the premises.”
Talk to Mike Andrew about having the system installed in your shop – call him on 1300 007 776.
Check out their website at: www.motiveit.com.au
Motive IT is expert at relieving you of the problems, time and excessive costs of running your computer system.
It’s our competitive advantage:
Through a combination of our technical expertise, variety of clients and years of experience, we take the time to learn about the customer’s business and it’s individual needs.
We then bring a solution to your problems that is designed specifically for your business, taking into account the need to standardise the way in which your business is supported.
Our approach is to take ownership of the problem and let you get on with doing what you do best.
We then assess where the problems lie and work with you and the various suppliers to find a solution that is cost efficient and works for everyone in your business.
We believe that almost all our competitors, generally, pin the blame on someone else and leave the customer to sort out the solution.
We look for the most cost effective way to provide maintenance and an ongoing support agreement to our customers. Our competitors generally charge more for labour per hour and on-going maintenance.
We offer Managed Internet services where competitors leave that to the ISPs.
Our 1300 number is: 1300 007 776
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