Despite the benefits of online payments, 75% of all business payments are still made with checks, wasting time and paper. The vast majority of CFOs, 85%, rank moving to paperless accounting is a top concern. Learn about how the cloud is having a profound effect on accountants.

1. Guide to Paperless
Accounting

2. 2
Who is Ravix Group
Paper-based accounting
Leverage the cloud
Manage the document management
Paperless approval process
Gain control by giving up paper
Summary
Q&A
Agenda

3. 3
Welcome to our speaker
JD Higginbotham
Controller, Ravix
Group
Natasha Dolginsky
Marketing, Bill.com

4. 4
Who is Ravix Group?
Ravix Group provides seasoned consulting
expertise to outsource the finance/accounting
and human resources functions for early-stage
and middle market companies.

5. 5
Bill.com automates your accounting
process
We are your platform for:
– Approval workflow
– Paying bills
– Document management
– Notes & collaboration
– Two-way accounting
system
synchronization
– Online banking &
payment system
integration

6. 6
Paper-based accounting
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7. 7
Financial Process is Still Paper-Based
However, businesses are faced with ever-growing
mountains of paper and increased storage costs
• Paper checks
– 75% of all business payments are still made by check
• Print outs of spreadsheets
• Paper documents
– Contracts
– Back up material
– Invoices

8. 8
The Future of Business
• 85% of CFOs feel that moving to a paperless system is a top concern1
• 65% of CFOs are motivated to move to the cloud by the savings in
money and staff time1
• 92% of organizations using cloud-based planning tools have seen
improved results, demonstrating that early adopters are already winning!2
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1. Bill.com CFO Survey, August 2012
2. Dimensional Research study of 541 financial executives

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Leverage the cloud
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10. 10
Information access
“All information in once place – don’t have
to hunt in the filing cabinets.”

11. 11
Choose solutions that are cloud-based
• When you evaluate a solution for your business, make
sure that it is cloud-based and paperless. What to look
for:
– Access to information is quick
– Access is from anywhere
– Speed of access can make a difference and benefit or harm the
business
– Implementation time
– Does it integrate with your existing tools and processes?
• Storing documents online and in the cloud is affordable
and cost-effective
– Document retrieval costs (time and money), are reduced

12. 12
Do you homework
• Read our blog: “Seven Questions to Ask Before
Purchasing An App for Your Cloud-Based Accounting
System”
– Does the vendor of the accounting system endorse the
app?
– Where is the app and the data it generates hosted?
– What data is being synced between the accounting system
and the app, and is the sync bi-directional or uni-
directional?

13. 13
Find the right tools for your business
• Dropbox, Google Docs, OneDrive – sharing files and
document storage
• GoToMeeting, Skype - video and conference calls
• Docusign, Echosign – e-signatures
• Adobe FormsCentral, SurveyMonkey - forms
• Evernote – note taking, screenshots
• QBO, Intacct, Xero – accounting software

14. 14
Manage the document
management
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15. 15
“Digitize” your paper
• Invest in a scanner and scan the documents to be
available digitally instead of keeping paper copies
– More secure
– Bill.com recommends:
• Genius Scan app for iPhone and Android when scanning in your
documents
• Kodak ScanMate i940 – scans in batches
• Evernote Premium ($5/month) provides the OCR (optical character
recognition) search feature
• Get organized
– Establish naming conventions and file structure
• Rethink your mail
– Services like EarthClassMail provide a virtual mailroom and scan
your mail for you

16. 16
Scan smart
• Toss
• Scan and toss
• Scan and keep

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How Bill.com helps
• Document storage is unlimited
– Upload documents up to 20 MB each
• Data entry service
– Fax, email or upload image of each bill into Bill.com inbox,
and bill details are entered for you
• Provides a unique Bill.com email and fax number to
receive bills electronically

18. 18
Make your approval
process paperless
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19. 19
Post Bill.com approval process

20. 20
Audit your process
• Do an audit of your AP process to see where the
holes are:
– Do you double pay?
– Are you spending too much time and effort getting
approvals?
– Are you paying late fees?
• Create processes that ensure that the holes are
plugged up
– Invest in technology that helps you plug those holes up
• With better approval process, your payments are on
time and vendors are happy

21. 21
Vendors relationship matter
• No late payments
• Better rates and cost efficiency
• Repeat business – switching costs
• Create trust – meeting financial obligations
• Flexibility
• Better relationships = easier to deal and interact

22. 22
Reduce paper from the process
• Whichever solution you use, make the process and
therefor relationship with vendors less paper-based
– Ask to email invoices, instead of sending paper copies
• If paying by check, consider moving to electronic
payments
– Fraud – all information a fraudster needs is on your check
– Cost of paper checks is much higher than people assume
• Start small
– Some clients or customers won’t want to be billed electronically
– Some vendors will still want to communicate by snail mail
– Tax and regulatory requirements might require hard copies of
past records

23. 23
Make the move to ePayments
• Put away your checkbook so you can’t access it
• Encourage your customers to pay you by electronic
payments, not check
• Encourage vendors to send you electronic invoices,
not physical invoices
• Set up your office to be a “No Check” business
23Bill.com Confidential

24. 24
ePayments are faster, cheaper, and more
secure

25. 25
Average cost of an invoice
Process Costs
$5 to $26 an invoice

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How Bill.com helps
• Visibility into the entire process and workflow
– Have a record of all approvals
– See every bill and invoice in the same place
– Know when all your bills are due and when you will get
paid by customers

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How Bill.com Helps
• Seamless and automated approval process
– Create roles with different levels of information
accessibility
• 5 prebuilt roles
• Can create customized roles
– Access is limited by role and permissions – internally and
externally
– Set up approval policies to require approvers for any bill or
vendor credit, based on the dollar amount
– Bills and invoices emailed automatically to next approver

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Gain control by giving up
paper
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29. 29
More control
• Aware of what’s going on
• Communication process is easier
• Mobility
• Limit on access of information

30. 30
Less Paper = Better Security
Paper documents are subject to theft and
destruction
• Prevent “lost” bills, invoices and
contracts
• Eliminate risk of manipulation
• Reduce risk of information theft
• Keep tight control over access
• Automatic audit trail; you can’t
override it!
The cloud is safer than your office!
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31. 31
Security is Integral to Our Business
• Bill.com uses best-in-class data security (Extended Validation
(EV) SSL encryption technology)
• Firewalls prevent unauthorized electronic access to servers
• Production servers are in high-security locked facility with
biometric access controls preventing unauthorized physical
access to servers
• All sensitive data is encrypted at rest in our database
• Offsite continuous backup enables Bill.com to recover from a
potential disaster quickly
• Bill.com undergoes an annual SSAE 16 SOC 1 Type II Audit by a
leading national CPA Firm
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32. 32
Summary
1. Make the decision to go paperless
2. Identify ROI
– Reduction in the cost of printing, mailing, shipping,
storing, and accessing paper
3. Get consensus
– Change is difficult so make sure that decision makers are
on board (ROI proof helps)
4. Do your homework
– There are many tools out there, make sure the ones you
choose are right for your business
5. Start small

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Q&A
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34. 34
Contact us
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Learn more at www.bill.com.
Contact 1.877.345.BILL or sales@hq.bill.com
Watch demo at: www.bill.com/demo
Ravix Group
jdhigginbothamjr@yahoo.com
408-410-0521