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Old 02-08-2013, 03:21 PM
ArdisK ArdisK is offline
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Join Date: Feb 2013
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Are hard copy files needed?

We are having a discussion. My business partner thinks I can manage the office without having hard copy files for customers, vendors, etc. Is this possible within the QuickBooks systen or not?

I am used to working with "paper trails."

How do other people handle this office conflict?
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Old 02-08-2013, 03:58 PM
GuyNaples GuyNaples is offline
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Join Date: Aug 2012
Location: Canada
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RE: are hard copies needed?

Hi ArdisK,

It is definitely possible to work without hard copies and there are a couple ways to achieve this. One example is an application called LedgerDocs, which is a document management system designed for bookkeepers. This systems allows users to scan their documents into the application, which instantly connects them to your Quickbooks account.

As for paper trails, we just wrote a blog about how scanned document can be used in the case of a US or Canadian audit. Take a look!


Let me know if you have any questions.
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Old 02-09-2013, 03:02 AM
Joe Williams Joe Williams is offline
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Join Date: Jan 2006
Location: Oklahoma
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You can do a paperless company, but you must keep 'records' that can be verified. The best way is to create a folder "Company Backups" and use it to backup the data file each quarter after you have reconciled the bank account. Add the date to the end of the company name for the file name. Keep a copy of the backup on the Hard Drive and some removable media that is keep separate from the computer and office.
This allows you to recreate reports for that period and to restore your data if there is a problem like flood, fire or just a PC crash.
Joe Williams
Piedmont, Ok
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