Non-profit work is a valuable pursuit. Non-profits do great work helping various missions around the world. Many people are drawn to work at non-profits because the jobs are often very meaningful and fulfilling. Managing finances in the non-profit world is important. Many non-profits have to depend on fundraising and donations to keep their operations going. In addition, some generate revenue so they need to track income and expenses closely to maintain preferable tax status. Either way, the more time and money they can save, the more they can spend accomplishing their missions. That’s why document management for non-profits is so important. Certainly, the right system makes financial management simple and easy so leaders can focus on the cause they love. A document management platform also makes things like digital document storage and automated workflows a possibility. Here are five ways document management can be beneficial for non-profits.
Document Management Helps with Taxes
Non-profit leaders need to stay on top of taxes in order to maintain their status. Losing that status can have a huge impact on whether they can stay operational. Document management for non-profits involves keeping track of expenses, income, and other tax issues throughout the year. With proper tracking, it’s not a scramble come tax time because everything has already been filed properly. As a result, outside accountants can easily sift through records without any sort of panicked rush to find documents. It gives managers more time to focus on the core mission of a non-profit without worrying about whether they’re compliant.
A document management platform like Vasion is helpful because it can integrate pre-existing management systems the non-profit may already have. This includes drives like Google Drive and OneDrive, as well as previously used internal documents storage systems. By having everything together in one place, things will be much easier come tax time.
Saves Employee Time
Time is money, and the more time non-profit employees spend hunting down papers and records, the less they have to do meaningful work. Solutions around document management for non-profits help train new employees so they are up to speed faster. They need less training and can make an impact earlier. File management standardizes processes so people don’t have to reinvent the wheel every time something’s done. Time is also saved by the documents being easy to access. Whether the employee is in the office or at home, a good document management system makes it simple for users to access important documents wherever they are.
Templates with Document Management for Non-Profits
Non-profits can leverage document management to expand their reach. Software for document management for non-profits helps communication teams make templates that can be used repeatedly. Further, employees don’t have to draft new communications for each client or partner interaction, because they are already in the system. The templates are filed and can – with minor adjustments – fit any situation. They’re a huge time-saver that helps non-profits have a wider impact in their work. The document management platform also gives users the ability to track changes. If you have worked with one client for a long time, it can be helpful to review updates and changes in their documents to see how things are changing over time.
Automated Workflows Make Non-Profit Projects Easier
Non-profits are always busy with a lot of projects to help make their community a better place. Whether this is organizing a community toy drive for Christmas, setting up a local soup kitchen, or planning a trip to rescue dogs at a kill shelter, these projects are all so important. A document management platform can help non-profits be more organized and efficient when working on these projects. Workflows can be created that include various shared e-documents. Tasks are assigned to the applicable employees, and the steps can be easily tracked and followed by supervisors. This is so much easier than trying to send documents back and forth via email. Tasks can also be prioritized within the automated workflows so that employees know exactly how to organize their time and what to focus on first. Communication is improved, and everyone knows exactly what they should be focusing on.
Ease of Digitizing Receipts
For tax purposes, non-profits end up having a lot of receipts and paperwork throughout the year. Instead of storing these in file cabinets in your office, make them digital! Vasion has the capability of using AI technology to read the information on scanned documents and properly categorize and store them in the document management system. Storing documents digitally not only saves physical space, but it is much more secure as well. The Vasion document management platform uses encryption during both the file transfer and file storage process. That way, your information is always safe and secure. When it comes to tax season, your accountant will appreciate all of your documents being digital, as opposed to them having to dig through file cabinets of paper collected over the course of the year. Once you get your document management system live, work on converting the paper documents in your office to digital form. It can be a big project, but will be worth it in the end.
Vasion specializes in helping non-profits make their money go farther. Whether your business is helping elementary school kids or rescuing dogs, non-profits are so important to communities. By using technology to improve processes and procedures for your non-profit, you will be able to focus less on the day-to-day office work and more on what really matters: helping the community. You’ll have more resources to push the limits of what you can do. For more information on document management for non-profits, contact someone on our team today. We can discuss how we can help your organization save time and money.