Go Paperless

Virtual Accounting Services has made the switch to a paperless office.  Those days of looking for paperwork in the old metal filing cabinets are long gone!   We are so excited to have the extra space, not to mention the ease now of being able to find anything we want in seconds!  Let me introduce you to Paperless Overnight.  Paperless Overnight is a Document Management System (DMS), where you fax or email your documents to a secure server for processing, collaborating and filing.

How It Works

The system works on a “from the bottom up” concept.  You designate a hierarchy of staff members that the flow of paperwork will go through.  The lowest level is automatically designated to the staff at Paperless Overnight, they are called DOTS.  Their job is to code all the basic details of your documents into the filing system for easy retrieval later.  After coding, they assign all documents to the next level in the hierarchy that you set-up.

Example Workflow hierarchy:

DOTS >  Data Entry >  QB Proadvisor/Controller >  CEO/Owner

  1. DOTS: Codes all documents and pushes the page up a level.
  2. Data Entry/Jr. Bookkeeper: Determines what to do with a page, enters into the accounting system, edits the document page making sure all is properly categorized, keywords and amounts filled out. Either closes the page when done, or pushes it up a level for review.  Any questions or documentation needed should be directed to the next level up, QB Proadvisor.
  3. QB Proadvisor/Controller: Reviews data entry’s work, directs and answer questions.  Supervises all accounting and internal controls.  Submits all monthly, quarterly and yearly reports to the CPA for taxes and adjusting entries.
  4. CEO/Owner – Focus on growing the business.

All levels have the ability to communicate and collaborate on every page by posting comments and pushing the pages back and forth to eachothers bins which are labeled, Review, Clarification Needed, Open and Closed.  The closed bin is where are completed documents are housed.  All other bins, are work in progress.

How Much Is it?

1) Clients of Virtual Accounting Services:

  • $47.00 per month to be charged to a credit card that you designate monthly
  • 15 cents per page (DOTS compensation)
  • First 50 pages free every month.  No rollover pages.
  • Use the system with Virtual Accounting Services in charge of your bookkeeping.

2) Non-Clients:

  • $97.00 per month to be charged to a credit card that you designate monthly
  • 15 cents per page (DOTS compensation)
  • First 50 pages free every month.  No rollover pages.
  • Use the system with your own employee in charge of your bookkeeping.

Example month:  $47.00 fee.  61 pages sent up for the month.  61 minus 50 free pages, equals 11 pages.  11 x 15 cents = $1.65.  Total monthly fee, $48.65!

Make the switch to a virtual office system today.  Whether you use Virtual Accounting Services as your bookkeeper or your hire your own, this paperless platform is the answer to getting and keeping your office and paperwork organized.

go paperless!