Simplify your exchanges
Zeendoc transforms the way your company manages its documents. With Zeendoc, you can simplify and digitalize interactions with your customers. No more time wasted searching for paper documents or worrying about their security. Zeendoc offers you a secure platform where every document is instantly accessible, anywhere, and linked to all necessary supporting documents.
AUTOMATE YOUR PROCESSES
Our system does more than just dematerialize. Zeendoc also automates the processing of your customer invoices. As soon as an invoice is deposited in our system, it is dematerialized, filed and automatically associated with related documents. This not only saves considerable time, but also reduces the risk of human error, making your financial processes more reliable and efficient.
distribute instantly
With Zeendoc, the distribution of your dematerialized documents becomes child's play. Whether by email, via Chorus (France's public invoicing portal), or even by post, Zeendoc ensures instant distribution of all your invoices, while automatically associating related documents where necessary. This flexibility enables your company to adapt its distribution methods to suit individual customer preferences, thus improving customer satisfaction.
Accounting integration
Zeendoc goes beyond simple dematerialization by also automating accounting data entry and invoice reconciliation. Our system integrates seamlessly with your accounting software, facilitatingdata import and export, and automating accounting breakdown and data entry, reducing the time spent on accounting management and increasing the accuracy of your financial data.
DOCUMENTS AND SIGNATURES dematerialization
Document dematerialization represents a revolution in corporate document management, simplifying and accelerating processes, and improving the security of critical documents. This digital transformation concerns a variety of business documents, including contracts, invoices, pay slips and expense reports. Here's how dematerialization brings specific benefits to each type of document.
Contract dematerialization
The dematerialization and electronic signature of contracts offers a fast, secure method of concluding agreements. Companies can significantly reduce the time needed to negotiate, sign and archive contracts. Not only does this speed up business transactions, it also guarantees better traceability and integrity of signed documents. Centralizing contract management on a single platform also facilitates monitoring and review, optimizing contract management.
invoice dematerialization
For invoices, dematerialization simplifies creation, dispatch and follow-up, while ensuring legal compliance. It enables more efficient cash flow management, thanks to greater visibility of incoming and outgoing payments. In addition, electronic invoice archiving helps to comply with legal obligations to retain financial documents, while facilitating access to them during audits.
Electronic pay slips
Dematerializing pay slips with Zeendoc contributes to more secure and faster distribution to employees, while reducing printing and mailing costs. It also offers greater respect for the confidentiality of personal information. Employees benefit from easy, secure access to their pay slips, promoting greater transparency and autonomous management of their personal documents.
expense claim dematerialization
By dematerializing expense reports, companies can automate the submission, approval and reimbursement process, reducing delays and minimizing errors. This enables more efficient expense management, better cost visibility and simplified accounting. The dematerialization of expense reports also facilitates compliance with corporate policies and accounting standards.
Voucher and slip dematerialization
Dematerialization also extends to purchase orders and delivery notes, crucial elements in the management of purchasing and distribution operations. By adopting a digital approach to these documents, companies benefit from improved synchronization between purchasing, warehousing and logistics departments, facilitating precise tracking of orders from initiation to delivery.
Other types of documents
Dematerialization with Zeendoc makes it possible to dematerialize all corporate documents that are essential to the day-to-day running of companies, such as internal reports, project files, customer correspondence and procedure manuals. By converting these documents into digital formats, companies benefit from increased organization and accessibility, while strengthening team collaboration and communication.
remote business access
Dematerialization with Zeendoc plays a pivotal role in helping companies adapt to the age of teleworking, by transforming the management of documents such as contracts, invoices, pay slips and expense reports. By providing immediate access to these critical documents, irrespective of employees' geographical location, it greatly facilitates remote working.
Document dematerialization to facilitate teleworking
To illustrate, let's take the example of a company that regularly manages customer and supplier contracts. With Zeendoc, as soon as a contract is signed, it is instantly scanned and integrated into the system, becoming accessible to all relevant team members, wherever they work. This ability to share documents instantly ensures that all employees have access to the resources they need to complete their tasks efficiently, wherever they may be. This fluidity in document management not only boosts productivity, but also improves the quality of working life by making telecommuting more viable and less restrictive.
By eliminating the need for physical presence to access documents, and simplifying approval and collaboration processes, dematerialization fosters a flexible and responsive work culture, essential for companies seeking to remain competitive in an increasingly digitized world. As a final example, with Zeendoc, employees can take photos of their expense claims on their smartphone using the Zeendoc app, and submit their claims online, where they are automatically reviewed and approved, simplifying reimbursement and reducing delays.
Customer file dematerialization
Contract signature, capture of additional elements in the customer file, invoice processing, data filing, search and link with other documents in the customer cycle, dispatch management, payment control, disputes.
These tasks are time consuming for your company. Zeendoc allows you to drastically reduce the time spent on these operations.
AUTOMATIC DOCUMENT CAPTURE AND FILING
Your sales and finance departments will save time. Once deposited in Zeendoc, the documents are automatically classified by our tool, thanks to its recognition technology, without any further intervention on the part of the user. The application reads and retains the entire content of the documents (enabling you to search for any word or phrase in your documents), and the document is automatically classified according to the various criteria you have defined.
Documentary and shared database
The same level of information, particularly with file completeness, to check that all the documents in a file are present. Zeendoc takes care of reconciling and linking the elements that make up a single file (purchase order, BL, etc.). Your sales representatives, sales reps, etc. all have access to the same information.
BACKUP AND SECURITY
At upload in Zeendoc, each document is time-stamped and archived to guarantee its authenticity and integrity. The document is duplicated in PDF/A format and preserved in its original version. Users access a copy of the document. Whatever actions are carried out, the original stored within Zeendoc is not impacted.
ELECTRONIC SIGNATURE
From Zeendoc, select the document and choose whether to send it simultaneously or sequentially. You determine the document's validity period and send it. Each signatory receives the contract by email with a secure link.
After viewing the entire document and validating it, an authentication code is sent by SMS to the signatory's cell phone to guarantee identity and electronically sign the document. Online tracking of signature status (pending, signed or refused) by recipient keeps you informed of progress in real time.
Once the contract has been signed by all recipients, it is automatically archived in Zeendoc.
Digital handwritten signatures on tablets and smartphones
"Easily sign non-regulated documents such as delivery notes and repair orders digitally, wherever and whenever you are. No more lost documents or wasted time: the information is immediately transmitted to your company, enabling rapid invoicing.
Electronic signature of customer invoices
Electronic invoices can be signed with an RGS** certificate, before being sent to your customers and archived for 10 years in an electronic safe with probative value. You can send your dematerialized invoices to your customers quickly and easily, via secure access. upload With the use of an electronic signature, you don't need to set up audit trail controls.
When sending and receiving electronic invoices, Zeendoc supports the Factur-x format. This mixed format consists of an invoice readable in PDF format, for conventional user processing, and a structured XML file containing all the essential data enabling information systems to perform automated accounting reconciliation. This system will facilitate your international transactions by overcoming language barriers.
Validation circuit and reliable audit trail
You can set up a circulation process that facilitates validation by the people concerned. You can also comment on your documents and set up alerts or reminders to reduce processing times and speed up invoicing.
Maintain control over your documents by managing access rights access or action rights or action rights.
The reliable audit trail
You're guaranteed to provide a "reliable audit trail", a legal prerequisite for dematerialization. When you deposit an invoice in Zeendoc, it is dematerialized, filed and linked to all supporting documents. With a single click, you can trace and justify the transaction (quotation, purchase order, delivery note, etc.). In this way, you create a chronological link in the invoicing process, a "reliable audit trail" that will give legal value to your electronic invoice.
By allocating a unique digital footprint to your invoice, and time-stamping each of the actions of upload and then sending the document electronically, Zeendoc guarantees its integrity and authenticity, while generating a durable pdf/A version.
Customer history and follow-up
Secure transmission ensures optimal traceability of dispatches and consultations but also the ability to create alerts to monitor in real time the processing of invoices to be sent, not received or not consulted. In just a few clicks, you have instant visibility of your situation vis-ร -vis your customer. Your exchanges and processing times with them improve thanks to automated invoice processing. You reduce the risk of errors or oversights.
supplier file dematerialization
Dematerialization with Zeendoc plays a pivotal role in helping companies adapt to the age of teleworking, by transforming the management of documents such as contracts, invoices, pay slips and expense reports. By providing immediate access to these critical documents, irrespective of employees' geographical location, it greatly facilitates remote working.
CAPTURE YOUR SUPPLIER DOCUMENTS
It all starts when you receive a document from your supplier, either in paper format by post, or in electronic format by e-mail or downloadable from a supplier platform. upload offers a wide range of fast solutions for all types of media.
AUTOMATIC SAVING, READING AND FILING
Backup and security for your documents: At upload in Zeendoc, each document is time-stamped, encrypted and archived to guarantee its authenticity and integrity. It is duplicated in PDF/A format, so whatever actions a user performs on the copy of the document, the original stored within Zeendoc will not be impacted.
Automatic reading and filing: The relevant information (supplier, dates, amounts, reference...) is read automatically and the document is filed according to the supplier or the different criteria you have determined.
Validation circuit: You can comment, set up a circulation or validation process for supplier documents by the people concerned, create reminder or payment alerts. You keep control of your documents by managing the access rights and roles of your employees (consultation, downloading, validation, deletion, etc.). A complete history per document allows you to consult the actions performed on the document.
GATEWAY AND EXPORT OF ENTRIES TO YOUR ERP
No more double entry, an automatic imputation is proposed according to your chart of accounts, then the entries are exported to your accounting software, in the adapted format.
Before importing the file, Zeendoc automatically proposes to :
The Zeendoc EDM solution is compatible with 98% of the accounting software on the market (non-exhaustive list).
PROCURE-TO-PAY: from purchase to payment
Also known as Purchase to Pay, this refers to a company's activity flow extending from the purchase requisition to payment of the associated supplier invoice.
Zeendoc manages the main phases of dematerialization and automation of the purchasing process.
PURCHASE REQUISITION FORM AND CREATION OF A PURCHASE ORDER
Zeendoc simplifies yourย purchase requisition processย by integrating a fully customizable form with your logo, stamp or CGA. You can pre-register several invoicing and delivery sites, the person(s) responsible for validation, as well as your various suppliers.Once the requisition has been completed, the validator is alerted on his dashboard of a requisition to be validated. All he then has to do is affix aย validate" or "refuse" stampย Once the purchase request has been validated, it isย automatically converted into a purchase order.You can then instantly send your purchase order to your suppliers directly from Zeendoc, and monitor receipt and reading.LINKING DOCUMENTS
Zeendoc analyzes and recognizes common document data to create a file that groups all the information relating to an invoice (quotation, order form, delivery note, etc.).
COMPARE FOOTER AMOUNTS BETWEEN LINKED DOCUMENTS
Zeendoc makes it easy to check and validate invoices, identifying in just a few clicks whether the amounts between an order and the linked invoice match.
SEPA FILE GENERATION
Once invoices have been validated, Zeendoc generates a file in SEPA format for import into your payment software, or into your bank's website, to trigger transfers to your suppliers.
Invoice dematerialization and its benefits
Thanks to a unique capture, filing and search system, dematerialization offers numerous benefits in the processing of supplier documents. There are many advantages to using an EDM to manage your invoices. Here are 7 examples of how companies can benefit:
Our supplierinvoice dematerialization software improves the processing of supplier documents.
Dematerialization of the HR file
Unavoidable and modernizing the company, dematerialization is useful at the organizational level as well as at the relational level between employees and HR department, without forgetting the cost reduction that such a project generates.
Why dematerialize your HR processes?
RELATED HR DOCUMENTS
With Zeendoc, you can distribute all HR documents relating to the employee's career with the company to his or her personal safe.
Enhance your employees' experience by offering them a complete, reliable solution for dematerializing other personal documents.
The personal safe allows each employee to quickly find the dematerialized documents you send them via Zeendoc. They can access them securely at any time, from a smartphone or computer.
A guarantee that employees will be able to find all their useful business documents over the long term.
Some examples of documents:
- Employee arrival: promise of employment, individual interview, training interview, etc.
- Professional life: pay slips, timesheets, mission orders, etc.
- Career support: endorsement, individual interview, training interview, etc.
- Departure of the employee: balance, certificate of employment, Pรดle emploi certificate, etc.
THE BENEFITS OF DEMATERIALIZATION
In addition to digitization and digitalarchiving, the dematerialization of HR also enables certain processes to be automated, while simplifying relations with employees.
Document dematerialization :
WHY CHOOSE ZEENDOC?
Zeendoc is your partner for a successful transition to dematerialization, helping you modernize your document management processes and propel your business into the future. Find out how Zeendoc can transform your document management today.
- ๎Security and accessibility: Your documents are stored securely and can be accessed at any time, from anywhere.
- ๎Increased efficiency: Reduce the time spent managing your documents thanks to automation and efficient organization.
- ๎Improved customer satisfaction: Offer your customers flexible distribution methods and seamless document tracking.
- ๎Accounting integration: Simplify your accounting process through seamless integration with your existing software.
EXPORT-EXCEL
The intelligent document reading system makes it easy to extract key data from your documents for use in a summary table: order trends, monthly reporting, etc. You choose the information and trigger the creation of your dashboard.
THE PRODUCTION OF GRAPHICS
Choose the comparison and value fields, as well as the chart type you require. For financial reporting (e.g. invoicing by customer...) Results are displayed in graphical form.
FAQ : DEMATERIALIZATION
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