Going Paperless: A Business Guide to Paperless Software

Going paperless by using digital documents instead of paper documents saves businesses time and money, and reduces your environmental impact. Start leveraging paperless technology for your pet business by collecting electronic signatures, storing documents in the cloud, and using online forms. Read on for a simple guide on how to go paperless in your pet business. 

What does it mean for a business to go paperless?

You might have heard the phrase “going paperless,” but what does that mean in reality? A business can go paperless by switching from mostly paper documents to electronic documents. Paper intake forms, contracts, liability releases and more can all be switched over to paperless document management using digital files that are stored in the cloud. A paperless business might still use paper on occasion, such as offering a printed estimate or invoices should customers request them, but going paperless means much less paper for you to buy, use and store. 

What are the challenges in a paperless office?

If you’re used to paper forms and files for your pet business, moving to paperless document management might feel intimidating. If you don’t already have it, you will likely have to utilize new software to help you manage your electronic files. This comes with a price tag and an initial learning curve, but it’s necessary for paperless offices. 

Not only will you and your staff have to learn new processes, but you will need to digitize your existing files, too. When going paperless, you also want to communicate the changes to your clients so they know what to expect the next time they come in. This all might seem overwhelming, but it’s good to remember that the benefits to going paperless far outweigh the initial challenges. 

How much does it cost a company to go paperless?

The major cost of going paperless is the investment in software that will allow you to manage, store and access your digital documents. The actual cost can range depending on your needs and the software you choose. Most software requires an upfront fee plus a monthly recurring fee. As an example, PetExec charges a $200 onboarding fee plus $105 to $155 per month depending on the features you choose. With PetExec, documents are stored in the cloud, so you don’t have to pay for additional file storage. 

Other costs of going paperless include the time it takes to develop new processes, train staff on the new procedures and digitize existing paper documents. 

How to tell clients you are going paperless?

Depending on what your clients have been used to, you might decide to communicate your plans to go paperless ahead of time. Notice of the changes can reduce the number of questions you get and give you time to address any concerns. You might choose to send a message via email or post signs in the store in the days or weeks leading up to the switch. Be sure to highlight the benefits of going paperless, such as better document organization and less paper waste. Also let them know how your new software ensures the safety and security of their information. 

Benefits of Going Paperless in Business

Paperless benefits abound. Going paperless can boost your business, making documentation simpler and more secure while reducing costs and more. Some key benefits of going paperless include:

Document Organization

The right software ensures that all documents are perfectly organized and easily accessible. No more files or digging through filing cabinets to find what you need. Simply pull it up on the computer in seconds. 

Automatic Backups

With the right cloud-based software, paperless processes are seamless. There’s no need to remember to back up your files because it’s done automatically through your software. 

Data Security: Protecting Customer Data 

Your customers count on you to keep their personal information secure. Good software provides data security and keeps your customers’ information safe.

Streamlined Business Communications

With all your information digitally stored in the cloud, you can easily connect with customers and manage your customer communications by sending emails, text messages and more. 

Reduced Costs

Even when you factor the upfront and monthly costs involved in going paperless, the money your business will save by eliminating paper is huge. The costs of the paper, ink and toner cartridges, and maintaining printers are significant for many businesses. Going paperless not only eliminates these costs, but better organization and efficiency means employees can spend their time more effectively. With no paper files to store, you can also free up more space in your store for additional kennels, grooming stations or retail opportunities. 

Environmental sustainability

With more than 420 tons of paper produced every year worldwide, paper waste is at the top of most people’s minds. Thanks to digital solutions, paper is no longer necessary for many business functions. Moving away from paper by going digital is good for the environment, and simplifies many of your day-to-day operations.  

Paperless Software Options

Paperless software is crucial if you plan to go paperless in your business. Great software can overcome some of the biggest challenges of going paperless, namely data security, customer privacy, and data accessibility. Each software offers different features and capabilities. For pet businesses, a pet-specific software like PetExec is usually the best choice. 

PetExec Software

PetExec offers a paperless software solution for your pet business that provides many vital benefits, including:  

Data security: PetExec’s secure system keeps your data and customer information safe and secure from hackers and thieves. 

Cloud-based software: There is no need to download clunky software which constantly needs to be updated. Our PetExec system is cloud-based so it is constantly updated and backed up right in the cloud. You can use it anywhere from any device.

Paperless contracts: Customers can sign your business’s contracts online.

Pet owner portal: Pet parents can electronically perform tasks without your assistance, including viewing and signing contracts, uploading digital files, and schedule or request appointments.

Electronic tracking: The PetExec scorecard allows boarding facilities to digitally track feedings, medications and eliminations.

QuickBooks export: Easily export your reports into the nation's leading accounting software.

Pet and owner advisories: Set customized icons for each pet and owner that allow you to view important information with the hover of a mouse.

Combined calendars: Easily view scheduled appointments and employee time clock schedules all on one company calendar—no paper scheduling needed. 

Employee management: The time clock module allows employees to sign in and out electronically, plus the employer can manage employees’ schedules, locations, tasks, breaks and lunches. 

Frequently Asked Questions

What is paperless?

Paperless is a concept that involves collecting and storing business information in electronic form, instead of using paper. Paperless eliminates the need for paper forms and contracts, instead relying on digital files. Going paperless saves money and time, and is more efficient than maintaining paper files. Going paperless is better for the environment, as it eliminates paper waste. Many businesses have already gone paperless, with many more choosing to make the leap every year. 

What are the benefits of going paperless?

Eliminating paper waste is a motivating factor for many businesses that decide to go paperless, but there are many more benefits to eliminating paper in the workplace. Going paperless offers better document organization, automatic backups when using cloud-based software, data security, streamlined business communications, reduced costs and environmental sustainability. 

Although going paperless involves upfront and monthly costs for software, training and implementation, the money saved by eliminating paper recoups that cost and then some. The costs of the paper, ink and toner cartridges, and maintaining printers is significant for most businesses. Going paperless eliminates these costs. Additionally, in paperless businesses, employees don’t need to waste a lot of time printing and collecting forms, filing paperwork or hunting down information. 

How much does it cost to go paperless?

The biggest cost involved when a business decides to go paperless is the investment in software that will allow you and your staff to manage, store and access your digital documents. The actual cost will vary depending on your needs and the software you choose. Most software requires an upfront fee plus a monthly recurring usage fee. For pet businesses, PetExec charges a $200 onboarding fee plus $105 to $155 per month depending on the features you wish to utilize for your business. With PetExec, documents are stored in the cloud, so you don’t have to pay for additional file storage and backups are automated. 

Other costs of going paperless include the time it takes to develop new processes for your business, training for staff on the new procedures and digitizing your older paper documents.