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How to Improve Accounting with a Multi-Functional Printer

  • Dec 01, 2019
How to Improve Accounting with a Multi-Functional Printer

Thanks to recent advances in technology, many accounting firms have been able to expedite multiple processes, while also increasing their revenue streams and profit margins in the process. In fact, about 20 years or so ago, using traditional pen and paper was considered the norm for filing invoices and processing tax returns for many CPAs and other such financial firms.

However, the recent surge in accounting technology has also caused some unforeseen issues for many accounting firms, as consumers now have access to many tax tools and apps, many of which are either very affordable or entirely free.

As a result, accounting firms must stay abreast of the latest and greatest technology so that they can provide their consumers with technology and services that they would be hard-pressed to find elsewhere. For instance, they may not have access to a top of the line multi-functional printer, which can drastically improve accounting for any accounting enterprise.

Here, we will focus on the importance of multi-functional printers and how you can choose the right printer for your unique business needs.

Every Accountant Should Own a Multi-Functional Printer

The recent advancements in accounting technology and other such resources have allowed accountants to improve their overall business efficiency. However, they will still require an all in one device that can print, fax, copy, scan, and store important documents. As such, a multi-functional printer will meet many of their office needs in one single, compact, and cost-effective package.

We would argue that owning such a device is a must, as workflows have only become more complicated in recent years. Owning a multi-functional printer will help streamline your workflows instead of reducing productivity by slowing things down. From boosting productivity to augmenting efficiency, a high-performance printer will help bring in more clients and also keep them satisfied, thanks to expedited services that do not compromise quality or accuracy.

The Interface Matters

Most modern printers come equipped with a leading-edge touchscreen interface that users can take advantage of whenever needed. However, you will need to find an interface setup that speaks to the unique needs of your business and its employees. You should select an interface that will integrate effortlessly with your workflows to optimize workplace productivity and morale.

The interface must be universal in its design so that people from all walks of life can use it without confusion. As your company changes with the times, the interface may need to be configured to meet your company’s needs and preferences, so it must also include customization features.

Furthermore, the printer should be able to connect to other business applications, such as Google Drive, Box, and Email. In the end, choosing the ideal user interface will allow you to remove redundant options that your company does not need, and will also allow you and your staff to highlight essential features.

The result is you can cut down on the number of button inputs that need to be made in order to print, scan, copy, and fax documents, which will help make your staff work faster to optimize their productivity.

Output Capabilities and Speed Matter

The printer that you choose will also need to meet the sheer volume of documents that your business will need to print, copy, scan, and fax, without significant slowdowns and without compromising quality in the slightest.

For instance, a poorly performing printer will frequently jam, which can lead to many lost worker-hours, whereby workers sit idly, waiting for a technician to come to the office to rectify the issue.

In terms of output speed, which is measured in the industry in pages per minute, you may want to invest in a model with a higher PPM. For example, low-end models may only have a 20 to 30 PPM yield range, whereas more advanced models for larger enterprises may have a PPM of 100 or more.

An easy way to determine the type of model you need is to either perform a document assessment or to use a print management software. Using such resources will allow you to accurately track the volume of documents that your company prints daily, so you can then determine which printer to go with according to your unique printing requirements.

There are also other capabilities to look into, such as OPM. OPM stands for originals per minute and is a fundamental metric to consider when assessing the quality of a scanner. Thus, if you frequently scan internal or client documents, then the OPM is something that you should consider.

The maximum paper capacity is yet another metric to look into, as you do not want to waste time and company resources frequently restarting printing jobs or having to reload paper often.

Security Features Are Paramount

As an accountant, you will need to protect the personal data of your clients. Security breaches will not only grind productivity to a halt but will also tarnish your firm's reputation and lead to multiple financial losses.

When picking an MFP, ensure that it restricts access with PINs and passwords. Transferring printing data to the drive must also be done via highly encrypted connections, and you should also be able to print to a mailbox if needed.

If you would like to learn more about the benefits of a multi-functional printer for your accounting firm, call DOS Canada at 1-647-547-9867 or contact us here.

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