8 reasons why having a paperless office is best business practice

become paperless

Employers are continuously searching for innovative ways to transform office spaces into environments that encourage productivity, collaboration and growth. With offices workers across Australia crying out for companies to modernise their work processes by replacing paper with digital tools, transitioning to a paperless office is a worthwhile investment.

The average office worker uses 10,000 sheets of copy paper each year, with 45% of paper printed in offices ending up being trashed by the end of the day.

By working towards becoming a paperless office and converting paper files into electronic files via digitisation, will not only help reduce your environmental impact, but can boost efficiency within your workplace. Check out our top reasons for your office to go paperless below.

Australians want to connect digitally

According to recent research, 85% of consumers not only want, but expect to do business digitally. Why? Because they most likely find that paper-based transactions are slow, inconvenient and can be unreliable.

Businesses today need to be able to offer a quick, seamless experience for their consumers- whether they are interacting with your business on their mobile, their tablet or their PC. If your business isn’t delivering what your customers want, your brand and your business could suffer, resulting in less repeat business, less customer leads, and less referrals.

Stay ahead of your competitors

It is recorded that over half (55%) of consumers would rather pick businesses that offer digital transaction methods over those that don’t. Meaning, you may be losing more than half of your customer base if your business sticks to paper-based transactions.

By embracing a paperless approach – whether it be for a sales agreement, invoicing, event registration, work order, service contract or any other form that your customer requires – you alleviate the risk of losing them to the competition.

It saves time, which translates to money

How much time do your team members waste printing, scanning, faxing and posting documents? What about chasing documents that have come back perhaps missing a signature or a crucial piece of information which has caused an additional race around?

Using a digital management platform like Triumph ERP which offers you the ability to attach digital documents to a variety of transactions, your team’s time is freed up to focus on more meaningful tasks like customer engagement and business development.

It reduces your stationery bill

How much does your business spend on paper, printer ink, printer maintenance and postage each year? Not to mention files and filing cabinets! If you find that your business is regularly sending and receiving contracts, bills of sale or other paper-based transactions, then the costs very quickly add up. Digitally linking documents to transactions including Debtor Invoice, Purchase Order Invoice, Receipt Managed Stock and Bank Reconciliation– just to name a few!- will assist your business in going paperless and will eliminate most of these costs, putting more money back into the business.

Increase your space

Paper takes up a lot of room – as do filing cabinets and space to store those filing cabinets. Books and bookshelves are bulky, too. What’s worse, paper keeps piling up, oftentimes accumulating more quickly than it can be sorted and organized. This is particularly true of industries that have long mandatory retention periods for paperwork like the financial industry.

By digitising your files, you are able to store all your documents either on an on-premises server or in the cloud- both of which will most likely take up less room!

Customer data is safe

When choosing paper to power your business processes, you have to invest in locked filing cabinets and paper shredding policies to maintain document security and confidentiality. Even then, you’re left with potential data breaches and the ongoing need to train employees on your records management policies.

However, many cloud-based management systems like Triumph ERP cloud offer high-tech, bank-level data security in order to keep information away from those seeking unlawful access to critical data.

The cloud also provides a legally-enforceable audit trail that shows every action taken with the document, including who signed what, when and where. 

By going paperless, you may find it easier and more cost-effective to meet strict compliance regulations for your industry.

Adhere to Audit Guidelines

As a business, you most likely have to store several years of data for audit purposes. When switching over to electronic systems for document and content management, you’re able to easily and conveniently store as much data as you need while maintaining compliance with audit regulations and guidelines. Additionally, the digitization of your date will generate an audit trail automatically by simply scanning searchable text in order to make the process more efficient.

Promotes the Environment

Manufacturing paper products produce greenhouse gases, causing deforestation and global warming. Recycling can offset some of the environmental impact, but not by much. Most paper eventually ends up in a landfill. Further, ink and toners contain volatile compounds and non-renewable substances which are damaging to the environment. It is much more sustainable to simply reduce paper use altogether by switching to a paperless office.

It’s easy to fall into a comfort zone and conduct business as usual, especially if it’s been working out for years. Although it’s a convenient way of running your business, it also means that your operations may be stagnant, perhaps falling behind your competition.

Don’t overlook the benefits of a paperless office simply because you’re set in your ways as a business.

For more information about how Triumph ERP can help you with having a paperless office, check out our Paperless Picking module.

Triumph 6.2 Release: Nine amazing new features to help your business thrive

Are you ready for a new release

If you’re a business owner or manager, you’ll know all about the benefits of maintaining technology. It is imperative for businesses keep up with enhancements, because the reality is, that if your company is dealing with outdated systems, you may may be missing out on business opportunities. This is why Triumph Business Systems has been working hard at improving Triumph ERP, and after nearly two years of hard work, we wish to introduce to you the latest version of our software.

Triumph 6.2!

This latest version of our Enterprise Resource Planning (ERP) software will offer you newfound abilities, and introduce you to newly requested business modules which can make managing your small or medium-size business so much easier and will encourage your business to thrive in 2020.

This update is by far the most comprehensive and powerful version released to date and we are excited for you to try it.

To help you learn more about what is available with the latest update, we have listed our top nine features of Triumph 6.2, and show you how this software is beneficial to your business.


Pro Tip: Already got Triumph 6.2 and want to master its capabilities? Check out our What’s New Document and take control of your business.

1.  Take steps to becoming a paperless office with Documents on Transactions

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Triumph ERP now has the ability to attach documents to various transactions and optionally email them with the business form, thus removing the need to keep a paper copy. This ability allows you to link documents to transactions and is a fantastic new feature that will assist you in becoming a paperless office. Transactions which now have the ability to attach documents include:

  • Debtor Invoice
  • Debtor Batch Invoice
  • Sales Orders and Quotes
  • Creditor Invoice
  • Purchase Order Invoice
  • Purchase Order Progress Invoice
  • Purchase Order Combined Invoice
  • Request Managed Stock
  • Receipt Managed Stock
  • Bank Reconciliation.

2.  Save yourself time by making your system work while you rest with Background Task Scheduler

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To help you save time with your reporting, it’s background task scheduler to the rescue. Background Task Scheduler is the new option where you specify all the things you want to run in the background. By using the background task scheduler, you can instantly gain the ability to run key reports overnight and have them automatically emailed to you and your team ready to review each morning, or at the start of the week.

3.  Keep track of your supplier purchase order invoices by parking them until the goods have arrived

online payment for 6.2

In many environments, you often receive the invoice separately from the goods, and often before you’ve actually received the goods. Think of a head office with multiple branches. You can check to see if the goods have been receipted first, and if not, put the invoice in a pile to be dealt with later. Then at some point someone has to go through the pile of invoices and see if they can now be invoiced. This becomes very time consuming and inefficient. We now allow you to enter these invoices, and park them until the goods have been received. You can then release them as required. A parked invoice does not create an invoice against the creditor or post any General Ledger journals. This does not happen until it’s released.

4.  Expand your payment processing options by taking Online Credit Card Payments, i.e. no EFTPOS reader required

credit card payment for 6.2

We now have the ability to process credit card payment in Triumph without using an EFTPOS reader. This is extremely handy when taking orders over the phone, or a customer is paying their account over the phone by credit card. The same technology is used in both the main Triumph program, as well as in eCommerce, where customers can also pay their accounts online.

5.  Improve and broaden your online eCommerce store presence and connect with your end consumer market

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The eCommerce module is one of the key areas that has had significant changes. Firstly, as well as our web shop supporting Business to Business (B2B), we now also support a Business to Consumer (B2C) interface. This means that you can optionally sell direct to the public, with the purchaser not requiring a debtor account with you. This will allow anyone to visit your online web shop, place orders, and pay for them, i.e. they do not need an account or to log in. Again, this requires a suitable Online Merchant Account.

6.  Notify your customers via SMS and email when their goods are ready for collection with Pickup Notifications

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Keep in touch with your customers during every step of their purchase and automatically notify customers by email or SMS when goods are ready for collection. If you would prefer to contact your customers in person, then fear not, the system can also create a phone list if you prefer to talk to them in person.

7.  Conquer all your freight management needs with a seamless, automated integration to Starshipit

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Triumph ERP 6.2 now has a seamless integration with Starshipit, a leading Australian cloud-based freight management and tracking software. Based on your preferred carriers and rules, Starshipit will give you a live postage rate, book the courier pickup, and print delivery labels, manifests and any required customs documentation. It also updates your Triumph sales order documents with the carrier and consignment note number. Consignment note numbers and carries can be automatically update in Triumph’s latest version 6.2.

8.  Manage your supplier credit requests with the new Request for Credit half module

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Requests for Credit is a new half module exclusive to our new version of Triumph ERP 6.2. This half-module allows you to keep track of supplier credit requests. Staffs have the ability to raise Pending Requests, which can be then processed into Requests for Credit, or alternatively Requests for Credit can be entered directly. Credit Responses, when received from the supplier, can then be entered against the Credit Requests. Anything outstanding can be easily reported on.

Some of the features include:

  • raising a pending request for credit from Point Of Sale Return and Debtor Credit Notes
  • combine multiple pending requests into individual supplier Requests For Credit
  • supplier invoice look up will return invoice number, date and price
  • keeps track of what quantity has already been returned on an invoice
  • enter a return reason for each line
  • email supplier for a return authorisation number (RMA)
  • return to stock or write off stock, if the credit is not provided by the supplier
  • deduct other charges such as freight or restocking fees etc.
  • keep track and preview what credits have been provided so far on an individual request.

9.  Send new job details directly to your service technician’s phones and allocate work priorities, with Job Mobile

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As part of the new Job Scheduling module, users can now allocate a job or part of a job to service technicians. This then appears on their phone so they know exactly where they have to go and what they have to do. As well as recording time and materials, they can also take before and after photos, get the customers’ sign off and email it to them as they walk out the door.

Are you ready to upgrade to Triumph 6.2?

If you are already a Triumph member and want to know how to upgrade to Triumph ERP’s fantastic new features, there are two ways to get in touch:

Phone: 1800 653 545

Email: info@triumph.com.au