Whether you are a sole proprietor or a small business, bookkeeping data entry is a nettlesome problem. DocSnaps helps you solve the paper problem and provides you completed books that you can take to your accountant or export any bookkeeping software like Quickbooks, or Simply Accounting.

So gather up all your receipts and documents (bank statements, credit card statements, etc) that are needed for your bookkeeping and instead of manually entering all the information into an accounting software, you can scan the documents and upload them to your DocSnaps account. Not only are all your records stored online, but bookkeeping transactions are created for you. Here are the steps:

1. Create a DocSnaps account – First create a DocSnaps account if you don’t already have one. Go to the Signup page and fill in the simple form to get your new account activated. You will get an email to the email address you entered in the sign-up form with a welcome message and your own account on docsnaps. This is an email in the format: xxxxx@send.docsnaps.com. This is the email to which you send all your documents.

2. Upload all your documents – Next depending upon the number of documents you have and the type you can either snap them, scan them, eFax them, or email them. Here is how:

a. Snap them – This is ideal for receipts that you encounter on the road – eg. at the gas pump, or restaurant. Use your cellphone camera (resolution should be more then 1.5 MP) to take pictures of individual receipts. Place the receipt on a flat surface and hold the camera at least 1 feet above the receipt until you can see the full image in the viewfinder. Snap the picture keeping the camera steady. Similarly snap pictures of all your receipts – one snap shot per receipt. You can email each of these to your DocSnaps account one by one, or first capture them all, and when you get to computer download them and email to your DocSnaps account as an attachment.

 

b. Scan them – This is ideal for processing a large backlog of documents. With a good office scanner like Fujitsu ScanSnap scan in all your documents into PDF files. It is very fast and can take in paper of different sizes and thickness – bank statements, telephone bills, store receipts etc. You can get through a full folder of documents in less than 10 minutes. Once done log in to your DocSnaps account and upload the scanned images. You can even zip up all the documents and upload them. We will unzip the file, and split up large pdf files into individual documents.

c. eFax them – Ideal for automatically storing all your faxes, and capturing vendor invoices. If you have an eFax account then set the email address to your DocSnaps account email. This way any vendor invoices and faxes sent to you will go directly into your document repository online, where it will be indexed and processed. You can get an eFax account from eFax, or Octopus IP.

d. email them – Ideal for capturing online transactions. When you purchase goods or services online vendors send you the bill to your email account. Services companies also send you monthly bills online (eg. utilities, server hosting, etc.), which can be set to automatically forward to your DocSnaps account.

3. Manage records online – DocSnaps FLY account comes with a set of expense categories. In the SPEED account you can create your own chart of accounts. Once all the documents are in your DocSnaps account, they will be indexed, categorized based on your expense categories or chart of accounts, and transactions created for them. This allows you to search all your records, tag them (eg. Project 1, business trip to new york, etc.), and view them online from anywhere. It gives you a breakdown of all your expenses by category, and generates tag reports.

4. Get expense reports and bookkeeping done – You can then export all this data to Quickbooks, Simply accounting, or a csv file. Select all the transactions you want to export and choose the format and it will generate the file for you. Then open your accounting application and import the data. For example, the Quickbooks export produces and iif file. This can then be imported into Quickbooks which will generate transactions for you. Similarly a csv file can be opened and manipulated by Excel.

 

5. Bookkeeping online – Need bookkeeping help? There are several virtual bookkeepers who can help you with your bookkeeping online. Just send a twitter to @docsnaps or email marketing@docsnaps.com, and we will hook you up with a good bookkeeper or accountant.