Live Interactive Demo
To experience how easy it is to retrieve records on the Web through your browser, follow the link to our sample CPA-imaging™ website. To access the website you will need the users name and password. (Both are case sensitive and contain no spaces.)  Go to demo website >

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What are the benefits of CPA-Imaging™ for your accounting firm?
Saved Storage Space:  Numerous accounting firms maintain rows of filing cabinets and workrooms congested with paper documents, at rent prices ranging up to $100/ft. As paper files grow at the rate of 20% - 25% a year, many firms simply run out of space to store their client files on-site, and are forced to use outside document repositories to manage their overflow. Document storage and delivery problems are multiplied when accountants work in satellite offices, and each office must organize and store its own set of files.

By archiving electronic PDF files instead of paper, firms can save thousands of dollars in annual storage and administration costs. Storing and delivering accounting documents as platform and application-independent PDF files eliminates the expense and nuisance of managing the paper alternative. Members of the firm can have access to the electronic documents at any time and from any location.

Our document imaging system allows you to store 21,000 documents on a $1.00 CD or 2,700,000 documents on a 80 GB external hard drive costing about $250. A simple comparison illustrates our message: contrast the one time charge of $250 to the annual cost of maintaining 296 file cabinet drawers.

Remote Access to Documents:  In the past, the ability to incorporate electronic documents into the web has been expensive and often an unrealistic process. Barriers, such as costly conversion processes of adding Meta tags to documents with HTML or XML conversion applications, have driven the price of sharing documents on the web beyond the reach of most accounting firms, until now. Our document imaging system allows accounting firms to affordably create electronic documents that are easily shared via the World Wide Web. No other system on the market offers this advantage, and the reason is simple; we embed our labels into the electronic PDF document.

The benefit of this feature is enormous to our customers. Since our system automatically embeds the label into the PDF document, all the key search words and numbers contained in the label are searchable. This label can be searched by every major search engine that supports PDF document recognition, such as Yahoo and Google, or by hosted search engines like Microsoft Indexing Service for self-hosted websites.

Uploading the documents created by our system onto a website is the only simple step necessary to experience web-based electronic documentation.

We have also found that many accounting firms want to email information to their clients over the Internet, but to do so in a secure manner. Our system creates PDF documents that are ideally suited for sending as secure email attachments. They are compact in size so that they transmit more quickly than any other electronic format. The receiving party can easily view and print the document with Adobe Acrobat Reader, which is free software, and you can secure the document, preventing anyone from opening it, by sending it with password security at document level.

Efficiency and Workflow:  While accounting firms have taken advantage of the cost-saving benefits that computer networks offer, between 85% and 90% of important information is not accessible through these networks because it resides in paper format. Inherent in these paper-based systems are wasted man-hours spent filing, searching, retrieving, and re-filing documents.

In a business atmosphere, where accounting firms are looking for ways to cut cost and increase productivity, a need exists to replace obsolete paper filing system with a document imaging system to gain the benefits inherent in electronic documents. The time saved retrieving electronic documents is enormous.

Due to the constant influx of multiple office personnel circulating through a paper-based filing system to retrieve and return documents, instead of a single dedicated person, we seldom analyze the cost of our paper-based filing system. It is an eye-opening experience when one does investigate this cost.

With efficiency studies’ showing that it takes 6 minutes to find and re-file a document in a highly efficient filing system, let's analyze the cost to find and file 200 important paper documents per day. 200 documents x 6 minutes each = 1,200 minutes daily / 60 minutes per hour = 20 hours x $15 per hour (including SS and benefits) = $300 per day x 260 days per year = $78,000 per year.

In the previous example, we used a highly efficient filing system. However, in a paper-based filing system, documents often cannot be found. According to a study by Cooper & Lybrand, one out of every ten documents is a problem; sitting on someone’s desk, misfiled, removed from the office, of simply requires more time to find. This dramatically increases the costs involved in using a paper filing system, and decreases the overall efficiency of the firm. With our document imaging system, lost and misplaced documents are a thing of the past.

Shared Access to Documents:  Yet another problem is that a paper document can only be in one place at one time. However, it is often the case that numerous people need access to the same document. In a paper-based system, when a file is removed from the filing cabinet, work is interrupted for everyone else who requires access to the file. The result is what the manufacturing industry would call “work stoppage,” which slows production and increases costs. It also elevates the frustration level among office personnel.

Again, this problem is addressed with our document imaging system. Allowing multiple users to access electronic PDF documents simultaneously makes information flow more freely using our system. The benefit is straightforward: immediate access to documents when needed results in higher office efficiency. The ability of our document imaging system to cut costs and increase productivity is simply unparalleled by any other cost reduction strategy.