Never Lose Another Bill: Smart Document Management for Insurance Brokers

Q: "Where's the bill for that vendor payment from last month?"
A: "Let me check my email... or maybe it'sin that folder... or on my desk..."

Sound familiar? Let's change that conversation.

💬 A Day in the Life of Your Documents
9:00 AM: Receive vendor bill via email

Old way: Forward to accounting ➜ Print ➜File ➜ Enter in system ➜ Lose paper
Smart way: Drop into Zoho Books Documents ➜ Done

2:00 PM: Need last quarter's utility bill

Old way: Search through files ➜ Check email ➜Call utility company or login to portal to download the bill
Smart way: Search in Zoho Books ➜ Found in 5 seconds

The Document Drop Zone
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Think of Zoho Books Documents as your digital filing cabinet, but smarter:

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Drop Methods:

1. Mobile snap & upload: Use Zoho Books' mobile app to instantly capture bills and receipts while on client visits or business trips, with the OCR technology automatically extracting key information like date, amount, and vendor details.

2. Email forward: Forward digital invoices and bills to your unique Zoho Books email address, and the system automatically processes and stores them while maintaining the original email thread for reference.

3. Drag & drop from desktop: Simply drag any document from your computer directly into Zoho Books' interface, where it's instantly processed, categorized, and made searchable while maintaining the original file quality and format.

4. Bulk upload: Upload multiple documents simultaneously using the bulk upload feature, perfect for handling historical records or multiple receipts from business trips, with automatic file organization and transaction matching capabilities.

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Smart Organization:

• Transaction linking: Connect any uploaded document directly to its corresponding transaction in Zoho Books, whether it's a bill payment, expense, or invoice - creating a complete audit trail that's just one click away.
For example, when you upload a carrier bill,it's linked to the payment transaction, making it instantly accessible when reviewing carrier payments or during audits.

• Smart search capabilities: Find any document within seconds using advanced search filters that can scan through transaction details, custom tags, and the amount of transaction. Whether you're looking for a specific carrier bill from six months ago or all documents related to a particular client, the smart search ensures you'll find it instantly.

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Finding What You Need

Search by:

• Vendor name
• Date range
• Amount
• Transaction type
• Custom tags

One click to:

• View original document
• Check linked transaction
• Download copy
• Share securely

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Real-Life Scenarios

"Help! The auditor needs all phone bills from 2024"

→ Filter by vendor & date
→ Bulk download
→ Share access
→ Done in minutes

"Which expenses didn't have receipts attached?"

→ Run missing document report
→ Get instant list
→ Take action
→ Stay compliant

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Getting Started Today

3 Simple Steps:

Drop existing documents
Set up email forwarding
Start linking to transactions

That's it. No complex setup. No learning curve.

Power Features:

• OCR text recognition: Our advanced OCR technology automatically extracts and recognizes text from scanned documents, making every bill and receipt fully searchable while capturing key information like dates, amounts, and vendor details with 99% accuracy.

• Multi-currency support: Handle documents in any currency with automatic conversion and storage of original currency values, perfect for brokers dealing with international carriers or managing cross-border transactions.

• Audit trail tracking: Every interaction with a document is automatically logged - from initial upload to viewing, sharing, or linking to transactions - creating a complete compliant history of document handling.

• Version control: Maintain multiple versions of documents while clearly tracking changes and updates, ensuring you always have access to both original and modified versions of important files while preventing accidental overwrites.

• Access permissions: Set granular access controls for different team members based on roles and responsibilities, ensuring sensitive documents are only accessible to authorized personnel while maintaining easy collaboration.

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The Result:

• Every transaction backed by documentation
• Instant document retrieval
• Perfect audit readiness
• Stress-free compliance

Questions? We've helped 100+ businesses transform their document management.

Contact us and book a free consultation or send us an email at hello@automateaccounts.com to get started today.

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