Everything is saved online. There is no need for us to scan paper copies and save them in our computers for our records. We used to scan all the invoices that we processed and save them on a shared drive. We also had to file away the paper copies and keep them in the storage room for years.
Here are some of the ways this tool has improved our organization:
- We have saved time by not having to do traditional scanning. We still have to scan into ImageNow, but it is much faster with a separator sheet.
- We no longer have to file the paper copies. It saves us time and also saves us a lot of money because we no longer need to keep them at Iron Mountain.
- We now have quick access to invoices by searching them in ImageNow, rather than searching for them on a shared drive.
- We usually keep multiple invoices in one batch. With ImageNow, we can search individual invoices.
I would like it to have more functions, like Bluebeam. It can be improved so that we can edit the file that got scanned into the system. If we scan the document to the wrong place, we can’t change it. As an example, if something was scanned as a reference, but should be an invoice, you cannot change it afterwards.
I think it should have more functions that will allow us to edit the file in ImageNow -- such as adding pages, deleting pages.
I also think it should have more hot keys (maybe I just don’t know there are) for easier “route forward”, “view next item”, so I don’t have to use my mouse.
There is also a question that came up when I was using it recently, why do we need both “properties” and “forms”?
If we index the document in Forms, it will take a long time for it to move to another queue and show the info. If we index it in Properties, it will update immediately.
My question is why do we need both? Can’t we just put info in Forms and it will work just like Properties? It is time-consuming to put info in both pages.
If the invoice is out of balance, maybe there should be a function that stops it being routed forward. If we route it by accident, it takes time for the approver to reject and routed back.
If we can catch it in the first place and fix it when there is a warning sign. I know that there will be a red message saying “out of balance”, but it doesn’t always show up.
Is it possible for us to “recall” the routed item? Just like recalling an email that you accidentally sent out.
Can we make the Notes section working like a sticky note so it shows name/date, shows the most recent message on top.
Sticky note is hard to read (too small) and easily get missed as people put it anywhere.
We use notes section for every invoice. We often put a lot of messages there and it gets messy.
We have been using this solution for one year.
It will stop working if you are in the system for too long.
There have been no scalability issues.
I was involved in the installation. It was easy and user-friendly.
If you want to go paperless, this is a great product.
