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ScanWriter Excel Case Study

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Case Studies

Yen Ling Chen, CPA has found ScanWriter to be the solution!

Hut Music’s top choice for an automated data entry system is ScanWriter!

Walker Family Funeral has lowered operating costs with the use of ScanWriter!

ESS + Niazi found that ScanWriter can help them shift to a paperless filing habit!

Inspire has found ScanWriter to be user-friendly and very effective!

A&M no longer needs to spend time entering journal entries into Quickbooks!

Acosta consolidated a multi-step process into one simple and effective solution!

Diamond Limo now transfers data with ScanWriter!

Soccer Magic ensures greater accuracy with ScanWriter!

Company Name: Yen Ling Chen, CPA Industry: Accounting

Business Challenge:

Yen Ling Chen, CPA is an accounting firm with the responsibilities of bookkeeping, tax returns and compiling reports for their clients. The firm and their clients use QuickBooks for data entry. Their diverse client base ranges from monthly, quarterly and annual. However, the monthly clients are majority. Statements received range from Bank of America, Wells Fargo, American Express, East West Bank, and many more.

The staff of Yen Ling Chen, CPA manually entered transactions into QuickBooks and found it time consuming. One of their biggest clients has 200+ transactions on average and it would take approximately two or three hours to reconcile the month. Due to a large work load and many hours needed for data entry the firm would occasionally have to hire a new employee to help.

Manual data entries lead to mistakes and duplicate transactions. The firm was looking fora solution to save time and increase accuracy so they would not have to double-check the data after they had entered the transactions.

Solution: ScanWriter

Yen Ling Chen, CPA has found ScanWriter to be the solution. ScanWriter automates the data entry by scanning in the documents and entering the transactions strait into QuickBooks automatically.

ScanWriter also eliminates the risk of duplicate data entry with its ability to check for duplicate transactions.

ScanWriter saves time from the revision and editing needed for manually entered data. With accuracy and efficiency, ScanWriter helps reconcile statements in minutes rather than hours.

Yen Ling Chen, CPA recommends Personable’s ScanWriter. She said, “Something that could save me time and more accurate so I don’t have to double check the work…is great and [ScanWriter] enters in the transactions for me.”

Business Benefits:

The Firm has found timesavings as one of the major benefits that ScanWriter provides. Work can now be done in minutes instead of hours.

She stated, “It takes five- ten minutes to upload if I manually entered the transactions it would take an hour.”

They no longer have to spend hours entering, checking, editing, marking or reconciling transactions. Anytime they get a new statement they can now simply scan in the document and ScanWriter does the work for them.

Company Name: Hut Music Industry: Service (Intsrument Sales)

Business Challenge:

Hut Music entered their monthly bills, Bank of America bank statements and Chase VISA credit card statements into their QuickBooks® company file at the end of each quarter. This took a lot of time and work.

All of their monthly statements needed to be sorted and entered by the end of the quarter.

Under this system, manually sorting and entering their statements would take about five hours on average having many statements and receipts ran the risk of entering duplicates.

Hut Music needed to reduce the time spent entering months worth of expenses into QuickBooks® as well as an easy way to check and prevent duplicate entries.

Solution: ScanWriter

Hut Music’s top choice for an automated data entry system is ScanWriter. They have found it to be very user-friendly and effective. The company can now instantaneously enter transactions into QuickBooks® which consolidated what was once a multi-step process into a simple and efficient solution.

It quickly transfers data from the selected statement into QuickBooks allowing the company to spend seconds instead of hours to enter their quarterly transactions. When they want to enter new expenses, they simply scan the document and open ScanWriter to import the data. They no longer need to spend hours entering bills into QuickBooks® and have eliminated the risk of duplicates due to ScanWriter’s ability to check and mark for duplicate transactions.

After successfully using ScanWriter, the company recommends it as a solution for automated data entry.

Business Benefits:

Since the company adopted ScanWriter, they have more time to focus on their growing business and reduce operating costs.

They no longer have to spend hours checking, editing, entering, marking or reconciling transactions.

ScanWriter not only met their previous requirements, but the instrument company also found out that ScanWriter can help them shift to a paperless filing habit by linking to SourceLink, a paperless document management solution.

Company Name: Walker Family Funeral Industry: Service (Funeral)

Business Challenge:

The funeral service company would spend about eight to 10 hours a week manually entering their bills, one Banco Popular Visa, one Banco Popular Line of Credit, one First Equity Visa and two Banco Popular checking statements. This took a lot of time and focus away from their customers.

In an effort to spend more time on their customers’ needs, the funeral service hired a bookkeeper to help manage their bills at the end of the month. However, hiring the bookkeeper did not make the process cost effective. Because the company entered their own weekly bills, the bookkeeper needed to double-check to see if there were any errors or duplicates in QuickBooks.® This verification process was slow and tedious. The funeral service needed to reduce the time spent entering bills into QuickBooks® as well as an efficient and cost effective solution to month-end data entry and reconciliation.

Solution: ScanWriter

The funeral service company’s top choice for an automated data entry system is ScanWriter. They have found it to be very user-friendly and effective. The company can now instantaneously enter transactions into QuickBooks® which consolidated what was once a multi-step process into a simple and efficient solution.

It quickly transfers data from the selected statement into QuickBooks allowing the company to spend seconds instead of hours to enter their weekly transactions. Successful with the product, the company recommends Personable Inc.’s ScanWriter as a solution to manual data entry. When they want to enter new bills, they simply scan the document and open ScanWriter to import the data. They no longer need to spend hours entering bills into QuickBooks® and have reduced the bookkeeper’s time spent reviewing and checking for duplicates at the end of each month.

Instead of manually checking for duplicate transactions, ScanWriter automatically marks all duplicates for the bookkeeper.

Business Benefits:

Since the company adopted ScanWriter, they have more time to focus on their growing business and reduce operating costs.

They no longer have to spend hours entering, checking, editing, marking or reconciling transactions.

ScanWriter not only met their previous requirements, but the funeral service company also found out that ScanWriter can help them shift to a paperless filing habit by linking to SourceLink, a paperless document management solution.

Company Name: ESS + Niazi Industry: Contract

Business Challenge:

The contracting company manager had her company and personal expenses entered into two different QuickBooks® company files at the end of each month. This took a lot of time and work.

A large volume of paper receipts, one American Express, one Bank of America Checking, one Altura Checking, one Bank of America Line of Credit, one Altura Savings and two Bank of America Visa statements needed to be sorted and recorded at the end of the month.

Manually sorting and entering all of these items would take about 12 hours on average.

Because there were two different QuickBooks® accounts (one for the company and one for personal expenses) and so many different bank and credit card statements and receipts, it was important to have everything sorted and entered correctly with transaction details. So many statements and receipts ran the risk of entering duplicates.

The contracting company needed to reduce the time spent entering bulk expenses into QuickBooks® as well as an easy way to check and prevent duplicate entries.

Solution: ScanWriter

The contracting company’s top choice for an automated data entry system is ScanWriter. They have found it to be very user-friendly and effective. The company can now instantaneously enter transactions into QuickBooks® which consolidated what was once a multi-step process into a simple and efficient solution.

Successful with the product, the company recommends Personable Inc.’s ScanWriter as a solution to manual data entry. When they want to enter new expenses, they simply scan the document and open ScanWriter to import the data. Instead of taking 2.4 minutes on entering one transaction, they now spend about 0.24 seconds while using ScanWriter.

They no longer need to spend hours entering bills into QuickBooks® and have eliminated the risk of duplicates due to ScanWriter’s ability to check and mark for duplicate transactions.

Because ScanWriter quickly transfers all the data, the company bookkeeper has more time to enter additional transaction details instead of taking extra time to do so.

Business Benefits:

Since the company adopted ScanWriter, they have more time to focus on their growing business and reduce operating costs.They no longer have to spend hours entering, checking, editing, marking or reconciling transactions.

The manager’s personal expenses and company expenses are now quickly and easily transferred to QuickBooks.®

ScanWriter not only met their previous requirements, but the contracting company also found out that ScanWriter can help them shift to a paperless filing habit by linking to SourceLink, a paperless document management solution.

Company Name: Inspire Industry: Non-Profit

Business Challenge:

The non-profit charity would spend about eight to 10 hours a week manually entering their bills, invoices for donation, payroll, month-end work, Wells Fargo statements and reconciles. This took a lot of time and focus away from their organization.

Many of these hours were spent doing data entry for the donation invoices. Once a payment was received, they had to go back and create a QuickBooks® record for receipt payment and finally a deposit once the payment was in the bank.

This process was very time consuming and tedious. Each invoice would cost them about 15-20 minutes of data entry. Because the organization had to work with many invoices, it was easy to accidentally create duplicates. The charity organization needed an efficient way to enter their invoices and receipts into QuickBooks® without the risk of duplicates.

Solution: ScanWriter

The organization’s top choice for an automated data entry system is ScanWriter. They have found it to be very user-friendly and effective. The company can now instantaneously enter transactions into QuickBooks® which consolidated what was once a multi-step process into a simple and efficient solution.

Entering one Wells Fargo statement used to take around 3.5 minutes but ScanWriter has cut the time to only 0.19 seconds.

Successful with the product, the company recommends Personable Inc.’s ScanWriter as a solution to manual data entry. When they want to enter new invoices, they simply scan the document and open ScanWriter to import the data.

They no longer need to spend hours entering invoices and receipts into QuickBooks® which reduced the time spent reviewing and checking for duplicates at the end of each month.

Instead of manually checking for duplicate transactions, ScanWriter automatically marks all duplicates for them. ScanWriter saves them the hassle of creating receipts from invoices because it automatically creates the receipts for them.

Business Benefits:

Since the company adopted ScanWriter, they have more time to focus on their growing organization and reduce operating costs.

They no longer have to spend hours entering, checking, editing, marking or reconciling transactions.

ScanWriter not only met their previous requirements, but the charity also found out that ScanWriter can help them shift to a paperless filing habit by linking to SourceLink, a paperless document management solution.

Company Name: A&M Industry: Service

Business Challenge:

The transportation service entered their bills, three Bank of America bank statements, one Bank of America Commercial Loan and one Bank of America Visa statement into their QuickBooks® company file at the end of each month. This took a lot of time and work.

All of their statements needed to be sorted and entered by the end of the month. Manually sorting and entering a statement would take about four hours on average with many statements and receipts rn the risk of entering duplicates.

The transportation company needed to reduce the time spent entering bulk expenses into QuickBooks® as well as an easy way to check and prevent duplicate entries.

Solution: ScanWriter

The transportation company’s top choice for an automated data entry system is ScanWriter. They have found it to be very user-friendly and effective. The company can now instantaneously enter transactions into QuickBooks® which consolidated what was once a multi-step process into a simple and efficient solution.

It quickly transfers data from the selected statement into QuickBooks allowing the company to spend seconds instead of hours to enter their monthly transactions.

Successful with the product, the company recommends Personable Inc.’s ScanWriter as a solution to manual data entry. When they want to enter new expenses, they simply scan the document and open ScanWriter to import the data.

They no longer need to spend hours entering bills into QuickBooks® and have eliminated the risk of duplicates due to ScanWriter’s ability to check and mark for duplicate transactions.

Business Benefits:

Since the company adopted ScanWriter, they have more time to focus on their growing business and reduce operating costs.

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They no longer have to spend hours entering, checking, editing, marking or reconciling transactions.

ScanWriter not only met their previous requirements, but the contracting company also found out that ScanWriter can help them shift to a paperless filing habit by linking to SourceLink, a paperless document management solution.

Company Name: Acosta Industry: Service (Sales/Marketing)

Business Challenge:

The marketing company entered their bills, two Premier bank statements and post payroll into their QuickBooks® company file at the end of each month. Both of their statements needed to be sorted and entered by the end of the month. Manually sorting and entering a statement would take about two hours on average.

Using more than one statement and payroll ran the risk of entering duplicates.

The marketing company needed to reduce the time spent entering payroll and bulk expenses into QuickBooks® as well as an easy way to check and prevent duplicate entries.

Solution: ScanWriter

The marketing company’s top choice for an automated data entry system is ScanWriter. They have found it to be very user-friendly and effective. The company can now instantaneously enter transactions into QuickBooks® which consolidated what was once a multi-step process into a simple and efficient solution.

It quickly transfers data from the selected statement into QuickBooks allowing the company to spend seconds instead of hours to enter their monthly transactions.

Successful with the product, the company recommends Personable Inc.’s ScanWriter as a solution to manual data entry.When they want to enter new expenses, they simply scan the document and open ScanWriter to import the data.

They no longer need to spend hours entering journal entries into QuickBooks® and have eliminated the risk of duplicates due to ScanWriter’s ability to check and mark for duplicate transactions.

Business Benefits:

Since the company adopted ScanWriter, they have more time to focus on their growing business and reduce operating costs.

They no longer have to spend hours entering, checking, editing, marking or reconciling transactions.

ScanWriter not only met their previous requirements, but the marketing company also found out that ScanWriter can help them shift to a paperless filing habit by linking to SourceLink, a paperless document management solution.

Company Name: Diamond Limo Industry: Transportation

Business Challenge:

Diamond Limo entered their bills, one Wells Fargo bank statement, one Wells Fargo Platinum card statement and one Wells Fargo Line of Credit statement into their QuickBooks® company file at the end of each month.

This took a lot of time and work because the monthly entries were based on the bank statements and the transactions were entered as journal entries due to the sales tax. Manually sorting and entering a statement would take them about three hours on average. So many of these transactions and journal entries ran the risk of entering duplicates.

The transportation company needed to reduce the time spent entering multiple line transactions into QuickBooks® as well as an easy way to check and prevent duplicate entries.

Solution: ScanWriter

The transportation company’s top choice for an automated data entry system is ScanWriter. They have found it to be very user-friendly and effective. The company can now instantaneously enter transactions into QuickBooks® which consolidated what was once a multi-step process into a simple and efficient solution.

It quickly transfers data from the selected statement into QuickBooks allowing the company to spend seconds instead of hours to enter their monthly transactions. Successful with the product, the company recommends ScanWriter as a solution to manual data entry. When they want to enter new expenses, they simply scan the document and open ScanWriter to import the data.

They no longer need to spend hours entering journal entries into QuickBooks® and have eliminated the risk of duplicates due to ScanWriter’s ability to check and mark for duplicate transactions.

Business Benefits:

Since the company adopted ScanWriter, they have more time to focus on their growing business and reduce operating costs.

They no longer have to spend hours entering, checking, editing, marking or reconciling transactions.

ScanWriter not only met their previous requirements, but the contracting company also found out that ScanWriter can help them shift to a paperless filing habit by linking to SourceLink, a paperless document management solution.

Company Name: Soccer Magic Industry: Online Retail

Business Challenge:

Soccer Magic is an online soccer retail business that supplies merchandise to soccer vendors. They started in 1990 and have been in business for 21years. Due to demand for their products, they receive numerous invoices throughout the week that need to be entered into QuickBooks. Data entry for the payables is tedious and as a company they would have to be careful not to make mistakes because review can be time consuming.

Data was manually imputed into QuickBooks. Even with the short cuts they developed it still took a lot of time. Manual data entry was inconvenient and no one liked to participate. Also, this method of data entry would often lead to duplicate entries.

This led Soccer Magic to look for a solution to this problem. They wanted a solution that possessed “ease of use, consistency, and accuracy in performance.”

Solution: ScanWriter

Soccer Magic found ScanWriter to be the solution to the problem. ScanWriter automates data entry into QuickBooks in a fraction of the time with improved accuracy. ScanWriter was able to input transactions for numerous invoices allowing Soccer Magic to pursue other goals with their time savings. They mentioned, “…its a lot easier to verify and review, overall its saving a lot of time.”

Soccer Magic likes that they can look up transactions electronically whether they are scanning in the invoice real time or if they received it digitally. Without needing to print the document, they can have the transaction automatically entered and helps promote a paperless work environment.

Soccer Magic recommends ScanWriter to members in the same industry as well as the general public.

Business Benefits:

Now having used ScanWriter, Soccer Magic has experienced a reduction of Stress. They can use their time more efficiently by not having to do the manual data entry.

They are now able to verify the statements ensuring greater accuracy and saving time spent on review and corrections.

Anytime they get a new invoice they can now simply scan in the document and ScanWriter does the work for them. ScanWriter is “a reduction in stress and a reduction in manual work.”

  • ScanWriter® and QuickBooks® Financial Software work together to help simplify your financial management. ScanWriter gives you the power to manage your business more effectively by providing you with fast, easy and integrated solutions to meet the needs of your business. QuickBooks and QuickBooks logo are trademarks of Intuit Inc, displays with permission.