Reduce Your Cost & Streamline Your Organizational Processes 

Chicago Based Managed Print Service Company Green Office Partner Can help you secure your documents and allocate the proper permissions to your users

People

Documents are securely deposited in archives you designate. You can dictate permissions and guarantee compliance, while ensuring that documents are available 24/7. You determine who will have access to your files and what can be done with them.

Chicago Based Managed Print Service Company Green Office Partner Can help you reduce the amount of wasted paper in your organization

Paper

Reduce paper consumption and store all of your documents in a centralized content repository. Broad adaptability allows you to store both scanned and electronic documents that include PDF, JPG, TIF, Word, Excel, Outlook files and more.

Chicago Based Managed Print Service Company Green Office Partner Can help you streamline repetitive business processes

Processes

Drive efficiency by streamlining repetitive business processes, including document routing, notification and approval. Time spent searching for documents is drastically minimized, resulting in increased productivity and reduced spending.

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An Introduction To Document Management

Benefits of Document Management

Eliminate paper-based filing systems
Increase document security and compliance
Streamline business processes
Easily share and collaborate on documents
Automate document routing and notifications
And much more…

Industry Solutions

Chicago Based Managed Print Service Company Green Office Partner Can help you Eliminate the paper intensive structure of employee onboarding

Hire To Retire

Eliminate the paper intensive structure of employee onboarding by implementing Square 9’s Hire to Retire. As a potential employee moves through the hiring process, Hire to Retire allows pertinent information to be captured off a web based employee demographic form.

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How It Works

    • Online Application Submission

      Bring your application paperless through a convenient online web form.

    • Application is automatically created and imported into Smart Search

      Eliminate repetitive data entry with advanced capture capabilities.

    • Move employees through the hiring process

      Applications flow through approval processes to final decision action.

    • One time employee information entry

      Information from a single demographic form will automatically populate onto all hiring documents.

    • Documents are signed by digital signatures

      Eliminate the need to print, sign and rescan, while adhering to government compliancy regulations, through the advantage of digitally signed hiring forms.

    • HR is Automatically Notified for Future Required Actions

      Enforce defined hirer processes, as SmartSearch automatically informs HR of any company required follow up activities.

    • Completed documents are secured within Smart Search

      Documentation is securely stored and available to those with appropriate permissions for retrieval.

    • Automatically assign benefits, enrollment, 401k and reminders

      Notifications are automatically sent to appropriate manager for any required future action.

  • Give employees convenient web access to all forms

    Including, but not limited to, expense reports, direct deposit forms, time off requests and benefit change requests. Once completed, HR documentation routes automatically to appropriate manager for follow up.
Chicago Based Managed Print Service Company Green Office Partner Can help you create an end-to-end solution for Accounts Payable automation

Purchase to Pay

Square 9's Purchase to Pay features advanced Enterprise Content Management tools which create an end-to-end solution for Accounts Payable automation. The result is a solution designed to have a real and immediate impact on the way you handle Accounts Payable Processing.

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How It Works

    • E-form requistion gets submitted

      Users initiate the Purchase to Pay process by completing a web based requisition eForm. The eForm can be submitted anywhere, anytime through a convenient web based browser.

    • Application is automatically created and imported into Smart Search

      Eliminate repetitive data entry with advanced capture capabilities.

    • Automated email to manager gets submitted

      After the eForm has been filled out online and submitted, it gets automatically routed, by email, to the designated approving manager. The manager reviews the requisition and approves for further routing.

    • P.O. Generated and Submitted

      With the managers approval of the requisition, a workflow process will automatically generate a purchase order for vendor distribution via email.

    • Invoice Scanned with OCR

      When the invoice is received from the vendor, it is then scanned into SmartSearch with Optical Character Recognition (OCR) assisted indexing, to eliminate a high percentage of manual data entry.

    • AP/GL Coding Applied

      During the indexing process, you have the option to apply cost centers and GL codes to the invoice line items for accurate bookkeeping.

    • 3 Way Match Is Performed

      SmartSearch will now match your incoming invoices to their respective purchase orders and packing slips.

    • Invoice Routed for Approval

      After the 3-way match is performed and confirmed, SmartSearch will route the invoice for final approval and payment.

  • Feeds Into Your Financial System

    Purchase to Pay can feed your high value data to Quickbooks, Microsoft Dynamics and many other leading financial systems to accommodate any needs.
Chicago based managed print services company can help you stay in compliance

Compliance

Maintaining HIPAA (Health Insurance Portability and Accountability Act) compliance is complex, yet mandatory for healthcare facilities. Whether a physician’s office, medical biller, insurance firm or related entity, organizations can skip the hassle of upholding to HIPAA standards with SmartSearch.

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