Using CamScanner to Scan Documents

Have something to scan and send to your digital bookkeeper?  Let me show you how easy it is to use CamScanner to get it done.  First, download CamScanner to your smart device.

Open the app and you should be looking at this screen:

This is the app's homepage.  Press the camera option to open your device's camera and scan a document.

My wife and I took our son to Chick-Fil-A last night.  I'll use our receipt as an example.  I took quite a few shots.  Usually, you just need to take one.  I took some deliverately poor shots to demonstrate how Camscanner cleans those up.

Camscanner automatically crops and reads the receipt.  When you are done press the checkmark to return to the app's homepage.

You can see Camscanner has already focused and cropped the images.  Nice.  Look at the clarity!  Yes.  You can have the app recognize text if you like by pressing the "Recognize" button.  When you are ready to send off your images press the share icon at the top.  (You can also set up autosyncing too, but I won't explain that here.)

Select to send it as a PDF.  Then chose how to share it.  In this example I'll just email it to myself.  Easy.  There's much more to the app and a lot of cool things you to do but I think I'll leave this post here.  Let me know if you have any questions.

The Number One Thing You Should Look for in a Bookkeeper

Unfortunately, we haven't yet developed the digital equivalent of a handshake.

Here's the number one thing you should look for in a bookkeeper:

someone you can build a strong relationship with.

Does that surprise you?  Let's talk.

I won't berate the point that building relationships is a must for small businesses.  Nor will I attempt to argue that there aren't secondary qualities--attention to detail, work ethic, professionalism, trustworthiness--that are important too.  What I will argue is that you're looking for that human connection when hiring a bookkeeper; you're looking for that feeling from your gut, "I like this guy."  It's a little abstract, a little intangible but you'll know it when you feel it. 

Imagine asking someone for advice.  What qualities of this interaction make it a positive experience?  You want honesty.  You want openness.  You want to be comfortable discussing tough topics and help making rough decisions.  What type of person do you see yourself having this strong a relationship with?  That's who you are looking for.  It's not easy and it'll take time but you want to shoot for the ideal here.  You want an adviser comfortable advising.  You want to be comfortable being advised.  

So, in the beginning, how do you identify all these intangibles?  I'd make it a point to look for authenticity and respect.  These qualities put us at ease quickly--they build trust.  Look for someone eager to communicate, someone who is easy to get on the phone or who replies to emails quickly.  You'll be touching base with your bookkeeper frequently.  Make sure you won't be subconsciously dreading reaching out.  Finally, you are looking for a bookkeeper who values you and your vision.  It's another abstraction but your bookkeeper shouldn't lose sight of your goals and what you value.  In short, they should care.

All of this is a tough order.  And you still need to review all of their traditional credentials too.  Keep it mind that a strong relationship is doubly important if you are seeking a digital bookkeeper. 

Good luck.

A Note on Digital Security

How safe is digital bookkeeping?  Legitimate question.  You are transmitting and storing very sensitive financial data over the internet.  How secure is it?

This is going to sound counter-intuitive but your data is safer in the cloud than sitting there on your computer.  Let me explain.

The major services that provide data storage and file transferring have huge security budgets.  Often, we're talking 24-hour surveillance by an IT security team.  Big budgets also mean a continued flow of security updates in terms of firewalls, encryption and other security measures.  Data-farms of sufficient size also mandate bank level physical security for their facilities.

Now, think about how tenuous your files are sitting on a single office computer.  Laptops risk being easily stolen and all electronics can become victims of fire, flood, electrical surge or just simple wear-and-tear.  Cloud-based services allow for the easy retrieval of data.  

Second, consider your single computer's vulnerability to hackers, viruses and malware.  Is all of your software up-to-date?   How often is it updated?  Do you still feel secure?

My favorite online services, Dropbox and Google Drive, both feature file encryption and ongoing tech support.  If you're the paranoid type--more admiration than judgement here--you should look into the increased security of Sharevault and QuickBooks Online.

In truth, the biggest security vulnerability isn't the software or system you choose to use.  It's you, the user.  Careless users are the number one cause of data breaches.  

You can easily reduce your risk in the following ways:

• Use a unique, complex and difficult to deduce password.
• Consider a password manager software.
• Never reveal your passwords.  Anyone asking for your password is up to something.
• Use personal laptops and computers rather than public equipment.
• Avoid doing sensitive work on public wifi networks.  You can avoid the risk by tethering your PC to your phone's connection.

How Digital Bookkeeping Works

So, how does digital bookkeeping work?  

The relationship between a business owner and a bookkeeper boils down to document sharing and efficient communication.  Technology can be a godsend in both of these regards.  A good digital bookkeeper can make a business' financial processes more efficient and cost effective.  Let's get into the nitty-gritty.

So, how do we share documents?

Your bookkeeper is going to need quite an array of financial documents from your business.  We're talking bank and credit card statements, receipts, invoices, bills, online payments etc.  Luckily, there are many different ways to share documents these days over the internet.  My preferred way is to use a cloud-based document system like Dropbox or Google Drive.  Some clients may prefer to use a dedicated file transfer service or use a virtual data room like Sharevault.  You can even send documents via email if you like.  Finally, snailmail is always an option too.

The only major differences between these systems and handing documents to a bookkeeper directly are building the habit to send it to your bookkeeper electronically and the ability to scan documents.  You may need to invest in a good scanner but I've had great personal success with CamScanner--a smartphone app that uploads pdfs of your documents using your phone's camera.

So, how do we regularly communicate?

This is an even easier question.  The internet provides an almost overwhelming variety of ways to communicate.  Email and instant messaging are probably the most popular.  Obviously, you could always give your bookkeeper a call too.  If you are looking for a face-to-face meeting you can use any of the online meeting clients or video chat services like Skype or Google Hangouts.  

There is one final way that digital bookkeepers operate.  Some clients--probably use to having a bookkeeper physically come to the office and sit down at a computer--prefer to have their digital bookkeeper use software to remotely access the business' computer.  This can be accomplished using services like LogMeIn or GoToMyPc.

Your bookkeeper should be willing to train you on any of the particular software if you run into any problems.  You can also reach out to me and I'll be willing to help.