Glossary · dematerialisation · going paperless
Paperless office (dematerialisation): definition
Dematerialisation, or going paperless, means replacing paper documents and processes (quotes, invoices, receipts, contracts, forms) with digital ones that are created, signed, sent and stored electronically.
Updated on
What going paperless changes
A paperless office means fewer printouts and folders, but above all less re-entry. A quote signed online becomes an invoice without retyping, the invoice reaches the customer's software as data, and every document can be found in seconds.
Scanning paper into PDFs is a first step. Real dematerialisation goes further, with structured documents that software can read, such as e-invoices.
How to digitise a small business step by step
Start with the documents you handle most often: quotes and invoices, then receipts, then supplier invoices. Choose tools that keep everything in one place and let you export it for your accountant, and check how long your country requires you to keep each document.
Going paperless with Eazyclick
In Eazyclick, quotes are signed online, invoices can go out as structured e-invoices, supplier invoices arrive in the same workspace and till receipts can be sent by email. Received invoices export by period for your accountant (UBL, PDF and a register); issued invoices export separately as CSV.
Related terms
- E-invoicing E-invoicing is the issuing, sending and receiving of invoices as structured data (for example in the UBL format) that software can read automatically.
- Electronic quote An electronic quote is a quote created, sent and accepted online: the customer opens it in a browser, accepts it with a click or a signature, and the acceptance is recorded with its date and time.
- SaaS SaaS (Software as a Service) is software used online, on a subscription, with nothing to install: the provider hosts it, keeps it up to date and looks after its security.
Further reading
Questions about Paperless office (dematerialisation)
Is a scanned document enough to go paperless?
It helps with storage, but a scan is still a picture. Structured documents, such as e-invoices, save the most time because software can read them.
Where should a small business start going paperless?
With quotes and invoices: they are frequent, easy to digitise and the time saved shows quickly.
Arrange your discovery call
Book a call with an expert
30 minutes, zero bullshit. We review your presence, identify the most strategic option for your goals, and tell you exactly what to do next.
