SmartVault has added the ability to send email notifications to users after uploading documents to the Inbox, once again making the product faster and easier to use.

The email notification feature has three key benefits:

1. It rolls two tasks into one.  Previously, users uploaded documents to the SmartVault Inbox, and then emailed the bookkeeper about the newly uploaded information.  Now, users can upload documents and send notification of the upload without opening an Inbox.  I am also hopeful that streamlining the notification process may encourage forgetful clients to send an email after each upload.  We'll see how that goes...
2. The sooner a SmartVault notification is sent, the sooner the information is entered into QuickBooks.  At Balance Books, we monitor client Inboxes daily to ensure that bills, payments, etc. are entered as soon as possible.  However, if you are using SmartVault in-house, your bookkeeper may check less frequently.  In this case, the email notification feature serves as a reminder to the bookkeeper to check and enter the latest information.
3. The notification feature can be used to communicate status among users of the accounting data.  Most of my clients approve the bills, but then give them to someone else to scan.  Requiring the person scanning documents to send a notification email to the person approving bills and the bookkeeper leads to more timely and coordinated accounting practices.

If you aren't familiar with SmartVault and find yourself interested in knowing more, go to www.smartvault.com for more information.  Using Smart Vault is an easy and afforable way to create a  paperless document management system for your business.