Top 10 Benefits of Document Capture for Sage 200



Harnessing the power of technology can work wonders for your business, particularly when you consider the vast amount of time spent fulfilling administrative tasks. Such tasks can often be minimised with the aid of helpful technologies, helping to free up your time for more strategic activities.

When you consider the rate at which business content is growing as a result of today’s mobile, social and cloud transformation, the demand for businesses to effectively capture and manage their data is crucial, making it a key area for technological enhancement.

For example, Document Capture can help to enhance the way you work and transform your document management processes by providing a simple, yet effective means to easily capture and electronically archive documents, replacing paper documents and dated administrative practices.

What is Document Capture?

Document Capture integrates with your software (i.e. Sage 200) to handle various types of incoming documents throughout your organisation. It works by electronically storing your documents, as an alternative to having vast volumes of paper using up valuable office space. What’s more, documents can be destroyed when scanned, enabling you to keep track of your important documents via an improved, automated structure.

How Can It Improve My Business?

With the help of Document Capture solutions, you can gain a competitive advantage over other businesses, with many benefits to gain from. For example, Document Capture allows you to capture, store, manage, view and deliver various types of content.

It automates and extracts data, whether from digital or paper sources, at the point of origination in order to move at the speed of your business, therefore providing a fast and efficient way to keep digital documents organised and safe.

What Are the Benefits of Document Capture?
  1. Improves Accuracy

You can find documents instantly, and reduce the chance of misfiling or losing them.

  1. Enhances Business Productivity

Real-time digitisation of document information helps improve productivity by speeding up traditionally administrative roles and offering significant time savings.

  1. Speeds Up Information Retrieval

With the click of a button you can view the information you require, be it the sales quote, purchase order, dispatch note, sales invoice or order query correspondence.

  1. Ensures HM Revenue & Customs Compliance

Spindle Document Capture helps to comply with HM Revenue & Customs regarding the storage of electronic invoices.

  1. Reduces Environment Impact

The amount of paper waste can be significantly reduced when using digital documents instead of paper, helping you to reduce your carbon footprint and lower your business paper costs.

  1. Streamlines Internal Processes

Batches of documents can be scanned in by any capture user, saving time in your accounts department.

  1. Lowers Number of Queries

By allowing access to view all documents across all departments, documents are much easier to find with instant access from other office locations, therefore helping to lower the usual number of queries made.

  1. Enables Faster Responses to Customers

Document capture accelerates business processes to enable faster responses to customers.

  1. Heightens File Organisation

You can simply tag documents to add a reference name or number to each image and associate it with a transaction in your system (i.e. Sage 200).

  1. Reduces Storage Space

By having an automated solution in place, your office can remain neat and tidy with a reduced requirement for paperwork, and therefore a reduced storage space.

Spindle Document Capture for Sage 200 Integration

Spindle Document Capture offers the key solution to help improve workflow and reduce the level of time and strain in searching for documents. It integrates directly with Sage 200, including sales order processing, purchase order processing, sales ledger, purchase ledger nominal ledger, cash book and project accounting. It features each of the benefits listed above, ensuring users can locate their required documents with ease.

How M2M Can Help…

If you’re interested in streamlining your practices, reducing your costs and improving your cash flow, Draycir’s innovative and award-winning products could help. Find out more about Spindle Document Capture by contacting us at M2M Technologies today on 01245 494 847 or get in touch via our Contact Us page.

Sage 50 vs. Sage 200: Choosing the Right Financial Software for your Business



Are you having trouble choosing between Sage 50 and Sage 200? Sage 200 is the natural upgrade route for Sage 50 customers who find themselves necessitating a system that can manage more complex business processes and functionality.

Businesses commonly start with Sage 50 as their chosen finance software, and then as their business expands, they upgrade to Sage 200. This is largely due to Sage 50 being better suited to companies of up to 50 employees (and up to £10m turnover), and Sage 200 being better suited to companies of up to 200 staff members (and a £50m maximum turnover).

In this article, we’ll be considering the features of both Sage 50 and Sage 200 and comparing the functionalities of the two. This will help those of you on the cusp of making a decision between the two pieces of software by gaining a better understanding of the advantages of each.

SAGE 50 Software

With SAGE 50, you can keep track of your cash flow, and manage your payments. SAGE 50 assists in providing an accurate view of your cash position with easy bank reconciliation and e-banking. It enables you to manage and submit your payroll information to HMRC, communicate effectively with your accountant, set up a pension with ease or automatically calculate statutory payments.

Sage 50 provides a variety of unique system wide functionalities that differ to Sage 200, these include:

  • A ‘calculate net’ option in ALL data entry processes (Sage 200 offers this facility in common areas of use such as bank payments and receipts)
  • Memorising data entry form content, allowing you to complete a data entry form before saving it as a transaction, and then asking the system to memorise what has been entered and storing it as a named entry. This means you can complete the same data entry screen by recalling the memorised form rather than typing it in again – an ideal functionality when handling the same types of transaction frequently
  • Global data changes. In Sage 50 the user can set the same characteristic on all (all or a group) of customers, suppliers and stock items by altering one record and having the rest update rather than editing each record in turn
  • Portrait reports. Nearly all of the Sage 50 reports are portrait while with Sage 200 the standard layout of reports are landscape
  • Built in database backup and restore, giving you extra peace of mind (automated backups are now available for Sage 200 Extra Online)
  • Accountants Link. The user can send a copy of their data to their accountant and the accountant can make adjustments while the user keeps working on their copy of the data. The accountant then sends a file back to add their adjustments into the users system without losing what they have been doing
  • Audit preparation pack. A set of reports that allows the user to check data for the kind of anomalies that accountants and VAT inspectors look for so they can be addressed before the accountant or VAT inspector arrives
  • Event log. The user can configure the system to record whenever one of a nominated set of processes is run so later, the user can see what has been happening. The diary mimics the calendar in Outlook with import and export options for integration
  • Credit controller function
  • Batch reporting
  • VAT self-audit
SAGE 200 Software

For Small to Medium Businesses (SMEs), SAGE 200 provides complete visibility of information across your business via a full Enterprise Resource Planning (ERP) solution. The software allows you to choose the modules and features that are right for your business with a fully customisable solution. It also enables you to manage your finances, customers and business insight all-in-one.

Sage 200 provides a variety of functionalities that Sage 50 does not, these include:

  • Currency; spot and period exchange rates; exchange rate history; support for euro triangulation
  • User definable workspaces
  • Choice of number of accounting periods per year
  • Control of length of accounting period
  • Ability to open/close/re-open a period
  • True transaction audit trail
  • Choice of invoice or movement date for intrastat prep
  • Separate create, amend and view forms
  • Integrated CRM
  • Integrated Business Intelligence
Sage 50 vs. Sage 200

A common misconception is that Sage 200 offers the same tools as Sage 50 but with more advanced features, yet this couldn’t be further from the truth. Both packages provide a great number of useful business functionalities, as you can see from the lists above. It’s just that the Sage 200 package is aimed at growing businesses, whilst Sage 50 is better suited to smaller businesses.

Which Software Suits your Business Best?

Ultimately when it comes down to Sage 200 vs Sage 50 – they are both equally effective and provide winning processes for businesses of all sizes. There is no winner or loser as such. There is only a right and wrong solution for your business.

If you’d like more information on choosing the right Sage solution for your business, contact us today.

The 8 Benefits of Sage CRM for SMBs


What is Sage CRM?

Sage Customer Relationship Management (CRM) software provides a valuable way for businesses to track and manage interactions with their prospects, leads and customers as they make their way through the sales cycle of a company, but how?

Well, the sales, marketing and service modules of Sage CRM extend the power of a Sage Business Management Solution right across a business, giving end-to-end visibility and trusted data so that you can make informed business decisions based on accurate information at all times.

Over 14,000 small and medium sized companies across the globe use Sage CRM every day to accelerate sales, drive business productivity and make every customer interaction counts. So, what benefits can it bring to your business?

What Are the Benefits of Sage CRM for SMBs?

Sage CRM software provides companies with valuable insight that can ultimately benefit their bottom line. It is also associated with the following exciting benefits:

1.       Gaining Better Insights

With Sage CRM you can generate reports for key areas of your business including sales, customer service, lead reports, marketing and so on. You can even create tailored reports that measure how the business is performing against KPIs. These types of reports help managers evaluate where the business stands and make more informed decisions.

2.       Leads & Opportunity Management

With CRM software, your sales team can manage leads from first contact through to final customer acquisition. You and your management team can optimise sales resources and ensure your team members spend more time on profitable opportunities and less on administration.

3.       Boosted Productivity with Collaborative Working

Sage CRM can help all departments of a company to become more productive on a regular basis. The software is intended specifically to serve the sales, marketing and customer support departments of a business, enabling them to work collaboratively and more efficiently.

4.       Advancing your Marketing Strategy

Marketing teams can identify leads, opportunities and closed sales and use Sage CRM to plan targeted campaigns and track these results in real-time. Sage CRM also supports email marketing by connecting with MailChimp, so you can send high quality, e-marketing campaigns that deliver on your investment then track your campaigns in your CRM software.

5.       Increasing Revenue

While you will have to spend a certain amount to use Sage CRM software, it is well worth it when you consider the long-term savings you will get in return. Once the overall productivity and efficiency of your company’s departments starts increasing, so will your revenue.

6.       Improving Customer Relationships

Establish a strong relationship with your customers and improve customer relationships by organising and automating communications and activities across all customer-facing departments. You can handle queries and complaints and resolve queries faster and more effectively with up-to-date information.

7.       Managing Data Effectively

Sage CRM is built to manage your contact information and makes contact management easy due to its secure, central database. Storing phone numbers, email and postal addresses in one central location as well as communication history, sales quotes, and orders received makes data retrieval fast and easy, ideal for travelling sales people requiring mobile access.

8.       Sales Force Automation

Using Sage CRM, you can automate many of the day-to-day tasks that form part of the sales process including order processing, lead management and sales forecasts. This automation eliminates the need to spend time performing manual daily tasks like scheduling sales calls.

Drive Revenue Growth in your Business…

Forward-thinking business owners and managers need new ways of growing their businesses. By automating processes within your business, you are able to do more for less.

It pays to ensure employees can work smarter and management have the information they need to make more informed business decisions.

Only then can you control costs, increase revenues and accelerate the success of your business.

This is where Sage CRM can help… by integrating a CRM solution, small and medium sized businesses can achieve a competitive advantage in the marketplace.

With a complete view of customer activity across your business, you will gain better business insight, increase the productivity of your teams, and put your business on the path to growth.

Explore how Sage CRM is helping businesses everyday by delivering business insights that matter here.

6 Benefits of Using a Hosted Server for your Sage Solution


Improving your Business Software

If you’ve been thinking about buying or upgrading to Sage 200, a crucial factor to consider is the compatibility of your IT infrastructure to run the software. Developments in hardware and the associated Microsoft technologies (Server, SQL, Windows, Office etc.) are ongoing and can make improving your business software much more costly than it needs to be.

Working from Multiple Locations & Devices

In addition, flexible working, from multiple locations and multiple devices is now a ‘must have’ for many companies. Whether you are working from home, abroad or on the move in between meetings, having the option to work remotely is no longer a benefit, it’s a genuine requirement.

As users spend increasing amounts of time moving from one device to another, the ability to have a seamless user experience with continuous access to your company information has become a process more difficult to oversee. Factors such as security, permissions, data sovereignty, disaster recovery, and continuity are all of paramount importance yet are not part of your day job. So, how can you gain the relevant service without having to oversee such dynamics?

Using a Secure Hosting Service

By using a secure hosting service, you can be sure that your Sage 200 system and data are secure, backed-up and accessible from multiple devices. Find out more about the key benefits a hosted server can bring to your business…

Key Benefits:
·         A flexible solution

A hosted server for your sage software offers a flexible solution that’s built to suit your needs both now and in the future… What’s more, you can tailor the service you receive to suit the requirements of your business, and if things change, this flexible solution can be altered accordingly.

·         Disaster recovery

Gain from enhanced security and automated data back-ups, ensuring you have a back-up should disaster strike. With 24-7 monitoring and UK based support also available; your business can gain valuable, reliable and accessible assistance when you need it most.

·         Cost effective

By choosing this cost effective solution you can gain from immediate efficiency without large capital expenditure. This low upfront investment and simple implementation means you can focus on growth, profitability, productivity and innovation helping you to improve your business performance.

·         Accessible on any device

Access your data on the move using your mobile device, meaning you can gain the service you need anytime, anywhere. Users can connect depending on their individual requirements making this accessible investment simple to access whether you’re in the office, working from home, or between meetings.

·         Future proofed technology

While you can’t avoid change altogether, you can ensure that the foundation of your technology is flexible enough to adapt. This future proofed technology provides users with simple upgrade paths and scope for expansion, enabling plenty of possibility for adaption as both time and your business progress.

·         No long term contracts

While many companies are renowned for forcing their clients to sign lengthy contracts and long-term agreements, our hosting solution is available month to month, so you don’t feel tied down.

How Can M2M Technology Help?

Whilst Sage offer an online version of Sage 200, which is an excellent solution for companies with a low user counts and modest requirements, it does not yet encompass all the modules and is limited in its ability to integrate with other systems. Additionally, for existing Sage 200 users, there is presently no formal commercial model to transition you into the online subscription world. This is where M2M Technology can help. If you would like to know more about our hosting options for Sage 200, please get in touch today…

How EQUE2 Software Can Help to Reduce Staff Turnover within Construction

EditorM2M, Sage

Staff turnover costs the construction industry thousands of pounds every year; it’s also the most expensive invisible cost that contractors suffer. But how exactly does staff turnover cost the construction industry money? Here we explain in more detail the steps that commonly lead to a high turnover.

Step 1: Low productivity levels

Step 2: Low quality service

Step 3: Missed deadlines

Step 4: Time wasted interviewing

Step 5: Time wasted processing paperwork

Step 6: Time wasted training new employees

Step 7: Poor customer service

Low productivity has a lot to answer for, and being the first step in the chain, we’d recommend this being the step you focus on first. By doing so, you can avoid the subsequent 6 steps from occurring.

How Do I Heighten Productivity Levels?

Contractors face many challenges in the building industry and with so many business practices to consider, from managing deadlines, budgets and contract requirements to keeping staff happy, it’s no wonder contractors find themselves lacking in time and energy. With multiple roles to juggle, thinking of a new way to manage tasks could mean having more time to spend looking after staff, subsequently resulting in improved turnover rates.

New software can benefit construction companies by providing that added functionality, helping to heighten productivity levels and ensure countless deadlines, budgets and contracts are managed effectively. An integrated CRM can help you keep track of prospects, customers and projects all in one go, leading to enhanced customer relationships, it’s just a matter of finding the right software for your business.

What Software Should I Use?

The EQUE2 Construction Suite is provided by one of the country’s leading Construction Industry software developers, with a portfolio of products available, aimed at businesses of all sizes.

What are the Benefits of using the EQUE2 Construction Suite?
  • Links with both Sage 50 and Sage 200 so regardless of where your company is now, there is a package to suit your requirements
  • Provides real-time visibility of contract information, allowing you to manage budgets and costs effectively while measuring performance against your company’s targets
  • Uses the industry standard accounts package and links to a flexible contract costing system, allowing you to report WIP information on a job-to-job basis, analysing profitability per item or by contract as required
  • Allows you to interact with the HMRC Gateway to verify new subcontractors, and submit your monthly HMRC CIS returns, saving time and ensuring your contracts stay on track, and in profit
  • Handles all kinds of documents (applications, certificates, invoices etc.) specific to the Construction industry, and can deal with both cumulative and non-cumulative transactions as required, coping with CIS on all supplier documents, as well as CITB and retention values
  • You can setup your contracts to be as simple or complex as you require – from single line jobs where all costs/revenue are logged together, to contracts with thousands of individual lines
  • In addition to the reports available within Eque2 Construction there is also the Intelligent Construct Analysis (ICA) module available as a ‘bolt on’ that allows users direct (read only) access to the SQL Database
  • Eque2 Construct is compatible with all current Windows operating systems, and can be successfully installed it in a range of environments from a standalone PC to Hosted/Cloud type environments
How Can EQUE2 Construction Suite Help Manage Staff Turnover?

With new technologies emerging, the way in which businesses within the construction industry operate is changing. Investing in the latest technology means construction companies can gain the support they need to repair weak business practises, with the help of coordinating software.

With help of the EQUE2 Construction Suite you can coordinate your whole business from a single system that links your financials, purchasing, contract costing, payroll and subcontractors, enabling you to simplify business practises and save yourself valuable time.

Inevitably, the EQUE2 Construction Suite provides you with an effective strategy of new technological opportunities allowing you to adopt a planning and budgeting solution that assists in better productivity rates.

The development of such software is helping the construction industry in driving reliable outcomes and improving profit margins, ultimately resulting in better staff turnover rates.

The Benefits of Sage Software for Small & Medium Enterprises


The History of Sage…

As one of the UK’s leading Sage Development and Solution centres, we’re pleased to call Sage a business partner, especially with the vast level of benefits that Sage software has to offer to Small and Medium Sized Enterprises (SMEs).

6.2 million companies around the world use Sage products and services across 100 countries, so it’s clear to see that Sage must be doing something right, and with innovative, reliable and cost-effective software solutions readily available, Sage can meet the needs of small and medium sized businesses all over the world.

Who were the Sage Founders?

Sage began working wonders back in 1981, founded by two entrepreneurs in Newcastle; David Goldman, who had worked in the printing business for 20 years, and Paul Muller, a computer expert who had previously been one of the four key NASA navigators for the first Apollo mission to land on the moon. They entered the US market in 1991, followed by France in 1992 and Germany in 1997, leading up to India in 2004 and China in 2006.

What are the Benefits of using Sage Software?

Despite its worldwide success, one of the great advantages of Sage is that as a business, it is regionalised, meaning it can provide familiarised products based on the needs of local markets, leaders and customers. As a result of this localised focus, Sage has become a market leader in the business software space in many of the countries it operates in.

With such a great selection of software to choose from, businesses can be certain to gain the service they require, especially with the following software on offer:

Sage 200 2016
  • Benefit from an easier to navigate, sleeker and more intuitive interface with the latest software from Sage
  • Makes workspaces faster and more efficient, particularly when working between two or more companies
  • Recognises patterns and what it is you do each day
Sage 200
  • Small to Medium Businesses (SMEs) can gain complete visibility of information across their entire business with a full Enterprise Resource Planning (ERP) solution
  • Choose the modules and features that are right for your business with a fully customisable solution
  • Manage your finances, customers and business insight all-in-one
Sage 200 CRM
  • Manage contact information with ease by storing your phone numbers, emails and addresses all in one place
  • Store your customer data in a central, secure location with the central database
  • Manage leads from first contact through to final customer acquisition
Sage 50 Accounts
  • Keep track of your cash flow, and manage cash, card or cheque payments
  • Have an accurate view of your cash positionwith easy bank reconciliation and e-banking
  • Work with your accountantwith minimal fuss by using the accountant link
Sage 50 Payroll
  • Create an action plan, set up a pension or calculate the cost of Automatic Enrolment to your business in The Pensions Centre
  • Manage and submit your payroll information to HMRC under the new RTI Legislation and keep a record of your submissions
  • Automatically calculate statutory payments such as tax, PAYE, National Insurance, sick pay, maternity pay and more
Sage Has Grown by Recognising the Opportunity for New Ideas at the Right Time

Sage’s original innovation has revolutionised how many UK companies, both large and small, do business and they continue to support them today.

As one of the UK’s leading Sage Development and Solution centres and with over 25 years of experience in implementing Sage systems, M2M are able to provide a full range of services covering all aspects of the Sage business software, and we most definitely recommend it.