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Paperless Office!

By App Review, Cloud Accounting Option and Reviews, Document Management, Procedures, ScanSnap, Uncategorized

If you have filled the taxes and avoided filing the extension – Congratulations!

Taxes are done, and you might think it’s too early to talk about the Tax Year 2019.
The truth is, this IS a perfect time!

Imagine its January 2020, and:

  1. Your Financial Statements are done by January 15th, 2020
  2. The 1099 MISC hare done and issued by January 15th, 2020
  3. Your expenses are easily sorted and the receipts are digitally filed
  4. You can search your entire file cabinet with CRTL+F
  5. Your desk is paper free!

It’s not mission impossible and’s not a fairytale…

But how do we achieve 1-5? By working backward!

We, at Books LA, are known to work backward, but in a good way. We imagine ourselves how would it feel without the current problem at hand, and, as we identify the advantages in the future without those problems and obstacles at hand; we build the bridge between there and here.
So, in that fashion, let’s start from the end :

Step 5: Your desk is paper free!

If you glance at your desk now, what will you see? Notes? Bills? Statement? Mail?
Now, imagine you are done for today and are walking into your home. Is there a pile of papers somewhere in your home that needs to be looked at-filled-away-addressed?

So, now what?

ScanSnap to the rescue!
Help yourself, and grab ix1500. That is Fujistu’s own ScanSnap (workhorse) ix1500.
Plug it in, connect the USB to any PC or Mac, follow the simple instructions, and within 10 minutes or so, scan your first page(or receipt).
ScanSnap will use the AI and save the files (double scanned regardless of the same and sizes) and name the files by default, by reading the name of the document, date, amount…
All you have to do is to feed that workhorse and let it scan all.
Continue doing so, until every paper in sight is scanned*.

Step 4: You can search your entire file cabinet with CRTL+F

Sometime later you recall seeing a bill from Blue Shield or Blue Cross or Amex Blue… and want to take a look at it. All you need to do is open your ScanSnap Document Organizer, and in the search field you start typing “blue” and you watch as the documents are instantly filtered by “b”, then “bl”, then “blu” and “blue” and you pull that bill. Once you are done looking at it, you recall that you are mesmerized by instant search and you try to search for other bills too… Verizon, AT&T, ATT, DWP…
All your bills are searchable – ALL OF THEM!!!

Step 3: Your expenses are easily sorted and the receipts are digitally filed

Even though the bills are searchable, now we take it a step further and connect ScanSnap with Hubdoc, Dropbox, Google Drive…
By doing so, AI will help us determine the type of expenses.

Take it a step further and train your ScanSnap ix1500 and software of your choice to always recognize and sort the expenses and bills. That way, you can easily ‘push’ the receipts as a match to existing transactions and attach them into the accounting software of your choice, or add them bills to pay them via
So, any receipts that you might have from more than 6 months ago, that were printed on a thermal printer are now starting to fade. But yours won’t fade! Yours are now digital and readable! Those receipts are very much visible AND USABLE inside ScanSnap and other software of your choice.

Step 4 AND Step 5: Your Financial Statements are done by January 15th, 2020 and The 1099 MISC hare done and issued by January 15th, 2020

Yes, we saved that much time and were able to speed up the process so we combined two tasks into one.
Like any good bookkeeper, we are not going to say that AI will do everything for you. We are still a bit far from that day, but that day is coming.
Until then – here is where we are :

Your paper receipts are a thing of the past. Any paper that you see should be scanned and OCR’d (searchable) by a ScanSnap software
Let the data be extracted. There is absolutely no need for data entry. Let’s avoid the typos and allow the AI to fill and complete the data.
Pay close attention to data management. This is where the human is very much present and needed. This is where we, as bookkeepers, are needed and use our knowledge to the fullest. (i.e. loan payments splits, asset or expense qualifications, equity contribution vs income…. Just to name a few)
Review, review, review. Here at Books LA, we have a once-a-month meeting with our clients where we go over the current report and plan ahead. We also review quarterly and YTD reports as we go.
Therefore, once January arrives, all we have to do is do a final check. That’s why we CAN be done by January 15th

After you have scanned all your receipts, you are most likely to come across quite a few cash receipts. If you are like 95% of us, those receipts are usually forgotten about and rarely counted for at the year end, right?
On average, there are about 4 cash receipts per month, ranging between $6-$12 each, and some are even over $20. If we tally the total spent, on average, is between $288 and $576.
Now, by using a Fujitsu’s ScanSnap ix1500 to capture those receipts, your ScanSnap paid for itself within the first year or two. But, here is a $50 rebate as well! 


*This might seem like a tall order but wait until you are at your last piece of paper.  If you are slightly similar to me, you will be searching for papers to scan and be sad when you can’t find any. You are welcome!

ScanSnap and Hubdoc are in #LOVE

By App Review, Cloud Accounting Option and Reviews, Document Management, Procedures, ScanSnap
Hubdoc ScanSnap iX500

ScanSnap iX500 and Hubdoc – are now seamlessly integrated

We received a call today from a potential client; a law firm, looking for a new bookkeeper since their bookkeeper is retiring. Like with any other call, we asked them for the overview and a roadmap of the current process they have with their bookkeeper.

  • Currently using QuickBooks Desktop
  • Bookkeeper is working from their office
  • When she is not, they send her the documents via mail (not email!), she works on the files and send those back to the law office
  • They are using Bill4Time software (yay!) but it’s not currently linked to the QB file

Three years ago, I would have contemplated to take over the same workflow and would have thought that I am doing my clients a favor for not changing their rhythm.

Hubdoc ScanSnap Books LA Integration

Integration between ScanSnap and Hubdoc is what we were waiting for!

Instead, we have talked about what we can now do with the available technology:

  • We can move the company file over to the QuickBooks Online. We like QB Desktop a lot but are supporting QBO and Xero only because:
  • We can work offsite, not using their office space and being way more efficient by not ever being stuck in LA traffic.
  • Because now we can scan the files with one touch to Fujitsu ScanSnap and send it straight to Hubdoc – so no file will ever leave the office, but it would be accessible in cloud and searchable by CTRL+F
  • We would connect the Bill4time directly to QBO for a seamless and easy reporting.

Just a week ago, I wouldn’t be able to recommend this seamless workflow and offer such a convenience that we can offer today. Just a week ago, we used to scan all our documents to ScanSnap Cloud and then drag+drop the documents to Hubdoc. Now that has changed since ScanSnap and Hubdoc are in LOVE!

ScanSnap: We love our ScanSnap iX500!

A few months ago, we posted a blog on our website with a story of moving our entire HON 4 drawer lateral file cabinet to the cloud. Just imagine how much easier the life would be if you could search all your files with CRTL+F = ALL! Well, we can! And it’s an amazing time saver!

Yes, scanning the files with a regular scanner might seem like a good idea. However, scanning with a regular scanner will make your files readable. But could those files talk as well? No!

Using the ScanSnap scanner your files will talk! Yes, talk! With many, many programs and tools that are accessible now. How? Well, ABBYY USA Technology is now part of the Fujitsu ScanSnap

So files are scanned perfectly – regardless of the shape and size, and are easy to read!

Hubdoc: We love Hubdoc!

Hubdoc ScanSnap TOP 50 Books LA

Books LA was included in this prestigious list for the second year in the row

It is not a secret that we LOVE Hubdoc! Books LA is a hard-core fan, groupie even, of a Hubdoc. Besides the fact that the whole Hubdoc team is probably the best there is, with a super friendly and knowledgeable staff who are always super happy to help, Hubdoc SOLVED our problems

Since January 2015 using Hubdoc became a requirement for any of our clients.

If things could get better – they sure did!


Last week it was announced a ScanSnap and Hubdoc integration! AND IT’S A MUSIC TO OUR BOOKKEEPERS EARS!


ScanSnap is the best scanner out there: Review of ScanSnap at 

ScanSnap + Hubdoc = #LOVE

That law office client that called today, we can simplify the workflow.

By having a ScanSnap scanner, they can easily scan all the necessary documents over to Hubdoc – DIRECTLY! Because the scan quality is superb, the Hubdoc can easily OCR the whole document, and easily extract the name, date, amount, type… And Hubdoc will file the document in the appropriate folder; one vendor- one folder.


From Hubdoc we can easily ‘push’ the documents over to QBO or Xero. That way we can attach the PDF, .jpg to a transaction and have the backup readily available in the QBO or Xero, and email the backup along with the invoice.

And it’s that simple!

With ScanSnap scanners your documents will talk + Hubdoc will listen and understand = jointly both will seamlessly communicate with your accounting software ( Quickbooks Online, Xero, Sage. Intacct..)

This is a marriage made in heaven!


Setup is super easy!


Step One: During the Setup select Hubdoc from the offered cloud storage options





Step Two: Login to Hubdoc with your credentials





 Step Three: CONNECTED!





ScanSnap to the rescue!

By Cloud Accounting Option and Reviews, Document Management, ScanSnap

Mission: HON 4 drawer lateral filing cabinet – to Scan Snap Cloud

Mission Accomplished!


ScanSnap IX100

I was introduced to a ScanSnap IX100 at the QB Connect ’15 in San Jose and was blown away by the quality, speed, simplicity and design of that small but mighty powerful scanner. And that scanner was the only thing I needed in the past year! If I was to receive any documents, or receipts, I would just push the document through the scanner, regardless of the size, and would get a quality document that would be easily extracted by PDF2XL software.


Earlier in the Spring of 2016 I was made aware that the building next door (or should I be more specific and say – 6 yards away) will be tearing down and the new and improved 5 stories high building will be built in its place. What that meant was that I will lose that little sunlight I had in my office. And that is if I am able to endure the contraction noise just a few feet away for at least 12 months.  That was the idea, I needed to be strong and tune out the noise.


ScanSnap IX500

Well, that is way easier said than done!  The office was located in the building that wasn’t soundproof /at all/ anyhow, and the vibrations alone became unbearable. The only option I had was moving! And that was not in my plan. The summer was supposed to be fun, my stepdaughter was coming for a summer, and that would be her first time to the US. I was all in the plans of what we will do once she is here. Moving wasn’t on the agenda. However, shortly after the construction started I released that NOT moving wasn’t on the new agenda either.

So, we quickly found a new place and were set to move last week of June 2016. My husband flew back to LA with his daughter just a few days before we were supposed to move. The new place was great except that my HON 4 drawer lateral filing cabinet could not fit into my new office. It was full of old papers and old documents that I might need some day. The files in the filing cabinet were there well before we implemented 100% could policy in Books LA.


Those boxes look much smaller on the pictures! The boxes were huge!


One thing I had in mind was – ScanSnap!

In May 2016 I was at the Scaling New Heights Conference.  As the luck would

have it, I was a lucky winner of the #ScanSnap IX500 Contest!  Scaling New Heights Conference was amazing, but winning my new #IX500 was a cherry on the top! ScanSnap IX500 was coming to my rescue at the right moment.


My plan was, once we move to a new location, to have the scanning party time with my 13-year-old stepdaughter. And to scan the documents from the 4 drawers to my #ScanSnap cloud.

The plan was to have the whole project done in 4 weeks, one per each drawer.

That WAS the plan!


ScanSnap Fujitsu Contest winning selfie!


Well, that didn’t happen! What happened was – I should have known that my step daughter would

rather watch Pretty Little Liars than help me (with pay – using #TSheets and all) in the office. OK, noted! #LearnedMyStepMomLesson!


So, I approached the task at hand and had a bit of anxiety at the beginning. I had 3 extra-large boxes of files, a will, and my ScanSnap IX500. All that and the goal of 4 weeks – start to finish


Fast forward 3 weeks later!

(yes, JUST 3 weeks!!)


Files- gone! Boxes – Gone!

ScanSnap IX500 – visible and sitting decluttered on my desk, getting some rest.

ScanSnap is the best scanner out there! Quality is amazing, the interface is super simple, and the design is really cool!scansnap

A month after I have finished my project, I was visiting a client of mine. Just the day before my visit, we were on the phone, and he was telling me how much he dislikes his regular scanner. Talk about scanning 26 pages of one bill, and scanning only one side of the document at the time, since the scanner they had in the office have had an issue with scanning double-sided documents. And then scanning the other side of the 26-page document, just to combine the two PDF’s in one! Ouch!

I was sure that they might have more bills and documents for scanning so I took my IX500 and went the next day to their office. That 26-page document was scanned within 35 sec – BOTH SIDES! And the quality was that good, the data was easily extracted by the PDF2XL Enterprise.  The rest of the bills were scanned within 10 minutes – ALL OF THEM! My client was that impressed that they immediately ordered one for their office. What a saver!


What have I learned from this project?

  1. Scanning can be fun!
  2. Scanning with ScanSnap IX100 is all you need for the cloud, BUT:
  3. Scanning with ScanSnap IX500 is way easier for the larger projects and offices!
  4. Scanning is not fun for a 13-year-old
  5. Shredding IS super fun project for a 13-year-old, and that is easily accomplished by finishing the:
  6. Task of scanning a HON lateral 4-drawer filing cabinet is so doable and easy!
  7. Life is way easier without the papers around!
  8. Bookkeepers life is way easier when the 4-drawer filing cabinet CAN be searched with CTRL+F
  9. And, I can’t wait for the ScanSnap + Hubdoc integration


Again, THANK YOU ScanSnap! Thank you, Fujitsu!


*Fujitsu has 3 other models – Comparison grid can be found here