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Is your business still capturing vital business information on paper forms, and then manually deciphering the handwritten data and capturing it into your software systems? If the answer is “yes,” it’s definitely time to consider switching to electronic forms, also known as eForms or web forms.

Electronic forms, as the name suggests, are web- or mobile-based forms that enable you to capture the information filled into the form directly into your software systems, without the need for any manual data capture. With the average person estimated to fill in at least one online form per week, the chances are you’ve already completed many of them.

But how can electronic forms benefit your business? What advantages do electronic forms offer? In this article, we’ll unpack some of the most compelling reasons to make the switch.

Use Cases for Electronic Forms

Whatever the amount and no matter the industry, important information and data must be captured to ensure the smooth and efficient operation of your business. Even a humble stall at a market must capture expenses, sales, and possibly feedback from customers.

You can use electronic forms to capture practically any kind of data, from support requests to sales inquiries, and from your sales staff’s expense sheets to contracts. Electronic forms can be used to conduct surveys and polls, fill in invoices and orders, and handle literally any business process that requires data to be entered, captured, and processed.

But why go through the process of implementing electronic forms if you’ve always used paper forms?

Benefits of Electronic Forms

Here are some of the main benefits of using electronic forms (as opposed to paper).

Accessible Anywhere, Anytime

With paper forms, the person filling the form must either be physically present in order to fill in and submit the form, or they need to print it out, fill it in, then scan and return the completed form, usually by email.

Electronic forms, by contrast, sit on a webpage or in a mobile app. The person filling in the eForm can simply access the form online from anywhere, fill it in, and then click submit. There’s no need for them to be present or for any printing and scanning.

Additionally, if your electronic form submissions are stored in the cloud, your team can also access, check, and process them from anywhere with an internet connection.

Increase Productivity and Reduce Costs

Producing paper forms costs money. Expenses include the costs of the paper and ink (or the fees of a printing provider if you’re not printing in-house), and may also include costs to design and distribute the forms. However, arguably the biggest costs associated with paper forms are incurred in capturing and processing the information on the forms. Someone has to do this tedious and error-prone work, which takes time – ultimately costing you money.

By contrast, electronic forms require no paper or printing costs, nor any manual data capture. The forms are captured directly into your software system, from where they can be efficiently processed.

Quality Control

It can be difficult to read handwritten responses on a paper form. It’s easy for the person filling in the form to make mistakes or provide incomplete data or data in the wrong format. And it’s just as easy for mistakes to be made while capturing this form of data into your software.

Electronic forms can greatly improve the quality of the input data. You can use features like date-pickers, drop-down lists, and auto-fill fields to ensure you’re getting exactly the data you need, in the correct format and the right place. That means the data you receive will be easier and quicker to process, saving you time and thus money.

This is especially true when the form includes calculations, for example when creating invoices or quotes. Most electronic forms enable automatic calculations, meaning you won’t have to manually add up all the line items or calculate relevant taxes or discounts when completing the form.

Security & Storage

Storing and securing paper forms are processes that come with their own set of issues. You need filing cabinets, which cost money and take up office space. Plus, it can be time-consuming and inefficient to rummage through the filing cabinets to find the forms you’re looking for, or just to work with piles of paper in general. Paper documents are also at risk from theft, fire, water, and similar physical threats.

Electronic forms are stored digitally, either on one of your office computers, an in-house server or in the cloud. Provided that you have effective backup and access control strategies in place, they’ll never be stolen, get wet, or go up in smoke. And as mentioned earlier, if you store your electronic forms in the cloud, you’ll also be able to access them from anywhere, adding another layer of security and convenience.

Audit Trails

Some forms require input from multiple team members or departments. For example, you might need the data to be checked and signed off by one employee, before being integrated into your workflow, requiring another signature from a different employee at the end of the process.

With electronic forms, this process is more secure and efficient than with paper forms. Say goodbye to printing out documents and leaving them sitting on desks waiting for that sign-off signature. You can integrate electronic signatures and automated processes into electronic forms, making it easy for forms to be signed and routed to the right people automatically.

Sustainability

Many businesses today are increasingly concerned about the environmental impact of their operations – as are their customers. Electronic forms reduce your usage of paper and environmentally toxic consumables like ink and toner cartridges, thereby lowering your environmental footprint considerably.

Speak to the Experts

The benefits of implementing electronic forms speak for themselves. However, it can be tricky working out which software to use to create and process your forms, and how best to integrate eForms into your set-up. It’s a good idea to consult an expert who can advise you on the right way forward.

If you’re in the Houston area, Stargel Office Solutions has decades of experience in supplying office technology and solutions and specializes in electronic form solutions for businesses of all sizes. Contact us today to discuss the options and get a quote.