Majority of finance companies recognize the necessity of automation technology that can promote efficiency as it drives business value. It is much more than reducing cost and increasing the speed at which documents are generated. Document automation for financial companies is the remedy for major pain points and it helps to extract and analyze data. These companies can depend on automation to solve the following finance documents problems as they improve profitability.
Financial regulations are mainly intended to protect customer investments, prevent fraud, and limit risk. The regulatory bodies depend on records like KYC documents to ensure that financial institutions are sticking to the guidelines. Before a company can think of optimizing cash flow, it needs to collect information about a new client and conduct verification. This is just one pain point in sticking to regulatory guidelines but it is the most common headache since often errors may occur when collecting the information and that results in fines, losses and at times customers may lose faith in the company.
Document automation creates a flawless process to collect information and create the needed customer profile. Templates used to create signup forms capture every necessary detail and this data is used to create a detailed document. The software can also be used to check if some information is missing or if wrong information has been provided, for example, if a client’s name doesn’t match their social security number, a notification will be sent.
Because finance companies carry out investments and partnerships with companies in different countries and regions, there’s always a difference in document formats. Even when a company has embraced a paperless system, certain formats may not be compatible with the system they use. This creates a problem in trying to open certain documents.
Document automation software is designed to be compatible with various formats and they can be converted automatically to what the bank uses. This solution even extends to language, documents in a different language from an overseas partner can be translated automatically to English and vice versa. This makes it easier to collaborate with multinational companies.
Reporting makes up a big part of the tasks finance companies undertake. With a large customer base, demands from regulatory bodies and the board all demanding different reports and statements, a lot of time have to be invested in generating reports and statements. Not only is it a burden having to dedicate so much time to create reports, but it is also prone to errors. Reports however are essential for making data-driven decisions. This means they cannot be ignored despite the pain they cause.
The solution to this is to automate the generation of reports. Automated reports and statements are more accurate and are available on request without the need to inform an accountant days before a meeting that a cash flow statement is needed.
Because these companies have many employees, there’s always a possibility that not everyone will follow certain guidelines about documents. For example, one person may decide to write the data in the format, mm/dd/yy and another may use, dd/mm/yy this can create confusion when interpreting financial data. They may seem like small issues but they can cause bigger problems. When individuals are not guided document quality is affected, branding is lost and losses may occur.
Automation software depends on templates that ensure the right format is followed all the time. Every document will have the same quality as the one before and there is no need to check and double-check documents for compliance issues.
The information gathered by financial companies about their clients can be hijacked in the process of recording it. Paper documents can be misplaced, left unattended to or physically damaged. Companies need to spend a lot of money on physical security for this information and it is still no guarantee that the documents are safe.
Automation on the other hand offers a better option since the information entered into the system is encrypted and the software company goes on to provide increased security for the documents using cloud storage which is harder to break into. With document automation software, it is easier to comply with guidelines for securing financial data.
Communication with clients makes up a big part of customer relationship management. Finance brokers need to provide portfolios for clients to go through and see possible investment opportunities. Notifications are also vital to ensure that the customer is kept in the loop about pending payments, promotional offers as well as the state of their account. All this communication needs to be personalized but it is hard to personalize communication with thousands of customers. Or is it?
By automating responses, notifications, and other communications with clients, the avenue of communication is kept open and most customers report that they are happy with the attention they receive. Questions can be answered immediately or forwarded to responsible personnel and there is a clear record of customer’s concerns.
Document automation is a key driver of financial transformation as it unlocks the full potential of a company to serve its clients efficiently and handle critical customer communication and financial processes. Software designed specifically for finance companies provides unique tools to address the pain points that are currently experienced when using traditional document generation practices.
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