What does xpireDocs do?
In today’s compliance world, there is a requirement to not only gather documentation to support your audits, but also the responsibility to index against customer or vendor information. The effort does not end there, mostly due to the information and documents that need to be stored electronically for reporting and analytics, as well as audit purposes.
One of the low hanging areas of exposure is the expiration and sufficiency of these documents. Ensuring that both the dates and applied information are effective AND that the proper and valid information was captured in the process is critical to corporations. In most cases, this process must flow through all the way to the transaction level, implicating not only compliance on the process but accuracy at the invoice and sometimes even at a line item level.
Due to many compliance issues, it is also becoming important in today’s corporate world to track what is issued to a customer, Maintaining control over what is passed between vendor and customer and being able to determine not only what was sent, but also when and how many times.
Who needs xpireDocs?
Any organization who needs to keep track of critical forms or documents particulary that expire or have a business requirement such as Sales Tax Exemptions, Equipment Calibrations, W-9 and 1099 forms.
Examples of the kinds of documents that xpireDocs is utilized for include:
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Federal Excise Documentation
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Universal Service Fund
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Resale Certificates
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Not-for-Profit
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Government Agency Documentation
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Office of Foreign Missions Diplomatic Card
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W-9
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1099
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Human Resource Documents
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Equipment Calibrations and Certificates (ISO, GFSI)
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Training Certifications
Now that we have covered the “what” can be gathered with xpireDocs, let’s cover the when and how.
One of the musts of data indexing is collecting the correct documentation at the right time, and not chasing it down after the fact. A couple of examples in the real world would be at the Point-of-Sale and e-commerce. Finding out you needed to have a signed, or even a copy of a document after a transaction has gone through or trying to find the customer 3/6/9 months post invoice is a hurdle that is better taken on the front end of the process. xpireDocs helps you make the determination if you already have the applicable document, as well as whether it is expired or if an updated version is needed prior to completing the purchase and/or sale.
In addition, many organizations already have the struggle of being months, if not years, behind and have already received audit requests and penalties due to the missing documentation. There are built in functions within xpireDocs to send requests in a variety of methods to those customers, depending on what type of document is needed. The requests are also tracked at each communication, letting you determine whether or not there is any responsiveness, but the ability to show an agency during an audit of your efforts.
The xpireDocs team leverages years of experience linking documentation to the appropriate data points to provide our customers with the most comprehensive and secure solution.
We have made conduits or connections using existing REST and SOAP requests so your companies ERP or accounting packages can leverage the customer data stored within xpireDocs databases, to ensure ease of use and proper data input and collection on the front end of these types of transactions.
