Circulation of financial and accounting documents - how to transmit them securely to clients remotely?

The circulation of all documentation containing important information, including financial and accounting documents, should be fully secure. This can sometimes seem difficult when working with clients remotely. However, there is an effective method to comfortably transfer important forms that require a signature. How do you streamline this process in your company?

What is the financial and accounting workflow?

Before getting into the details of document delivery, it is worth starting with the definition of the financial and accounting workflow. The name refers to the entire process from their creation, through their verification and approval to their posting and the necessary controls.

In addition, care must be taken to ensure that documents are properly stored. This is in order to maintain their integrity, accessibility and compliance with applicable regulations. They can be collected on paper or electronically. The situation is similar with regard to their transmission to others.

How to transfer accounting documents remotely?

Remote circulation of financial documents is not uncommon as part of the contract between an accounting firm and a client. In order to transmit important financial information in a secure manner, it is necessary to use verified e-mail and encrypted access.

You can also upload documents using special platforms or the cloud. It is advisable to secure online folders, e.g. with passwords or two-factor authentication, so that their contents do not reach unwanted recipients. However, such forms of service only apply to e-documents that do not require proof of identity.

It is worth familiarising yourself with the scheme for the circulation of accounting documents via InPost. We assist companies in transferring both documentation requiring an electronic signature and a physical signature via courier. In this way, sending documents for signature is done in a secure way. How does it work?

SmartCourier services - fully secure delivery of documents for signature and proof of identity

If you are an accountant and familiar with the instructions for the circulation of financial documents, you know that some of them require delivery with acknowledgement of receipt by the addressee. At InPost, we offer the SmartCourier service, through which you can securely transmit them electronically and on paper.

As part of the SmartCourier service, our qualified couriers collect the necessary documents from you and then transfer it to the sorting office from where it will go to the Delivery Couriers, who contact the recipient to arrange a suitable delivery time.

During the delivery of the financial and accounting documents, the courier will confirm the identity of the recipient on the basis of an identity document agreed with you and sign a document with the recipient confirming receipt of the delivery. The acknowledgement of receipt then goes to you, the sender of the documents.

If your document delivery procedures do not require a physical signature, but you want a signed acknowledgement of receipt, we have a solution for you which is eSmartCourier MIX. During the delivery of this type of parcel, the courier will carry out all the verification activities, but the delivery receipt will be signed electronically. The document will be secured with a qualified seal and will be available to you in a dedicated web application after just a few seconds.

Whichever form of document delivery you choose, you gain the guarantee of security and always have formal confirmation that it has reached the recipient. You can watch over every stage of their delivery by tracking the status of your shipment.

Document delivery takes place between 8 a.m. and 8 p.m. You therefore allow the addressees to arrange a convenient time with the courier to collect their documents. In addition, using our service gives you the chance to take care of customers from all over the country, and thus the resilient growth of your business.

Some documents need to be signed for and hand-delivered, and with us, they will reach the recipient quickly - you don't have to leave your home at all. SmartCourier is a service aimed solely at companies, so running a business is essential. As part of the offer, we offer special envelopes to properly secure documents, as well as transport in boxes to prevent letters from being damaged or lost.

Contact us today for efficient and safe delivery of documentation to clients from any corner of Poland! Find out more at https://inpost.pl/smartcourier-oferta .