Enhance collaboration among your team members

At Aleop, we love to simplify your accounting, which is why we continue to enhance our service offerings by providing you with new features that not only aim to optimize your internal processes but also improve collaboration among your team members and enable you to track your company’s financial health in real-time through clear financial indicators. 

Our new feature, Annotations, is specifically designed to:

• Eliminate paper notes.
• Centralize all your payment/receipt notes.
• Facilitate communication with external parties. 
• Simplify the approval process. 
• Prevent OCR data capture errors. 
• Provide context for an expense or income. 
• Reduce repetitive email exchanges or calls. 
• Streamline the management of your files.
• And much more. 

Have you ever written the date and payment method on an invoice? With Annotations, this is no longer necessary. Each piece of information is timestamped and follows the digital copy of the invoice, eliminating any ambiguity. You gain complete visibility over the progression of interactions, making management and verifications simpler. 

Why did we create this feature?

Before the addition of annotations, important information was often scattered across emails, separate documents, or discussions, making tracking complex and prone to errors. Since it's humanly impossible to remember everything, annotations provide a way to keep notes or discuss matters with partners directly on the purchase or sales invoice in Aleop. These annotations allow for consolidating communications among all partners within the same platform. No more handwritten notes; welcome to the digital age.  

Imagine an invoice sent without annotations. All communication to clarify details occurs through separate emails, creating scattered and sometimes contradictory exchanges. A team member must explain a change on the invoice in a new email, which increases the risk of errors and misunderstandings. Ultimately, essential information is dispersed, making tracking difficult and causing delays in processing the transaction.  

Annotations also allow you to add contextual notes directly related to a transaction, providing additional information about the payment or collection. For example, you can specify the payment date of an invoice, provide details about payment terms, note reference numbers, or add comments to clarify specific points.   

An overview of annotations and their features

First, you have the option to use two types of annotations: general annotations and payment and receipt annotations. General annotations allow you to leave a note on all documents within Aleop, while payment and receipt annotations are specifically designed to provide details about financial transactions.  

General Annotation

The general annotation allows you to add textual information directly to a document. You can write your text using various formatting options (size, font, bold, italic, underline, etc.) and mention a user from your organization who has access to Aleop. This user will receive a notification informing them of the note and can easily access it. (For more details on this, please refer to the section Notifications.) 

Payment & Receipt Annotation

The payment and receipt annotation allows you to add qualitative information regarding the payment or receipt associated with a document. This information will not be integrated into the accounting entry or during the payment/incomings process. It offers the same functionalities as the general annotation while including additional options, such as: 

• The payment date 
• The amount paid 
• The discount received 
• The reference number 
• The additional interest 

Annotation Search

Just like searching for transactions, it is easy to locate a general or payment/receipt annotation by defining search criteria.  

It is also possible to narrow search results specifically to documents without annotations, allowing you to add one later.

Notifications

Users have the option to choose to receive notifications when they are mentioned. This flexibility allows them to stay informed about important exchanges. Notifications can be sent via internal messaging, by texto, or by email, ensuring that each user is alerted as soon as they are mentioned. This guarantees smooth communication and optimal responsiveness, thereby facilitating collaboration within the team. 

For more information on the sub-features of annotations and to learn more about how they work, you can read our complete guide here.  

How to take advantage of Annotations 

Here is how a company can take advantage of Aleop's new annotations to optimize its productivity and enhance its operational efficiency. 

The administrative team of a company includes directors, accounting technicians, financial controllers, administrative assistants, etc. With annotations, each member can add relevant information to financial documents, which improves cash flow management and the preparation of accounting reports. 

Recording a sales invoice: 
The administrative assistant generates an invoice for a client and uses an annotation to indicate that payment is expected within 30 days. This helps classify the document for cash flow tracking. 

Mentioning a colleague: 
The administrative assistant mentions the accounting technician in the annotation, allowing them to receive a notification to review the invoice and the due date. 

Invoice review: 
The accounting technician, upon reviewing the annotated invoice, adds a note to clarify that the amount includes a payment discount. This annotation is essential for the preparation of the financial statements. 

Payment tracking: 
When the payment is received, the accounting technician uses a payment annotation to mark the invoice as settled and also mentions the receipt date, thereby facilitating cash flow management for the financial controller. 

Clarity and traceability: 
Annotations therefore centralize all information related to financial documents, allowing the team to easily review comments and ensure that everything is in order for accounting reports. 

Together towards effective management

Aleop’s Annotations are a major step forward in enhancing productivity and collaboration within businesses, even if your team consists of just two people. By centralizing information on documents, they reduce the risk of misunderstandings and make tracking transactions easier. 

This feature allows users to clarify payments, share essential information, and improve the management of daily documents. We invite you to explore all the possibilities offered by annotations by consulting complete guide to optimize your use of this new feature. 

Are you not yet an Aleop client and this new feature catches your attention? Schedule a free demo to learn more about how Aleop can be essential for your business.