Despite rapid advances in technology, many companies still rely heavily on paper — some even continue searching for places to fax documents. But going paperless isn’t just about saving trees; it also saves time, money, and valuable space. In a previous article, we explored strategies for creating a paperless office. Now, let’s take a closer look at specific tools that can make the transition smoother.
The apps below target some of the most common areas where businesses continue to depend on paper. From overflowing filing cabinets and stacks of receipts to traditional planners, these tools can help you eliminate the clutter. And yes — we’ve included a note-taking app, too.
1. PandaDoc
PandaDoc streamlines document automation, letting teams create, send, and track professional proposals with ease. It supports secure electronic signatures, eliminating the need to print, scan, or mail documents.
For businesses that frequently send proposals, PandaDoc is a time-saver. You can even import client data directly from your CRM for personalized documents, reducing errors like forgetting to update a client’s name.
2. FineReader (formerly FineScanner)
FineReader digitizes your paper documents, turning anything from handwritten notes to printed files into editable digital formats such as Word, Excel, and PDF.
With powerful OCR (optical character recognition), FineReader makes documents searchable and extracts tables with impressive accuracy. It’s like having a high-grade commercial scanner in your pocket, freeing up filing cabinet space while improving efficiency — and once digitized, you can easily share files via email, cloud storage, or even send fax directly when needed.
3. Asana
Project management often keeps teams tied to whiteboards and wall calendars. Asana changes that by providing clear, customizable views of tasks, calendars, and workflows.
Paper
Its flexible design makes it easy to visualize projects, prioritize work, and track progress at a glance — making it one of the best tools for managing team productivity digitally.
4. Woven
For those reluctant to part with their paper planners, Woven offers a smart digital alternative. It’s a powerful calendar app that lets you schedule meetings, create templates for recurring events, and coordinate availability with scheduling links.
Woven integrates seamlessly with Google and G Suite calendars, with Office 365 integration on the horizon.
5. Box
Digitizing files is only the first step — you also need a secure place to store and share them. Box is a cloud-based content management platform that supports collaboration, workflow management, and compliance with major data security standards.
It’s ideal for teams that need centralized access to important documents while maintaining control and security.
6. IDrive
If moving all your important files to the cloud feels risky, IDrive offers peace of mind. It provides secure backup and restore capabilities for contacts, calendars, photos, and more.
Automatic backups run in the background, ensuring your data is always safe. With free storage up to 5 GB and affordable paid plans starting at $2.95 per year, IDrive is an accessible backup solution for businesses of all sizes.
7. Evernote Scannable
Scannable, a free iOS app from Evernote, makes it easy to scan and share contracts, receipts, and business cards on the go. Documents can be saved digitally or sent instantly to the right destination.
For bulk scanning, Scannable integrates with the ScanSnap Evernote Edition Scanner to quickly process multipage files.
8. Invoicely
Managing finances is simpler with Invoicely, a web-based billing tool that allows you to send invoices, track expenses, and monitor business activity in real time.
Sending a file via an app
The app also supports direct payment links, making it easier for clients to pay you quickly and securely.
9. Expensify
Expense reports don’t have to be painful. Expensify automates the process by letting you snap photos of receipts, which it then categorizes and codes automatically.
It also tracks spending, mileage, and even GPS-based travel, making reimbursements faster and more accurate.
10. Sage One
For simple, accessible accounting, Sage One is a top choice. Even without advanced accounting knowledge, you can connect your bank, track sales and expenses, and monitor cash flow in real time.
Its collaborative features allow your team and accountant to work with the same live data, ensuring accuracy and reducing back-and-forth communication.
Final Thoughts
Going paperless doesn’t mean going without — it means using smarter, more efficient tools to replace outdated processes. From proposals to receipts to financial reporting, these apps can help you cut down on paper while boosting productivity.