How to manage your business with stamps ?
Running a business requires experience, but above all good organization. Indeed, it is easy to get lost and to make mistakes that can have huge consequences. Stamps are essential tools in the coordination of a company.
How do these accessories contribute to a well-run company? ? Here is the answer.
A little reminder: what is a stamp? ?
A stamp is an object that allows a company to mark administrative and official documents. This tool facilitates the administration tasks in the fastest and most efficient way. In fact, using it helps each member of the team to save a lot of time, as he does not need to write by hand the necessary information on each file to be processed.
Moreover, stamps highlight your professionalism, thus optimizing your credibility with your clients. It should be noted that these tools have no legal value as the State does not oblige companies to adopt them in their activities.
Know that you can customize your company stamp according to your needs. You can, for example, create one with your company logo or a thank you stamp.
Which stamps to use for a better organization of your company ?
There are several types of stamps available to companies, each with its own function.
The date stamp
A date stamp is undoubtedly the most indispensable in a company. It allows you to organize your archives in a chronological way and to trace the history of your various activities such as the payment of invoices or the sending of official and important documents. If you don’t date your documents, you’re likely to get tangled up, especially in urgent situations.
As you can see, the date stamp is ideal to facilitate the work of storage and organization.
The standard formula stamp
Many transactions must be made within a company. To be more organized, you need a few standard stamps. You will be able to correctly classify your documents, while automatically directing your collaborator in the tasks he must accomplish.
A “Paid” stamp will allow your accountant to record the transaction directly and file the document correctly. A “Confidential” stamp will allow the company secretary to give the document to a high ranking official concerned. The “Validated” stamp indicates that the person responsible for the task has the authorization to perform it. You are free to choose the shape of your stamp !
An authentication stamp
The authentication stamp allows you to identify your company. To do this, it is necessary to create personalized stamps that contain the necessary information such as the name of the company, the address of the head office, the logo if necessary, the telephone number and the legal form. For official documents, it is essential to use a stamp that contains the intra-community VAT number, the RCS number and the SIREN number.
These details mentioned on your stamp give the company credibility.
Please note: the personalized authentication stamp must be accompanied by a signature of the company’s manager in order to be considered.
The numbering stamp
As its name indicates, the numbering stamp is used to number a document. Numbered invoices allow for sorting. In addition, the numbers make it easier to trace these documents in case of emergency.
For speed, it’s best to use an automatic stamp.
The pocket stamp
In the course of business, you may need to travel, for example, to conclude a contract. You therefore need a pocket stamp to authenticate documents. It is characterized by its discretion as well as its practicality. A “Paid” stamp will allow your accountant to record the transaction directly and file the document correctly.
Customizable, this small size does not detract from its effectiveness. You can use it as a standard stamp.