The third installment of our new blog series, "Preach what we Practice" where we'll give fellow small business owners a back-stage pass to how we do business. This week I'm digging into our file management practices.
- Nate -
Since we pride ourselves on a 100% paperless office, we don't own a printer. But that also means we don't have a scanner for receipts, order confirmations, signed documents, etc... CutePDF is a fantastically lean, little tool.
We just use the the free version of CutePDF.
The setup is pretty easy, but usage can be a little tricky - CutePDF adds a feature to the Print to File feature in Windows. This screenshot shows the basics. I press Ctrl-P to print (fairly standard in Windows), and get this dialog box.
And after you hit print, you need to wait a few seconds (there's no hourglass or status bar unfortunately) until you get this dialog. Just select a folder, rename the file and click Save.
When we send the final version of a contract or proposal (anything that needs to be signed) we'll either us the "Save As > PDF" option if our laptop is rocking the latest version of Microsoft Word (2007 ->), or we'll print to file using CutePDF.
Well, anything that doesn't NEED to be saved to PDF, such as documents best handled in Google Docs.
CutePDF will automatically clone the current filename - so ClientName - Marketing Agreement - 092013.doc will become ClientName - Marketing Agreement - 092013.pdf.
Starting this Fall, we'll be sharing our favorite templates, check-lists, tutorials, etc... to our email subscribers. That includes everything from marketing checklists to finance spreadsheets to comprehensive how-to guides for tools such as CutePDF, and sales funnels.
Launches in early October 2013. Sign-up here to be notified of the release date and details.