As a small business, the smallest decision can have a big impact on your efficiency and profitability. That's why you need to make the right decision, and adopt the PDF file format in particular. Quotes, invoices, expense reports, commercial agreements, forms... With PDF dematerialisation, you can put an end to security breaches and collaboration hampered by technical problems. Discover 7 concrete advantages of using the PDF format for small and medium-sized businesses!
1. Universal and accessible
PDF is a universal format. In other words, it is accepted by all professional tools and software, at regional, national and international level.
What's more, it is cross-platform compatible. This means that a document in PDF format can be viewed on any operating system (Mac, Windows, Linux, Android, iOS, etc.). No matter what type of device you use, your recipient can open your document.
As you can see, PDF is a universally compatible format for facilitating your document exchanges. Even across the world.
2. Stable and unalterable
The PDF format is stable. In other words, whatever PDF document you send and whatever device or operating system the recipient uses to open it, your file in PDF format will retain the same visual appearance, with no risk of alteration.
Unlike other formats, such as Word or PowerPoint, which are subject to a few variations, PDF preserves its graphic elements and page layout. So you can be sure of smooth, professional communication by eliminating potential formatting problems.
3. Light in size and weight
The PDF format is also distinguished by its ability to produce lightweight files while maintaining excellent quality.
This is particularly advantageous for small and medium-sized businesses that need to manage their storage space efficiently. A PDF file often takes up less space than a Word document or similar format. Except in the case of content that is particularly rich in high-resolution images, of course.
As well as saving on archiving costs (on site or in the cloud), the PDF format also makes it easier to share documents by email. In fact, because of their reduced size, PDF documents are rarely bothered by the size limits imposed by messaging systems or sharing platforms (Google Drive, Dropbox, Box, etc.). What's more, if your files are going to be heavier, there's nothing to stop you compressing them to reduce their size.
4. Inexpensive
The PDF format is also ideal for businesses on a tight budget. By adopting digital processes, you reduce your dependence on paper, thereby cutting printing and physical storage costs. An approach that's not only economical, but also environmentally friendly.
What's more, many affordable tools, such as PDFSmart, allow you to create, modify, convert, protect and sign PDF files online. No need to invest in expensive software.
Finally, the PDF format simplifies workflows, increasing your productivity and minimising costly human errors.
5. Secure
Did you know that VSEs and SMEs are the most targeted by cyber attacks? So securing your confidential data is essential.
The PDF format offers advanced features to protect your sensitive documents. With password protection, you can restrict access to files containing confidential information, such as contracts, financial data or strategic information. Only authorised people can view or modify the file.
In addition, PDF has built-in encryption, reinforcing the confidentiality of data exchanged or stored. This feature protects your documents against attempts at unauthorised access, while complying with compliance requirements for the protection of sensitive data.
Finally, PDF is the reference format for electronic signatures. As a reminder, these legal and secure features speed up the signature process, while ensuring the authenticity and integrity of the signed files.
6. Easier document management
The PDF format is proving to be an ideal ally when it comes to simplifying document management for VSEs and SMEs. Tools such as PDFSmart allow you to edit and customise PDF documents directly online. This customisation guarantees a polished, professional presentation.
This format also encourages remote collaboration. PDF files retain their quality and layout when shared. And tools like PDFSmart let you add annotations and comments in real time.
With PDF, you have a versatile tool for managing your documents according to your professional projects.
7. Contributing to the digital transition
With the pandemic, digitalising business processes has become a matter of course. But electronic document management (EDM) cannot be improvised. First of all, you need to establish a strong digital culture. Then you need to adopt the right digital tools.
Useful and easy to learn, PDFSmart is the ideal EDM software for small and medium-sized businesses. Thanks to its accessibility, ease of use and security, it lets you create, edit, convert and protect PDF files with complete peace of mind. We also offer Optical Character Recognition (OCR) and electronic signatures.
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