Author: Suruchi Mittal

Hospitality industry processes are typically labor-intensive and time-consuming. Long queues of wait time can negatively impact customer experience. As per data, roughly 37 billion hours wait in line each year. However, the hospitality industry has always been a trendsetter in adopting and integrating new technologies. One significant technology is the Quick Response Code, popularly known as the QR code. 

The implementation of QR codes for hotels can help cut long queues and allow you to enhance guest check-in experiences, increase ROI, making hospitality services more streamlined and contactless. Using a visitor management system with the QR code allows pre-approved registration of visitors while saving time and money and improving security. This blog will demonstrate the benefits of pre-approved registering visitors with a QR code using a visitor registration system. 

What Is a QR Code-Based Check-In System?

A QR code-based check-in system is a simple process of verifying the authenticity of visitors before entering a building. Using a QR code scan, visitors no longer have to wait in the queue for entry. Instead, they can scan their barcode using a smartphone to quickly confirm that they are pre-approved registrars for their visit before being allowed entry. This process makes the visitor’s entry as smooth and quick as possible.

The QR code scan data stored in a database can then be used to manage visitor flow. Not only do QR code-based visitor check in systems save time by reducing manual validation processes, but also improve safety measures by allowing you to identify who is on your property at all times.

How Does a QR Code-Based Check-In System Work For Hotels?

With the OneStop visitor management system, visitors first need to pre-register for a visit, then the host approves them in the system. On the day of their arrival, visitors need only to scan a QR code to check in, and the hotel’s host and other relevant employees are notified of the visitor’s presence.

There are two types of visitors:

• Pre-Approved Visitors: To these visitors, QR codes are sent via email with pre-approved registration details such as name, photo, Reservation ID, reason for visit, and proof of identity some days before they arrive at the hotel. On the day of the visit, these visitors need to scan the QR code at their entry level.  

• Walk-in Visitors: Walk-in visitors scan the company QR code, and the host can accept or reject their entry. If accepted, they’re sent an email or SMS with pre-registration details, including visitor name, photo, etc. before entry level.

Benefits of Pre-Approved Registration Visitors

Pre-registration can help you save time and optimize the security and efficiency of your workplace. Over 50% time savings at check-in can be achieved with high pre-registration usage. Some benefits of pre-registration:

• Speeds up lobby check-in and reduces wait times and paperwork.
• No repeated effort for re-entering data or long lines.
• Allows staff to validate and approve guests remotely in advance.
• Enhances security by capturing visitor details earlier.
• Syncs with visitor management software pre-arrival.
• Gives a professional first impression to visitors.

Advantages of Using QR Code-Based Check-In System for the Hospitality Industry

According to a study, about 70% of hotels offer QR Codes to their customers for booking reservations. When it comes to check-ins, QR Codes can enhance the process in many ways: 

Better Check-in Experience

Implementing a QR code with visitor management software in hospitality has accelerated the check-in process for guests upon arrival, eliminating long waiting lines and making way for a self-check and hassle-free experience. For a complete online check-in experience, send guests an email with a QR code for pre-approved visitors. This will improve visitors’ experience by eliminating waiting time at reception.

Safe, Secure, and Contactless Operations

The QR code check-in process has made the hospitality sector a safer place. Safety, hygiene, and reduced exposure are on the top list of QR codes for hotels. QR code processes are 100% contactless and improve the customer experience. Most hotels now have QR codes on keycards to access their rooms. QR codes along with RFID technology have revolutionized the check-in process at hotels. A customer has to scan the QR code to enter their room making it a safe, and secure experience. 

Reduced Operational Cost

A QR Code for check-in can help you create the perfect balance between managed operational costs while maintaining visitor satisfaction. It reduces printing paper costs and labor expenses by using QR codes in reception areas, hotel rooms, spa lounges, etc. Further, it reduces the waiting time at reception areas while enhancing the customer experience. Automation can take care of repetitive or routine tasks such as room service, restaurant ordering, guest reservations, and much more. OneStop visitor management Software with QR code can help in optimizing overall cost. 

Seamless Guest-Tracking for Security

OneStop’s VMS with QR code allows you to monitor who is checking in and checking out of your property. It allows hotel staff to keep track of the things like date and time of check-in and check-out, no. of unique visitors, the device used to scan like mobile check in, location of the person scanning the QR code etc. 

Lead Generation and Effective Marketing

All the data captured with QR Codes can become a useful lead generation for hotels. It can be a great way to warm up leads captured through check-ins. For example, when visitors scan the QR Code, a list of data gets captured in the online visitor’s management system, such as the device type, location, number of visitors, date and time of entry, etc. Hotels can benefit from this data by analyzing and re-engaging with their audience via Facebook and Google Ads. Additionally, the hospitality industry can promote upcoming events or special offers at hotels to capture potential business.

Conclusion

The right QR code check-in system ensures that all people – employees, visitors, and beyond – have a convenient and welcoming experience from the moment they schedule their arrival until their departure. Visitors with pre-approved registration help to save time and money and improve the security of both visitors and the hospitality industry.

Now that you know much about QR codes for hotels, it’s time to implement them. If you are considering implementing a visitor management system in your business, One Stop VMS can easily create, manage, and track your QR code for check-in visitors. Following best practices and integration with visitor management software offers pre-registration options and enables the hospitality industry to transform its visitor entry experience through streamlined check-ins and strengthened access controls.

To learn more about QR codes, you can refer to our blog on the advantages QR codes hold for the workplace.

When it comes to the impact of technology on the retail business, online accounting software has become a necessity for staying ahead of the competition or maximizing profitability. Retailers/shopkeepers still operating with traditional bookkeeping methods find it a daunting task to keep up with the high volume of accounting and finance records, and manually tally every monetary transaction from the financial data stored across multiple accounting systems. 

That is why accounting & invoicing software is essential to retail enterprises for managing their money, handling inventory, tracking sales, and keeping precise financial records. It is also essential to adhere to tax regulations for dealing with concerns relating to sales taxes in multiple areas or for diverse commodities. In this post, let’s dive in detail into the importance of billing software which is a need for the retail business.

Overview: Invoicing Accounting Software for Retailers/Shopkeepers

To support the financial stability of the retail industry, robust invoicing software is designed to ensure that it works efficiently, maintains accurate financial records, and generates reliable financial statements. The main goal is to keep track of daily sales transactions, manage complicated inventory systems, track accounts receivable and payable, and categorize expenses like rent, utilities, labor, marketing, etc.

Moreover, smart billing software for small business is crucial for making informed decisions and maintaining competitiveness by maintaining complete financial records and getting insights into specific financial challenges to better understand their profitability and financial condition using financial statement preparation and profit margin analysis.

According to Fortune Business Insights reports’, the billing software market will expand to $416.23 million by 2024. With the integration of online accounting software, shopkeepers understand the laws for payroll tax, income tax, and sales tax helping to improve accuracy and efficiency. Additionally, it helps retailers identify patterns, evaluate the performance of various product categories, and make wise decisions to increase profitability with regular financial analysis. 

Importance of One Stop Invoicing Accounting Software for Retailers/Shopkeepers

Growing retail businesses must improve their agility and scalability. Accounting software can turn out to be a game-changer for retail shops. It offers various benefits of Automated Invoicing and Billing such as simplifying inventory management, streamlining sales processes, ensuring optimal stock levels, reducing carrying costs, and enhancing customer satisfaction. Here is why billing software is important for retailers:

Information Accuracy

For retailers, manually executing transaction matching or workflow tasks can be challenging. Billing software for small business automate these processes. Further, it helps to keep records of the fund movement, inventory, and so on. Moreover, it offers accurate and real-time financial data to make strategic growth decisions.

Accounting software enables automatic data imports from different systems across other locations to ensure that reconciliation is done without the risk of entry errors. Also, the automated workflow helps compare the general ledger to investigate differences and take the required action, while removing the daunting task of manually comparing multiple books to accomplish the solution.

Easy and Fast Billing

OneStop billing software generates precise bills, and item management, and simplifies tax and discount calculations. With automation and optimization, it helps to save time, reduce errors, and enhance the shopping experience by improving billing speed. 

It benefits handling all sales and purchases operations, managing invoices and bills, and tracking payments efficiently. Over all the software automates the process of bookkeeping, simultaneously controlling frontend and backend financial operations, and saves a lot of time over manual processing methods.

Automate Invoice Generation

Generating manual entries for invoices for thousands of transactions is a hard task. This is where the invoicing system comes in the game. The computerized system runs reports to detect which buyers have paid and can generate invoices for their transactions automatically in just a few clicks.

The invoicing software offers retailers an effortless design header, provides a personalized touch, and prints item details in invoices to keep the customers connected and enhance their shopping experience. 

Complete Inventory Management

With the billing software, retailers can elevate inventory management to new heights, ensuring smooth operations, optimized stock levels, and increased profitability. Shopkeepers can monitor real-time stock quantities to make strategic decisions and ensure timely replenishment, avoiding stockouts and improving overall business efficiency with customer satisfaction.

Some other features of online accounting software include defining minimum stock thresholds to automate the reorder process, ensuring smooth inventory management, and preventing supply shortages. Retailers use the systems to organize their stores, manage inventories, control store-level transactions, service customers, and improve sales.

Integrated Cloud-Based System

The retail industry has seen an increase in the adoption of cloud technology. Cloud based accounting software is not only cost-effective and highly accessible but it helps small retailers track item performance, receive stock alerts, create loyalty schemes, make data access easy, forecast accuracy, and utilize customer data, all from an integrated cloud-based point-of-sale system. 

According to research, 67% of accountants prefer cloud accounting software. This creates a smooth retail experience in a competitive world. Customers are more likely to remain loyal to a brand that offers great loyalty schemes, personalized marketing outreach, and a seamless customer experience.

Cash Transaction Management

With OneStop accounting software, you can optimize cash payment management, ensuring accuracy, transparency, and efficiency in your retail business operations. Retailers can simplify their cash transactions, gain valuable insights from detailed reports, and stay in complete control of cash flow for sustainable growth and success. 

The billing software eliminates the need for complex manual calculations and reduces the likelihood of errors. Moreover, it records cash inflows with precision, ensuring transparent and reliable financial tracking, and generates insightful reports to analyze transaction data, track denominations, and maintain precise cash balance accuracy, offering valuable data for strategic decision-making.

Invoice QR Code

It is important to include a QR code in the e-invoice generated by applicable businesses. The e-invoicing system aims to have a standardized way of reporting invoices. With OneStop graphical format of invoice QR codes enables buyers of goods and services to quickly and easily verify an invoice or receipt’s accuracy.

The QR code consists of important e-invoice details, including the GSTIN of the recipient, the GSTIN of the supplier, invoice number, date of generation, invoice value (taxable value and gross tax), the number of items, etc. 

Profitability Reports

OneStop billing software offers comprehensive profitability reports that provide valuable insights into retail industry financial performance. It is beneficial for analyzing revenue, expenses, and profits to gain a clear picture of your profitability. 

This feature delivers detailed data on any selected metrics. With this feature, retail owners can monitor the performance of their businesses easily. Shopkeepers use these reports to identify areas for improvement, optimize operations, and make informed decisions to enhance overall operations and profitability.

GST Compliant

Retailers can simplify accounting processes with GST-compliant invoicing software. Generate invoices, track payments, and manage finances effortlessly, saving time and money for businesses of all sizes. Also, the client has the option of choosing the highest/lowest tax slab as per business requirements. 

OneStop accounting software prepares retailers/shopkeepers to meet regulatory standards and seamlessly undergo financial audits. GST billing & invoicing software ensures accurate and well-maintained financial records, facilitating compliance with tax regulations and industry standards. For Paying GST, Onestop accounting & invoicing software can be directly linked to the Suvidha website (If you have a username/password).

Invoice Templates

Choosing the best invoice template for your business’s invoicing is important to consider the services or supplies, your client’s needs, and your business objectives. A proper invoice format is generated with your requirements in mind so that you can keep track of your invoicing.

Apart from business and customer needs, your business must abide by the GST laws and e-invoicing rules, wherever it applies. You can create bills of supply or sales for your client, tax invoice, cash memo, etc, and have all the information you need with a professionally formatted invoice. OneStop invoicing software helps businesses choose from multiple invoice templates per retailers’ needs and allows quick and easy sharing of documents with customers. 

Compliance and Audit Readiness

The systems allow shopkeepers to generate comprehensive reports and documentation, ensuring transparency and accuracy during audits. By consistently maintaining updated financial data and adhering to compliance requirements, retailers can minimize audit risks, demonstrate accountability, and address differences, maintaining trust among stakeholders and customers.

OneStop accounting software solutions offer tax preparation features, making it easy for businesses to calculate and file their taxes. Moreover, it helps retailers to stay compliant with tax laws by providing updates on the latest regulations and changes.

Conclusion : Invoicing Accounting Software For Retailers

OneStop accounting & invoicing software is GST-соmрliаnt. Retailers should update their traditional methods intelligently to make revenues and provide an excellent customer experience. Hence, they need invoicing software that automates tasks and saves time.

OnseStop offers EMI options for purchasing its accounting & invoicing software. Investing with us benefits retailers of all sizes to improve their pricing, inventory management, and other business choices by providing accurate and current financial information. To know more about it you can read our blog on “benefits of automated invoicing and billing for businesses

In the era of a fast-paced business world, many different sectors are now embracing the new automated invoice technology to overhaul significant drain on valuable time and resources while creating a simpler way to manage business finances. The issue of manual invoicing and billing is common in businesses. This automated invoicing system helps companies to streamline their processes, maximize efficiency, and boost productivity. 

According to a survey, over 51% of the respondents accepted that manual data entry is inefficient and time-consuming, and they are actively looking for ways to make their invoices more accurate and efficient. This is where the automated invoice game starts. 

Invoice automation automates the entire invoicing process, from creating invoices, sending them to customers, and processing payments. In this blog post, we will shed light on invoice automation and its various benefits for your business. 

What is Automated Invoicing and Billing?

Automated invoicing and billing is a process of handling your billing tasks using software instead of manually. It is a smart software that produces, captures, stores, and retrieves invoices. It automatically creates, sends, and manages your invoices. In this way, businesses can save time, and money, and reduce the risks of errors by reducing manual entry processes.

This means the entire invoice process becomes automated from creating invoices to collecting payments and updating accounting systems, making everything quicker and more accurate. The invoicing system reminds customers about pending dues, streamlines your billing process, and maintains your financial records accurately.

How Does Automated Invoicing and Billing Process Work?

Investing in the best invoicing software like OneStop will make your life easier by handling all your billing needs automatically. Here is how OneStop’s automated invoicing and billing software works:

• Collect Information: The software collects all the necessary information such as what you sold, who you sold it to, how much they need to pay, and when to create an invoice. 
• Create the Invoice: After collecting information, the software automatically fills in all the details (address, vendor name needs to be selected from the drop-down menu) to create your invoice. 
• Send the Invoice: Now, the created invoice will be automatically sent to your customer on their email, SMS, or WhatsApp that you have set up. –We donot have this functionality
• Keep Track: The software tracks the invoices such as which invoices are paid, or unpaid. If customers are late in paying bills, the software sends them a reminder automatically. 
• Make Reports: The software makes an automatic report on financial details like account receivable aging, profit and loss statements, revenue, expense reports, payment history, tax summary, etc.

Benefits of Automated Invoicing and Billing for Businesses

Automated invoicing not only saves time and money but makes your overall business operations smooth. Here are various benefits of using automated invoicing and billing for your business:

Increased Productivity

One of the major benefits of automated invoicing is it helps your business to increase its productivity by automatically entering data and making invoices for you so you can invest your time and energy into some other needful tasks. With all relevant information centralized, generating and sending invoices becomes a seamless process. It ensures that every minute is utilized efficiently while accurately billing your clients. This approach benefits to effectively managing your day-to-day finances. 

By integrating an automated invoice system, you can conveniently receive e invoices from your clients, resulting in expedited transactions and decreased chances of errors or misunderstandings. 

Cost Savings 

It is crucial for any business to save money. Implementing invoicing and billing for small businesses can be very beneficial as it helps reduce labor, administrative costs, overhead expenses, and fewer errors that can lead to dispute resolution costs, making your business financially healthier. Moreover, it reduces the risk of losses resulting from unpaid invoices. 

Speed Up Payment Processing

Unlike traditional invoicing methods, where managing and tracking invoices is a complicated task, automated invoicing processes ensure a simple process. It effectively manages the reconciliation, matching, and payment of supplier receipts and makes a simpler process for the accountants through digital receipts. Consequently, it speeds up the entire billing cycle by quickly generating and sending invoices. Overall it enhances cash flow which is crucial for any business’s financial stability. 

Enhanced Organization and Tracking

Another primary benefit is that automated invoice processing systems help organize billing and financial data efficiently by eliminating the need for laborious paperwork which is error-prone. It keeps track of payments and client histories to review past transactions and assess financial performance.

Enhanced Security and Tax Compliance 

Automated invoicing ensures that your business complies with government regulations such as GDPR, and offers more security for customer data and sensitive information of the company. The system automatically applies the appropriate tax rates for each country, such as the Goods and Services Tax (GST) in India or the Value Added Tax (VAT) in the US, and maintains detailed transaction records. 

OneStop’s GST invoicing software helps adhere to diverse and complex tax systems 

and reduces the risk of costly errors that could lead to legal issues or penalties during audits.

Easy Integration with Other Systems

OneStop’s automated invoicing and billing software can be easily integrated with other software essential for your business such as CRM, accounting, or ERP. While integrating, data gets synced and gets updated across all systems automatically making the process smoother and more efficient. Additionally, it allows streamlined financial workflows, stick to payment deadlines, and helps you to keep your documents organized. 

Data Analytics and Insights

Automated invoice processing software allows stores to store loads of business data in one place to get real-time visibility. With the help of the best invoicing software, you can see a detailed breakdown of expenditures, categorize costs such as supplies, services, and utilities, get information about vendor payments, identify trends, analyze payment timelines, streamline cash flow management, detect peak spending time to organize the business for more expenses and plan for unexpected fluctuations. 

Enhances Customer Experience

If your invoice processing works well, the billing cycle speeds up which enhances customer experience. Vendors get benefits from faster payments, improved accuracy, and enhanced transparency contribute to overall customer satisfaction. This helps to maintain a positive cash flow. Clients appreciate the business that values their time and provides a seamless payment experience. 

Read more: Online Invoicing Software Can Make Your Life Easier

Conclusion

Implementing an automated invoice process enhances your business’s effectiveness and economizes time and finances. You can pay more focus on crucial aspects like nurturing your business, fostering growth, and delighting your customers.

Now that you have understood the importance and benefits of automated invoicing and billing for your business, investing in the best invoicing software is a wise choice that can save time, reduce errors, improve cash flow, and help maintain the right statistics. OneStop offers such an invoicing system that benefits your business by reducing errors and discrepancies, increasing productivity, enhancing security compliance, cost savings, and overall improving your business’s efficiency and operations.

Read : Integrating Invoicing Software and Accounting Systems

In the new rapidly evolving business landscape, keeping your business updated with the latest technological developments is very crucial. The recent decision by the Central Board of Indirect Taxes & Customs (CBIC) to reduce the e-invoice threshold has brought a major change in the operations of small businesses. As per the new guidelines, businesses with a turnover exceeding ₹5 Crores are now required to generate electronic invoices. The new rules are applicable from August 1, 2023. Earlier, the limit was set to ₹5 Crores for complying with e-invoicing. This change reinforces the importance of reliable e-invoicing solutions like OneStop Invoicing Software to seamlessly adapt to these regulatory shifts.

What is e-invoicing?

E-invoicing or electronic invoicing is the process of generating and transmitting the invoices electronically. E-invoicing is a very effective tool for managing business operations. It keeps track of bills, customer information and other details and completely eliminates the need for paper-based invoices. It not only reduces manual errors but also improves data accuracy and hence, improves overall efficiency.

Read: Invoicing Software vs. Manual Invoicing: Which is Right for You?

E-invoicing Process

The process of e-invoicing involves generating the invoice in a prescribed format, uploading it to the Invoice Registration Portal (IRP), which then validates and authenticates the invoice data with an Invoice Registration Number (IRN) and QR code. This process ensures data accuracy, reduces the risk of errors, and provides a standardized format for interoperability.

Specialized software like OneStop Invoicing offers a user-friendly interface and allows businesses to create, validate and transmit e-invoices to the IRP. It is a perfect solution for businesses looking for seamless generation of e-invoices. Onestop Invoicing software not only simplifies the process but also eliminates the chances of error.

Who should issue an e-invoice?

Starting from August 1, 2023, businesses with a turnover of more than ₹5 Crores must generate e-invoices for their B2B transactions. This includes generating invoices for supplies made to other businesses, ensuring a standardized and accurate invoicing process.

E-invoicing in the GST framework was introduced in phases. Initially it was made applicable to the businesses with a turnover of over ₹500 Crores in October, 2020. Then the threshold was brought down to ₹10 Crores 1^st October, 2022 last year, before finally reducing it to ₹5 Crores in August 2023.

Benefits of e-Invoicing for Businesses

E-invoicing offers several advantages to businesses as explained below:

Enhanced Data Reconciliation

E-Invoicing addresses and rectifies a significant loophole in data reconciliation within the GST system and thus reduces instances of errors.

Interoperability and Error Reduction

Invoices generated on one software platform can be seamlessly interpreted by other systems, fostering interoperability and reducing data input errors to a greater extent.

Real-time Invoice Tracking

E-invoicing facilitates real-time monitoring of invoices generated by suppliers, contributing to improved transparency and oversight.

Seamless Return Filing

The integration of e-invoicing streamlines the process of GST return filing through automated insertion of relevant invoice details into various return forms.

Reduced Audit Probability

The comprehensive transaction-level information accessible through e-invoicing diminishes the necessity for extensive tax authority audits or surveys.

What are the mandatory fields of an e-invoice?

There are several mandatory fields that must be included for compliance purposes. These fields include details such as supplier information, buyer information, invoice date, invoice number, product details, tax amounts, and more.

Here is a list of fields that must be compulsorily declared in an e-invoice:

Field Name	Description	Remarks
Document Type Code	Enumerated list (e.g INV/ CRN/ DBN)	Type of document must be specified
Supplier’s Legal Name	String (Max length: 100)	Legal name of supplier as per PAN card
Supplier GSTIN	Max length:15 (alphanumeric)	GSTIN of the supplier raising the e-invoice
Supplier’s Address	Max length: 100	Building/Flat, Road/Street, Locality, etc of the supplier
Supplier’s Place	Max length: 50	Supplier’s location (City/ Town/ Village)
Supplier’s State Code	Enumerated list of states	Select State from GSTIN’s list
Supplier Pincode	Six-digit code	Supplier’s locality pincode
Document Number	Max length: 16, Sample: “Sa/1/2019”	Unique Invoice Identification number
Preceding Invoice Reference	Max length: 16, Sample: “Sa/1/2019”	Reference for Original Invoice
Document Date	String (DD/MM/YYYY)	Date when the invoice was issued
Recipient Legal Name	Max length: 100	Buyer’s Name as per PAN
Recipient’s GSTIN	Max length: 15	GSTIN of the buyer
Recipient’s Address	Max length: 100	Buyer’s address
Recipient’s State Code	Enumerated list of states	State of supply
Place of Supply State Code	Enumerated list of states	Place of supply state
Recipient’s Place	Max length: 100	Recipient’s location
IRN (Invoice Reference No.)	Max length: 60, Sample: “a5c12dca8…750f229”	Unique reference generated by GSTIN
Shipping to GSTIN	Max length: 15	GSTIN of the recipient or the delivery person
Shipping to State, Pincode, State Code	Max length: 100 (state), 6-digit (Pincode)	State and Pincode for delivery
Dispatch from (Name, Address, Place and Pincode)	Max length: 100 for state, Pincode: 6 digit, and Enumerated list for Codes	Details of Entity dispatching goods (Name, Address etc.)
Is_service	String (length:1)	Mention whether or not it is a supply of service
Supply Type Code	Enumerated list of codes	Code will be used to identify types of supply such as B2B, B2C, supply to SEZ, export or deemed export
Item Description	Max length: 300,	Relevant Description of the item. Give detailed description if there are two or more items belonging to the same HSN code.
HSN Code	Max length: 8	Enter applicable HSN code for goods and services
Item Price	Decimal (12, 3) Sample value is 50	Unit price, excluding GST
Assessable Value	Decimal (13, 2) Sample Value is 5000	Item price, excluding GST
GST Rate	Decimal (3, 2) Sample value is 5	Applicable GST rate
IGST Value, CGST Value and SGST Value Separately	Decimal (11, 2) Sample Value is 650	Tax amount for each type
Total Invoice Value	Decimal (11, 2)	Total Invoice amount with GST

Who is exempted from e-invoicing?

Exemptions from the requirement of e-invoicing encompass various categories, as detailed in CBIC Notification No. 13/2020. These exclusions apply regardless of the annual turnover of the registered entity.

The following entities are among those exempted:

• Special Economic Zone (SEZ) units, as specified in CBIC Notification No. 61/2020
• Entities such as insurers, banking companies, financial institutions, including non-banking financial companies
• Goods transport agencies that provide road-based goods carriage services.
• Suppliers engaged in passenger transportation services
• Providers of services related to admission to cinematograph film exhibitions on multiplex screens
• Government departments and local authorities, as per CBIC Notification No. 23/2021

Certain types of documents are also exempted from the requirement of e-invoicing, these include:

• Delivery challans
• Bills of supply
• Commercial credit notes or debit notes issued for financial purposes
• Bill of entry
• Invoices for supplies under Input Service Distributor mechanism

Following transactions are also not subjected to the e-invoicing mandate:

• Sales made in a Business-to-Consumers (B2C) context.
• Sales of goods or services falling under nil-rated, non-taxable, or exempt categories in Business-to-Business (B2B) scenarios.
• Nil-rated, non-taxable, or exempt sales of goods or services to government entities (B2G).
• Import transactions, high sea sales, and sales from bonded warehouses.
• Transactions within Free Trade & Warehousing Zones (FTWZ).
• Supplies subject to reverse charge as covered by Section 9(4) of the CGST Act.

Get your business ready for e-invoicing with OneStop’s user-friendly Invoicing solution

One Stop offers an effective e-invoicing solution that is tailored for all businesses. OneStop Invoicing software makes upgrading easy without losing your past data. It helps you create different types of digital invoices, and it complies with GST rules.

Here is a glance at the features of OneStop Invoicing software that can meet all your e-invoicing requirements:

• It helps you keep track of people you do business with (like customers and sellers) by collecting their details.
• You can list the things you sell or the services you offer and organize them with special codes.
• You can generate e-invoices easily and send them across to your customers via email.
• It lets you keep a track of your inventory, keeps details of how many products you have in stock and if you are low on inventory.
• OneStop Invoicing Software can make all your complicated financial reports for you at a single command.
• Keeps you informed of your bills, expenses and any dues, and can even pay them automatically.
• It can place orders to suppliers without making any mistake.

FAQs

What type of documents are to be reported to the GST system?

E-invoices generated for B2B transactions need to be reported to the GST system.

How does the invoicing process change with the e-invoice concept?

Yes, the process shifts to generating standardized electronic invoices, improving efficiency and accuracy.

Can an e-invoice be cancelled partially or fully?

Yes, e-invoices can be cancelled partially or fully, following the prescribed cancellation process.

Will there be a facility for e-invoice generation on the common GST portal?

Yes, businesses can generate e-invoices using compliant software or the common GST portal.

Will the e-invoice concept alter the invoicing process?

Yes, businesses will upload invoice data to the IRP, which then issues an IRN and QR code for valid invoices, requiring seamless software interaction for compliance.

What is the time limit for e-Invoicing?

E-invoices must be created on the Invoice Registration Portal (IRP) within seven days from the invoice, debit note, or credit note date.

Can we raise e-invoice after the invoice date?

No, e-invoices must be generated before the supply is made.

Can e-invoice be generated backdated?

No, e-invoices cannot be generated backdated. Hence, ensuring accurate and timely invoicing.

As businesses navigate the ever-evolving landscape of compliance and technology, e-invoicing emerges as a key factor for accuracy, efficiency, and transparency. By embracing e-invoicing software, businesses can not only meet regulatory requirements but also gain numerous operational benefits, including reduced errors, improved accountability, and environmental sustainability. Stay ahead of the curve with OneStop Invoicing Software and ensure a seamless transition into the world of e-invoicing.

Read : Integrating Invoicing Software and Accounting Systems

With the rapid growth of visitor management, QR codes have emerged as a powerful and versatile tool. It revolutionized the way workplaces welcome and track visitors. QR codes have rapidly witnessed a substantial increase on digital platforms. 

Although QR codes have been used for a long time, they were limited to physical touch. With the help of visitor management software, they have emerged with numerous advantages such as swift and contactless check-ins, heightened security, real-time tracking and monitoring of visitors, etc.  In this blog, we will explore the six key advantages that QR codes provide in enhancing workplace safety and efficiency. 

What is a QR Code?

QR Code (Quick Response) consists of black squares and dots designed in a square grid with a white background. It has evolved from being just a random pattern on paper to becoming a versatile tool for enhancing the customer experience. It works similarly to that of a barcode but is much faster as it processes the information within a few seconds. QR code can be accessed by a smart phone camera also.

According to a report by BARC India, the usage of QR code increased by 550% by the end of 2020 with a sudden reach of 1 billion smart phone users. QR codes can be used for various purposes, such as mobile payments, contactless delivery, digital menus, etc. 

Additionally, 83% of users have engaged with QR codes at least once, and then 9 million merchants actively utilize QR code payments. This valuable tool enables workplace real-time visibility and facilitates personalized experiences, allowing brands to connect swiftly with their customers.

How To Use QR Codes In The Workplace?

QR codes are a step up from traditional paper-based logbooks. A visitor can scan a QR code using their smart phone, to register, check in, or access specific areas. The process is swift, reduces physical contact, and cuts down on paper usage. Overall it ensures security becoming essential in commercial offices and spaces. Workplaces can use QR codes for the following purposes:

Simplify Your Sign-Ins

One of the major uses of QR codes for the workplace is for visitors and employees to sign in for the registration process. They offer a simple, and contactless method to allow pre-registered visitors to grant access to your workplace. Investing in OneStop gate pass software lets you organize and simplify the workflow and streamline the entire gate pass management process by making it more straightforward. It gives you a verified, contactless sign-in and a single scan. 

Verifying Staff Movements

Another best use of a QR code is to monitor and verify staff movements in your workplace. QR codes can help to have an instant view of where the staff are and employee movements across your premises via printed QR codes and a reliable gate pass system which will maintain the safety of the workplace. 

File Sharing

Every workplace needs to share files and documents which can be done via emails or stored on a shared drive. These methods are time-consuming. But using QR codes, running on third-party platforms, one can scan the generated code with their phone and receive the document. 

Customization Solutions for Diverse Needs.

QR code systems in visitor management are highly customizabble and adaptable to the unique needs of different businesses. Whether you run a small office or a large-scale event, QR codes can be seamlessly integrated into your existing systems based on specific requirements, making them an ideal solution for a wide range of industries.

6 Advantages of QR Codes In Visitor Management For The Workplace

QR code tool has benefits above increased visibility and security for your workplace. Here are 6 advantages that they hold in the context of a visitor management system: 

Reduce Paper Work with Digital Check-Ins

Gone are the days when there were manual check-ins on paper files. Now, workplaces are switching to QR codes based on visitor management. They offer quick scans using smart phones, upon the arrival of visitors. It maintains health and safety standards, by making it contactless scanning. 

Improved Security Through Individualized QR Codes

Another major advantage of QR code in VMS is the ability to generate unique or individualized QR codes for each visitor ensuring that only authorized visitors with valid QR code can access your location. This saves time and boosts productivity hence ensuring security standards. 

Real-Time Tracking, Monitoring, and Alerts

QR code systems with gate pass come integrated with real-time tracking capabilities, allowing businesses instant visibility into visitor movements against databases containing watch lists, and sending alerts to security personnel in the case of a threat. This allows organizers to react quickly and ensure a seamless experience for everyone. In other words, it provides real-time tracking and ensures that security measures are proactive and responsive.

Efficient Data Capture and Analytics

QR codes also offer automatic accurate data capture. The visitor details are recorded and stored digitally, minimizing the errors. Additionally, analytics tools provide valuable insights into visitor patterns. This will help any workplace to make informed, data-driven decisions to optimize operations and enhance the overall visitor experience.

Data Security and Privacy in a Digital Age

In this digital stage, keeping your data safe is important in QR codes with visitor management can be helpful. In VMS, the visitor’s personal details are encrypted which only authority people can access. Also, this data is deleted when no longer needed for the visitor’s privacy ensuring security. 

Enhancing Efficiency and Reducing Resources Usage

Workplaces can make their working smart by investing in a QR code-based visitor management system. It promotes work efficiency and reduces overall resource usage by eliminating physical forms and reducing paperwork and waste. It offers visitors digital and quick scans, speeds up the check-in process, and helps in data management. Additionally, the accuracy and accessibility of the visitor information become easy while keeping the visitor security protocol top-notch. 

Conclusion

To take your workplace experience to the next level, the adoption of QR-based OneStop visitor management can transform the shift toward efficiency, security, and adaptability. QR codes not only benefit physical safety but are convenient for signing in employees and visitors unlocking the future-ready solution for evolving needs. They provide valuable data insights and enhance security while reducing the stress for guests and front-desk professionals and enhancing your productivity.

As technology evolves, QR codes work as a bridge between the real and digital worlds, providing endless opportunities to engage, inform, and make clients happy. The future of the VMS experience is wide, and QR codes are the key to making it awesome.

Banks have persistently adopted digitalization to enhance their operational efficiency and customer satisfaction. One of the fast-track digitalization’s is the need for gate pass systems in banks to revamp the prevailing capacity of the industry. The market for gate passes is expected to grow from $1.6 billion in 2023 to $3 billion by 2028 at a 13.7% CAGR. 

The implementation of gate passes is important to enhance banking security, and streamline operations. Although banks face numerous challenges in implementing gate pass solutions, but where there are challenges, there are solutions too. In this article, we will dive into some solutions to the challenges that banks typically face while implementing gate pass systems. 

Challenges and Solutions in Implementing Gate Pass Systems in Banks

Sectors like hospitality, banking, and finance are no strangers to cloud technology. Having smart visitor management empowers banks’ security, works as a cost-saving solution, reduces the front desk workload, enhances customer stratification, and boosts overall productivity.

According to a survey by McKinsey in 2022, 54% of financial services aim to move around 50% of their workloads to the public cloud within the next five years. But how exactly could any banking sector reward itself with visitor management? Like any technology solution, the banking sector can encounter challenges while implementing gate pass solutions. 

Here are some challenges with their solutions to gain a better insight into implementing digital gate passes in banking:

Challenge 1: Integration with Existing Systems

The biggest challenge that the banking sector can faces is compatibility issue of traditional platforms with modern VMS platforms. It may further require operational downtime which may disrupt the regular workflow of the banking sector. Additionally, migrating the data from older systems to new visitor management can be daunting, time-consuming, and may cause data loss. 

The Solution: Seamless Data Migration & Integration 

But with the Cloud Based Gate Pass Management System / Visitor Gate Pass, data can be easily migrated from the traditional system to the new system. The robust system allows quick data exchange and interoperability, without any downtime ensuring a smooth transfer of data. 

Challenge 2: Resistance to Change

The bank’s employees are resistant to change their way of doing traditional frameworks, especially if they are working on the same system for a long time. They also fear that introducing new technologies like the online gate pass system can cause complexity and can be tough for them. But this is typical because the real benefits of VMS are not fully understood by them and they are not trained.

The Solution: Change Management

By understanding the change management strategies, the challenge of employee resistance can be handled. The practice involves all the employees or users of each level (administrators, employees, and guests) to understand the VMS implementation process, and decision-making process to have better insight into the benefits of the new system. Training sessions can be helpful for how the implementation can benefit them to ease their operations. 

Challenge 3: Data Privacy and Compliance Concerns

According to a survey, 15% of bank organizations are concerned about customer data privacy and compliance with regulations while implementing e gate pass. They believe that implementing a new system will increase the risk of vulnerabilities that may exploit customer-sensitive information. 

Solution: Introduction of Streamlined Compliance Processes

Banks adhere to strict policies and regulations to ensure customer data protection and collection. So, digital gate pass systems must prioritize robust security and safety protocols, transparent data handling practices, and compliance with regulations such as GDPR or HIPAA to prevent potential data leaks. Creating detailed privacy policies and conducting regular security checks can build confidence in customers.

Challenge 4: Security Concerns.

Ensuring security is paramount for the banking industry in terms of data and managing visitors. As banks deal with highly sensitive data, any breach in security can cause severe consequences. Thus, implementing a gate pass system that does not compromise the bank’s security posture is a significant challenge.

Solution: Securely Log Everything.

High security is a major concern for any workplace, especially banks. Implementing a robust visitor management system can potentially deal with security breaches without compromising sensitive information and visitors. An ideal gate pass management system collects visitors’ data in real-time, captures arrival and departure times, and access authorization levels. For instance, a visitor to one office cannot have access to other offices in the bank thus maintaining a balance between welcoming guests and protecting the bank compliance regulations. It securely logs every detail of visitors which can provide valuable insights into visitor logs for security concerns.  

Challenge 5: Managing Vendor Relationships.

The next challenge banks may face while implementing VMS is communication challenges with their vendors. It can disturb their regular communications with old vendors as not all vendors will be familiar with the introduction to new technology systems which may require training or additional support leading to renegotiations or disputes thus reflecting the poor reputation of the bank. In other words, a poor visitor experience such as cumbersome check-in processes, unfriendly staff, or a lack of clear directions can all contribute to a negative impression of the workplace.

Solution: Scalability.

The OneStop cloud-based visitor management solution can incorporate the latest and greatest integrations without compromising efficiency. Scalability to reduce system administration workload, integration of third-party technologies, and better remote access are just some examples of upgrading VMS technology.  

Some Features of the OneStop Gate Pass Management System:

• A foolproof gate pass management solution that allows only pre-authorized visitors. 
• Easy integration with bank access control system for tracking visitor movement.
• Automated visitor check-in/check-out thus eliminating unauthorized security breaches.
• Comprehensive visitor database access for bank employees, ease of tracking and monitoring.
• Real-time host monitoring and instant host notification for visitor’s approval to the data center. 
• Register all materials records whether carried in/out and returnable items.
• Visitor history tracking for blacklisted visitor validation. 

Conclusion

Understanding these challenges and addressing them with solutions, planning, and effective communication strategies can be beneficial. Additionally, user-friendly designs and comprehensive training can support the successful implementation of gate pass systems in banks. 

Moreover, VMS upgrades an organization’s security by keeping digital records, creating reports, detecting visitor patterns, and more. It helps save time while maintaining compliance regulations. 

Investing in OneStop solutions offers positive outcomes with scalability and growth that ensures the bank industry should benefit from improved security and streamlined visitor experience. Contact us and we would be happy to guide you through the implementation process!

Construction sites often deal with the risks of unauthorized visitors and vehicles. There can be many problems that arise due to inadequately controlled construction sites such as injury to people, theft of tools, equipment, and materials, damage to working tools and structures, or fraudulent acts or crimes. Moreover, the risk of theft and damage is 50% higher on larger construction sites than on smaller sites.

For this reason, having construction site access control systems such as gate pass management systems is necessary to ensure the safety and efficient management of ongoing activities.

In this blog, we’ll elucidate the role gate pass in construction industry so as to upgrade their current security systems to help manage the threat of break-ins, vandalism and theft.

Overview: Construction Site Access Control

Access control on a construction site refers to implementing security measures or protocols for the security of property, equipment, and visitors. It regulates and manages the access of the building like who can enter or exit the site, and ensures that only authorized personnel can enter in specific work zones to keep the security of your overall location and avoid the risk of theft and vandalism. It aims to ensure safety, and security and offer efficient operations. With the OneStop gate pass management system, you can achieve reliable access control for your construction site. 

How Does Gate Pass Systems Work with Access Control on Construction Sites?

Gate Pass Management System (GPMS) manages incoming and outgoing items from your construction site. The system’s main aim is to secure the site from outside visitors, contractors, and manage other aspects such as managing vehicle security, material, visitor basic information, and contractors. To achieve this, two types of gate passes are issued including:

• Returnable Gate Pass (RGP)- A returnable gate pass is issued for products that enter the site and have to be sent back or vice versa.
• Non Returnable Gate Pass (NRGP)- A non returnable gate pass is issued for products that exit the gates of your site and are not supposed to be returned. 

How Gate Pass Systems Improve Access Control on Construction Sites?

Any construction site has a range of responsibilities. So, it is important to ensure the site’s security and manage the place in the right way. Gate pass management system will help manage the threat of break-ins, vandalism and theft. Now, let’s dive into the main question: how gate pass management systems can improve the access control on construction sites. 

Enhances Security:

Just as the role of the gate pass system is important for the security of the manufacturing industry, it is also important for the construction site. It is beneficial to manage the flow of visitors on the site with the implementation of technologies such as RFID cards, biometric scanners, or mobile applications to ensure that only authorized visitors or vehicles enter into the site.

In short, it makes the visitor management streamlined by automated registration, validation and check-in/check-out process. The system helps in real-time monitoring of the site, and alerts if any unauthorized person tries to attempt to enter the site or crosses other security breaches. Thus, having an efficient access control system provides safety and security for the smooth operations in construction sites. 

Easy Compliance: 

The other way how gate passes improve the construction site is by enhancing the compliance management by automating and centralizing the access control process such as keeping the accurate records of site visitors. It allows detailed records of visitors and vehicle movements and ensures the safety protocols.

Gate pass system sets specific policies and restrictions based on the regulatory standards so only authorized visitors can access the certain site or construction equipment which minimizes the risks of theft. Additionally, it monitors the workforce compliance such as attendance regulations, working hours and break time of labor thus ensuring overall compliance and safety.

Streamline Operations: 

Gate pass system is also beneficial for making the construction site operations smooth by reducing the paperwork and automating the processes such as visitor management, vehicle tracking, access control, and real-time monitoring. It revolutionizes the access control process and eliminates the manual administrative tasks, ensuring a swift and secure environment on the site. Additionally, it allows tracking site occupancy, visitors movements, and resource utilization instantaneously. This approach of digital gate pass helps in decision-making, optimized workflow management, and timely allocation of resources, thus enhancing productivity.

Data-Driven Insights: 

Gate pass systems are also beneficial in generating comprehensive reports that provide valuable data insights for making informed decision making and security purposes. As the system aims to record visitors and vehicle movements, it helps to get valuable data on site operations which may include analyzing peak entry and exit times, anomalies in site activity, optimizing resource allocation, identifying potential risks, etc. With real-time monitoring and auditing managers can address security vulnerabilities and make informed decisions that lead to project success. 

Material Management:

Gate pass system also helps construction sites in material management by keeping the track of material movement such as, it records when materials are entered on the site and when they are removed. Additionally, the system maintains the inventory records for managers to monitor material usage and to detect any irregularities. Thus gate pass enables seamless coordination between access control and material tracking systems.

Reduce Theft and Accidents:

Gate pass system ensures to protect sites assets, equipment, by ensuring safety protocols and allowing only trained and authorized people to enter the site thus reducing accidents caused by inexperienced or unqualified individuals. By integrating the gate pass with other security technologies like CCTV or alarm systems, the managers can identify the site security, detect suspicious activity such as theft and vandalism occurrence allowing managers to take rapid intervention to prevent theft incidents. Real time monitoring helps to access the site thus reducing theft. 

Personal Protective Equipment (PPE) Detection

OneStop deploys cameras and deep-learning algorithms with gate pass, to automatically identify and alert PPE violations – for example, not wearing hard hats in high-risk working areas

Benefits of PPE detection

1. Fully automated – Checks whether workers are wearing hard hats and other PPE at all times during labor.
2. Timely notifications – Beeps alarm and sends timely notification to the security personnelwhen worker removes PPE Kit. This minimizes the time a worker would be in danger.
3. Easy to implement

Summary

In the world where safety and security are paramount, gate pass systems offer many kinds of access control benefits and cover a range of security objectives such as maintaining security, managing access, and ensuring the safety of visitors and assets. They are known for creating systematic and efficient ways to manage the flow of people and vehicles while ensuring security vulnerabilities. 

Get in touch with OneStop to enhance your construction site security to new heights with a gate pass management system. We make it simple to monitor, grant and review access to every access point. 

Manufacturing industries are great at innovations and have changed drastically and so have their supply chains. Today, these facilities need more than a paper log book and a friendly receptionist at the door. And solution to all this is an online gate pass. 

Using gate passes will eliminate lengthy check-in processes and can monitor/handle visitors, equipment, work-in-process or finished products, trade secrets, data, and records, ensuring security compliance.

This blog will provide you with all the information you need to know about implementing an online gate pass for your supply chain and manufacturing industry.

Overview: Understanding The Role of Gate Pass In Manufacturing Industry

The gate pass system is becoming increasingly popular in manufacturing industries. The future of VMS is expanding as it can benefit from automated processes that save time and money. Onestop Cloud Based Digital/ online gate pass monitors the ongoing movement of vehicles and visitors in and out of your facility, securing your workplace while also offering a smooth check-in experience.

Additionally, it ensures that visitors are properly managed and tracked. It further benefits to collect check-in data and run instant reports to complete internal or third-party audits. The visitor management system also helps cultivate relationships that may generate business growth by automating follow-up communications between visitors and staff members to ensure you don’t lose important connections, reduce contact information errors that often result from traditional paperwork, and analyze strategic initiatives in supply chain efficiencies, product development, and inventory management. With all these benefits, it’s no wonder why so many manufacturing industries are choosing to implement Gate Pass or Visitor management systems in their businesses.

Before moving ahead, lets first understand what is process excellence in the manufacturing industry.

What Is Process Excellence in The Manufacturing Industry?

Process excellence for any manufacturing industry means creating effective, efficient processes through design and testing to deliver consistent and positive outcomes with minimal variation and waste. This process helps the industry to run smoothly and achieve pre-defined results consistently. It is all about improving the business working way to deliver value to their customers.

To achieve this, the supply chain of industry should also be flawless.

What is Supply Chain Management in the Manufacturing Industry?

The supply chain is the heart of any manufacturing industry. It is a network of interconnected businesses that work together to make products and deliver them to customers cost-effectively and professionally. It is a challenging task to manage and optimize large network of suppliers, securing raw materials and fulfilling orders.

Supply chain management works similarly to a material management system as it also takes care of everything from negotiating vendor contracts to inventory management to product shipping and returns. Thus, effective supply chain management is a necessity for manufacturing companies. 

That’s why manufacturers invest in modern supply chain technologies to balance costs, quality, agility, and speed for the manufacturing process. According to a 2022 report by the World Manufacturing Foundation, manufacturing industries were the hardest hit by supply chain disruptions, with more than 60% of manufacturers experiencing supplier delays. So, to overcome this situation, companies opt for visitor management software that can optimize their overall operations.

How Supply Chain Contributes to Process Excellence?

Recently, 82% of CEOs planned to invest in supply chain systems to achieve process excellence. This is how the supply chain contributes in achieving process excellence:

• Improved Planning

To achieve process excellence, planning is most important. Effective decision-making in the supply chain is done through advanced forecasting approaches such as predictive analytics and closed-loop planning to enhance customer satisfaction and services. All the upside and downside potential is considered along with advanced inventory management approaches to optimize inventory levels and minimize stock-outs or excess inventory, resulting in improved supply chain efficiency and profitability.

• Enhances Performance Management

In supply chain, performance management can be enhanced by integrating data from all suppliers and service partners. Organizations can achieve informed decision-making to maximize efficiency and effectiveness, lowering operational costs while improving customer satisfaction. According to a prediction, organizations can experience up to 30% lower operational costs and a reduction of 75% in lost sales. 

• Automation

Manufacturing industries are switching more to automated processes to improve accuracy and speed. The automated processes helps in handling materials from receiving and unloading to picking, packing, and shipping. It decreases costs, increases productivity, and minimizes error rates. 

So, the proper planning, automation, contribute to process excellence. And by relying on a reliable material gate pass system its increases the process excellence. The system automates the entry exit process, enhance safety & security for safeguarding personnel, materials, and vehicles, keeps track of to and fro of material from vendors to suppliers and vice versa, manages returnable (RGP) and non returnable gate pass.

How Does Gate Pass Help In Process Excellence In The Manufacturing Industry?

For manufacturing industries, achieving process excellence and having the flawless supply chain can be a daunting task. From building a strong relationship with suppliers & vendors, to shipping, and delivery, all need strategic planning & complete tracking. And here an online Gate Pass acts as a savior. Let’s explore how:

• Only Allow Registered or Pre-Authorised Vehicles

The gate pass system allows you to load all your drivers and vehicles onto the platform by assigning order numbers with a validity period and the number of entries allowed per day.

Also, if any vehicle arrives on campus, it needs to pass the scan. If the details are not recorded in the system, the access is denied automatically. 

• Collect Relevant Information

A reliable gate pass system records different mandatory information such as if a vehicle is delivering raw material, it captures the delivery note and reg numbers, or the reason for entry and what material the vehicle is carrying. It will also maintain a cloud-secure record of drivers details such as citizenship verification, and document requirements, and easily print visitor badges for quick identification.

• Pre Register Gate Pass

To digitally automate entry and exit, pre-registration of gate passes is required. Onestop Gate Pass Management System offers real-time notifications. You can pre-register two types of gate passes through the dashboard.

1. Returnable Gate Pass: A returnable gate pass is issued for materials that enter or exit and are returned or have to be sent back. 
2. Non Returnable Gate Pass: A non returnable gate pass is issued for materials that enter the gates of your facility and do not exit or exit your premises and are not to be returned.

• Seal Capturing

Another important feature of supply chain management is seal capturing in which the gate pass system helps to bolster product control and supply chain security. It allows you to scan a seal to keep track of materials. The system will send automatic notifications when a specific seal number enters or exits your campus. 

• Monitoring and Reporting

Overall a strong gatepass system will improve compliance and manufacturing industry intelligence. In other words, it will keep track of how long vehicles stay on site, record incidents and create financial reports while ensuring security compliance that can be completely customized for the needs of your particular manufacturing facility. Currently, 81% of supply chain professionals believe that analytics and reporting will be important for reducing landed costs and improving overall supply chain efficiency.

Conclusion

If your facilities are still relying on legacy systems, they’re not likely able to keep up. And those who continue to use outdated technology make their enterprises vulnerable to attack. So, it’s time to upgrade from your legacy systems to a seamless, efficient, and scalable visitor management system.

Investing in OneStop visitor management software, you can ensure that your manufacturing industry is safe from any potential security threats while still providing an enjoyable experience for everyone who visits. It is highly configurable and easy to tailor and integrate it into your supply chain security protocols. After all, services are up and running, and the number of workers and visitors is ever-increasing. 

A gate pass management system is primarily important in the pharmaceutical industry to automate the entire gate processes including material, visitors, vehicle, etc. The security of the pharma industry is utmost important and should not be compromised. The assets of the pharma industry too need protective barriers and for all this, company needs a reliable, scalable gate pass management system.

It is important to safeguard sensitive data, streamline processes and operations of the pharma industry, and meet the strict regulatory standards in the industry. In this blog, we will delve into some reasons why the gate pass system is important and how it helps the pharma industry.

Why Gate Pass System Is Important For The Pharma Industry?

A robust gate pass system helps to keep the pharma production cycle running smoothly along with keeping an accurate track of all vehicles, visitors, and related items that need to be shipped or retrieved or any other objects. Here are some reasons why the pharma industry needs a gate pass system:

• Theft: The pharma sector deals with many thefts such as theft of important information, robbing healthcare findings, research data, and manufactured raw materials, drugs, or medicines which can destroy important research and pharma assets.

For instance, according to the National Library of Medicine, thieves posing as Drug Enforcement Agency agents stole narcotics costing $108,000 in Alabama. However, using a gate pass system can prevent such thefts as a reliable gate pass automates visitor registration, check-in, and check-out, prevents unauthorized access theft of materials, reduces administrative work, and prevents sensitive material and losses. 

• Fraud: According to a report by the WHO (World Health Organization) from 2017 indicated that 10.5% of medicines/drugs sold in countries like India are substandard and falsified which is a serious threat to patient safety. This is where there is a great need for a gate pass system in pharma to work with access control systems. 

• Brand Damage: If incidents of thefts or fraud continue in your pharma industry, there are chances that investors may not support your industry and refuse to buy medicines. But with the use of VMS, the pharma industry can track real-time background checks and visitor movements to avoid such incidents thus enhancing security, improving work flow, and providing data analytics. 

• Security Breach: The Pharma industry consists of expensive assets, valuable research, sensitive visitor data, etc. This sector is the main target for cyberattacks with a staggering 53% of breaches, costing $5.06 million per incident. Gate pass management regulates access, monitors visitor activity, and enhances security to protect their facilities, employees, and valuable assets. Overall, it effectively makes industries aware of vulnerabilities and ensures the safety of your pharmaceutical operations.

How Does the Gate Pass System Help the Pharma Industry?

As the pharma industry deals with drugs, sensitive materials, and research data, it is important to keep these assets safe and away from unauthorized hands. OneStop’s Gate Pass Management System encompasses a range of features, including visitor management, vehicle tracking, and material management system. Let’s understand how pharma industry can leverage these features to their advantage.

Material Management Software

Material management software includes the management of supplies, consumables, materials, etc which streamlines the authorization and tracking of material movements going inward or outward and keeps track of inventory management. The assets can be the items that need to be delivered or retrieved, returnable, non-returnable, inter or intra-transferable, or any other type of object. It resolves the difficulties brought on by paper passes by offering features like real-time monitoring to further enhance transparency and security. Let’s understand how pharma can leverage these features to their advantage.

• No Paper and Printing Required: A gate pass management system helps in getting rid of the heap of paper forms by automating the whole gate pass operation. 
• Authorizations And Approvals: Before moving assets to various locations, they need to be authorized by some authority. It also allows you to add or remove any authorizing levels. 
• Compliance & Audit Requirements: No manual signature is required for material gate passes, they can be approved from anywhere digitally. It maintains compliance and audit requirements by detailing records of all movements, which can be essential during audits.
• Instant Notifications & Alerts: Unlike traditional gate pass systems, the request for moving material can be notified with necessary information digitally, minimizing the delay time, misplacement, and loss. 

Visitor Management System

OneStop’s visitor management system is essential for the pharma industry because visitors play an essential role in its growth and success. Visitors can be vendors, customers, contractors, auditors, etc. So, it is important to well-protect their sensitive information from destruction, theft, and security. This is where the game of Visitor management software starts. It ensures and safeguards security protocols, environment, and hospital safety along the materials are handled only by authorized people as well. Let’s understand how pharma can leverage these features to their advantage.

• Protecting the Research: Using VMS, the pharma industry can be sure that their research information or sensitive client details are in authorized hands. 
• Emergency Management: The visitor management system automates the visitor’s entry and manages the visitor’s details; thus, providing better control in emergencies too.
• Enhances Safety: VMS, minimizes the entry of unauthorized people which improves and strengthens the industry safety standards.
• Reducing Unwanted Expenses: With the implementation of visitor management, the pharma industry can reduce the unwanted costs of human resources allocation, thus enhancing the ROI with minimal development cost.

Vehicle Gate Pass System

The pharma industry is a business that deals with logistics, manufacturing, and tracking of vehicles’ movement in and out of the premises. Using the gate pass management system, the process of logging vehicles becomes easier rather than relying on manual paper entries and logs. The traditional approach was time-consuming as they only approved requests when a certain authority permitted vehicles in and out. With the introduction of the vehicle management system, this process becomes fast and offers real-time monitoring of vehicle movements, aiding in inventory management and optimizing traffic flow. Let’s understand how pharma can leverage these features to their advantage.

• Removes Manual Register from Gate: Using the vehicle gate pass system, the pharma industry can get free from the hassle of paperwork. It’s automated and real-time monitoring of vehicles allows you to approve requests in real-time.
• Vehicle and Driver Verifications at the Gate: Before the vehicle enters into premises, they need to perform a pre-approval process by submitting the purpose of the visit. Moreover, the driver’s details and other required information are collected for approval. 
• Verify Vehicle Data Before Entry: Upon arrival of any vehicle, their authentication methods can include bar code scanning, RFID, or license plate recognition to verify the vehicle data. The registration process may require details such as vehicle type, registration number, ownership information, etc. 
• Security Checks: Upon vehicle arrival, they undergo a security check using a CCTV camera or real-time monitoring where all the relevant security measures are taken to inspect hazardous materials, minimizing the cases of theft, and losses and enhancing security. 

Conclusion

In conclusion, the incorporation of a gate pass management system is essential for the pharma industry like the hospitality industry which we have read in our previous blog. This versatile and indispensable software offers a range of benefits like security, regulatory compliance, streamlined operations, enhancing the visitor experience, and embracing technological advancements. Moreover, using GPMS pharma can customize visitor experiences, and create stronger relationships with their partners and clients. Pharma business grows rapidly, so adopting such reliable solutions becomes not only a necessity but a smart move to stay ahead in the market. 

Take the steps towards a safer and more productive workspace by investing in OneStop Solution GPMS for robust security experience advantages and revolutionizing your visitor management processes.

Read more: Future of Visitor Management: Predictions and Trends for 2024

If we step back in the world of visitor management, it was an era of pen and paper, where filing each visitor’s details for records was a time-consuming and error-prone process. Fast forward to today, visitor management experiences many drastic changes, all thanks to trends and technologies. As visitor management has now become an integral part of our lives we need to embrace VMS with cutting-edge technology and automation to provide a seamless, secure, and efficient experience for both visitors and organizations.

The world of visitor management is prone to evolve and has already taken many steps towards touchless experiences, AI-powered insights, and a seamless blend of the physical and digital worlds. And it does not end here! Let’s explore the further predictions and trends that will help visitor management future to shape 2024 and beyond. 

Future of Visitor Management System Market

According to 2022 reports, the market size of VMS was USD 1.4 billion. Moreover, the 12% CAGR (Compound Annual Growth Rate) is estimated to register between 2023 and 2032. The growth of the visitor management market increases because of fraud and unauthorized access. 

With the help of VMS, industries like hospitality industries, and schools, can enhance security measures by verifying visitor identities, conducting background checks, and integrating access control systems to detect and prevent fraud related to sensitive information and assets, hence making a modern security infrastructure. 

For instance, in June 2023, there were rising concerns over school safety nationwide. District officials initiate security measures across the country which require the adoption of visitor management system technology, forwarding VMS market expansion.

Visitor Management System: Predictions and Trends For 2024

In 2024, visitor management trends are expected to see the integration of advanced tech such as AI, biometrics, and cloud-based solutions. It is predicted that VMS is set to witness sustainable growth of 15.9% from 2024 to 2032. Let’s check out some outstanding trends and updates for Visitor Management in 2024.

Biometric Technology: Face Recognition and Fingerprints

To improve the security and visitor experience biometric technology is ready to be implemented with OneStop visitor management software (gate pass). This modern visitor registration system includes facial recognition and fingerprint scanners to identify and verify the visitor’s identity. This streamlining visitor check-in process offers a high level of security and relatively fast processing time. 

This technology is based on unique physical characteristics that are difficult to copy such as fingerprints, facial features, iris patterns, or DNA. 

Facial recognition technology allows to capture and analyze facial features from an image or video frame saved on a database to find if the visitor is authorized. It can also alert an unidentified visitor. The advantage of implementing this technology is that it is a fast, hygienic, and touch-free check-in process. Similarly, fingerprint technology is relatively inexpensive, compact, and easy to find an unauthorized visitor, hence improving safety and security. 

Mobile Integration For Contactless Check-in

Another one of the crucial visitor management predictions is to include the feature of mobile integration for contactless check-in. This streamlined approach will enable the visitor registration process to be a mobile-based solution where visitors can check in using their smartphone, thus minimizing the need for physical contact and waiting time upon arrival.

The check-in process through mobile integration may include tools like QR codes, NFC (Near Field Communication) technology, or Bluetooth for secure, smooth, and fast processes. Visitors can simply scan the QR code upon their arrival or can enable NFC/Bluetooth technology for contactless check-in. 

Artificial Intelligence (AI) and Machine Learning (ML)

To potentially revolutionize the future of the visitor management system, AI and ML are the two most important visitor management trends in 2024. Their role is to offer more advanced analytics, predictive capabilities, and pattern recognition to optimize visitor management processes and increase security. This is how AI and ML can be helpful:

Helps to analyze visitor data more effectively. 

• Identify potential security risks by identifying unusual patterns, behaviors, or security threats in real time. 
• Predict the visitors’ needs and preferences, tailor notifications, and customize the check-in process. 
• Allow organizations to customize their services and facilities. 

Cloud-Based Systems

The next important visitor management prediction can be the implementation of cloud-based solutions. This technology held over 60% of the VMS market in 2022, offering greater flexibility, scalability, and ease of integration with other systems, like access control systems (ACS) to provide a comprehensive security solution anywhere with an internet connection, allowing organizations to manage visitors’ data and monitor visitor activities remotely. 

Additionally, integrating cloud-based systems with visitor management software offers security features such as encryption, data backup, and regular updates to ensure the protection of visitor-sensitive data. This integration enhances efficiency and streamlines workflows automating real-time updates and reporting. 

Hyper-Personalization and Customization

As the need for a visitor management system increases rapidly in growing industries it is important to make VMS that enhance visitor experience. The next one of the most important aspects of visitor management trends is that VMS will imply hyper-personalization and customization for individual needs and preferences. 

In other words, OneStop VMS is looking forward to focusing on improving the visitor experience through personalization, customization, and streamlined processes such as personalized visitor badges, personalized greetings based on pre-registration information, tailored visitor notifications, dynamic content on digital displays based on visitor interests. 

Although hyper-personalization is still in its early stages in the visitor management software landscape, soon it will be able to anticipate visitor needs and preferences based on past behavior and real-time data. In addition, the visitor management software can recommend relevant people to meet, events to attend, or information resources based on the visitor’s interests and goals offering interactive information. 

Increased Focus on Sustainability

As the final trend, visitor management software anticipates a growing focus on sustainability within the visitor management industry, that holds the efforts to reduce waste, energy consumption, and environmental impact by replacing the paper work with digital solutions. These digital operations will make the work more effective and efficient for the visitor experience. 

It is important to stay updated with technological advancements and changing business needs is essential to stay competitive in the visitor management industry. So, OneStop VMS will be designed with energy efficiency and by using low-power components to minimize energy consumption.

Conclusion

Visitors management’s future holds many promises. The advancements of the future will be driven by artificial intelligence, seamless integration, and the use of mobile technology more extensively. Streamlining visitor management procedures, enhancing security, enhancing customer experience, and improving overall efficiency are all possible through these innovations. 

With OneStop, businesses can stay at the forefront of Visitor Management trends and offer superior visitor experiences to their visitors. By embracing these trends and staying ahead of the curve, businesses can ensure they are not just welcoming visitors, but creating great connections for their brands in the exciting future of visitor management. 

Read : Visitor Management System For Hospitality Industry