You have probably heard that the PDF file type is a great tool for use in a business environment. If you are not too familiar with the format, it may be difficult to see why. On the surface, PDFs seem like they are difficult to view, edit, or do pretty much anything with. However, there are some very good reasons to use PDF, especially if your job revolves around finances. In fact, you may come to realize that a lot of the things you once saw as a downside are actually benefits if you get to know these pdf tips for finance professionals. This guide will give you PDF tips for finance professionals.
PDFs Are Secure
The first thing you need to understand about PDFs is that they are designed with security in mind. This is why you cannot simply edit them directly. Without the proper software, no changes can be made to the file. This is especially useful when creating, sending, and storing financial documents. It is vital that the financial information is not haphazardly changed, either accidentally or maliciously. However, by using the right software, you can make secure edits to any document, which gives you the best of both worlds. They are easy to change, but also secure when you need them to be. You can save a PDF file in such a way that no edits can be made, even with the right software.
There are also several other security benefits that PDF offers. You can secure a PDF file with a password so no one can even view it without the right clearance. This is great for confidential invoices, respecting clients’ privacy, or transferring sensitive information.
Create PDFs From Any Format
There are online tools available that allow you to convert essentially any file type into a PDF, for example if you’d like to convert a Word document to PDF. This process is simple, fast, and convenient. PDFs are simple and versatile, which allows a huge range of file types to be compatible, including Microsoft Word documents, Excel spreadsheets, jpgs, Powerpoint presentations, Google spreadsheets, websites, and more. You simply upload the file you want converted and download the PDF.
During the conversion process, you can make a wide range of edits as well. Of course you can add or edit text, but there are far more involved edits you can make as well. For example, if you need to merge the file with another, you can export them both as a single PDF. Similarly, you can split one file into two separate PDFs. These changes are just the tip of the iceberg of what’s possible.
Create PDFs From Scans
Another benefit that PDFs have is the incredible ability to create a workable file of a scanned image. Imagine converting all those physical financial reports or invoices into a digital file that you can enter or edit text quickly and easily. You can scan the paper, upload it, and get to work on it. Making changes to a scanned image of a physical paper is something that is completely impossible for essentially any other file type.
With the right software, you can simply click on the text you need to edit using the text tool and it will create a text field that you can edit. Some software can even extract the text that is on the scanned image automatically. You might hesitate to turn a secure physical paper into a digital file for fear of the file being exposed to someone who is not supposed to see it. It is harder to keep a digital file safe than a physical paper. But that is something you do not have to worry about with a PDF because of the security benefits discussed above.
Store and Transfer PDFs
PDFs were specifically designed to make it easy to store and transfer files. This is because the files are naturally very small. When you convert a file into a PDF, it is compressed. So, if you need to store years’ worth of financial information, it will take up a shockingly small amount of space. Or, if you need to send a file to someone, you can easily attach all but the largest PDFs in an email. There is no need to mess with a more complicated file transfer system. This is a useful benefit for anyone, but those in financial departments can make great use of these PDF tips for finance professionals.