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Cloud and Digitization

Organized documents, remote access and digital archive for business

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Detaje të shërbimit

What Does This Service Include?

Cloud and digitization make working with documents faster, more organized and more controllable. This service includes organizing invoices, contracts, bank, payroll and institutional documents in digital form, so that they can be found quickly when requested by the client, bank, ATK, management or other institutions.

Pikat kryesore

  • Remote work
  • Arkiv cloud
  • Documents të kërkueshme
  • Qasje e kontrolluar
  • Digjitalizim procesesh
Qasja për këtë shërbim:The approach is structured organization and fast access: documents are stored in order, separated by category and found quickly when requested by the client, a bank, ATK or management.

How Do We Handle It in Practice?

01We define document categories and the method of submission.
02We organize invoices, contracts, bank records, payroll and institutional documents.
03We set a process for monthly documents and missing-document checks.
04We keep clear records for requests, confirmations and reporting.
Cloud and Digitization

Organized documents, faster access and remote work

Business documents should not be stored scattered across WhatsApp, email, desktop or unstructured folders. An organized cloud system helps keep invoices, banks, contracts, payroll, reports and institutional documents organized, checked faster and ready when needed.

Cloud document organization

Why Is It Needed?

Documents organized in the cloud are found faster, controlled more easily and can be used by the client and the team without the need for a physical presence in the office.

Which Businesses Need It?

  • Businesses that work remotely
  • Multi-invoice businesses
  • Businesses with banking, cash records, payroll and contracts
  • Businesses that are often asked for documents by banks, ATK or institutions
  • Businesses that want a more streamlined monthly process

What Does It Include?

  • Krijim i strukturës së folderave
  • Ndarje sipas muajve
  • Ndarje sipas kategorive
  • Storage of invoices, bank, salaries and contracts
  • Control of received documents
  • Listë e dokumenteve që mungojnë
  • Arkivim digjital

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

Is it enough to send the documents only on WhatsApp?
WhatsApp can be used for quick communication, but for professional storage and control, documents should be organized in a clear structure.

Remote work

Why Is It Needed?

Working remotely facilitates communication with the client and makes the process faster, without the need to physically deliver documents each time.

When Is It Needed?

  • When the client cannot come in person
  • When the business has documents every month
  • When quick response is needed
  • When staff work in different locations
  • When access is requested by management or the bank

How does it work?

  • Përcaktohet mënyra e dorëzimit
  • Krijohet struktura e dokumenteve
  • The client sends documents by category
  • Easy Accounting reviews documents
  • Absences and issues requiring clarification are reported

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

Can accounting be done without physically coming to the office?
Yes, if the documents are sent in an orderly and organized manner.

Struktura e folderave

Why Is It Needed?

Clear folders avoid losing documents and make it easier to check monthly, report and find documents when needed.

Strukturë e rekomanduar

  • 2026 / January 01 / Sales invoice
  • 2026 / January 01 / Purchase invoice
  • 2026 / January 01 / Bank
  • 2026 / January 01 / Ark
  • 2026 / January 01 / Salary
  • 2026 / 01 Janar / Contracts
  • 2026 / 01 Janar / Import / Export
  • 2026 / January 01 / ATK / filings
  • 2026 / 02 Shkurt
  • 2026 / 03 Mars

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

Is it necessary to divide by months?
Yes, dividing by month makes it easier to check, declare and report.

Monthly document submission

Why Is It Needed?

Late filings create a risk of misfilings, omissions, corrections and reporting delays.

When Is It Needed?

  • Gjatë muajit
  • Before tax deadlines
  • Before preparing the monthly report
  • Before delivery to the bank or institution
  • Before preparing the financial statements

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

When is the best time to send the documents?
As early as possible during the month and always before the filing or reporting deadlines.

Missing document checks

Why Is It Needed?

The absence of an invoice, payment, bank filing or supporting document may affect the filing, reporting and financial filings.

What Is Checked?

  • Free invoice
  • Payment without invoice
  • Bank without supporting document
  • Invoice Without NUI
  • Missing import documents
  • Kuponë fiskalë të palidhur
  • Contracts pa nënshkrim
  • Employee documents
  • Assets without invoice
  • Stoqe pa evidencë

How Is It Done?

  • Krijohet listë e mungesave
  • The client is informed
  • Document or clarification required
  • Dokumenti ruhet në folderin përkatës
  • Pas plotësimit, përditësohet statusi

FAQ

Can it be declared without complete documents?
It depends on the case, but declaring without complete documents increases the risk of errors and corrections.

Access and authorizations

Why Is It Needed?

Not every person should have access to every document. Access should be controlled by role and need.

Which Businesses Need It?

  • Pronari
  • Menaxheri
  • Person responsible for documents
  • Accountingi
  • Stafi i autorizuar
  • Consultant or bank, only when needed and carefully

What should be checked?

  • Kush ka qasje
  • Çfarë mund të shohë
  • Çfarë mund të ngarkojë
  • Can delete documents
  • Can share documents with others
  • How access is revoked when staff leave

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

Should all employees have access to financial documents?
No. Access should be limited by role and need.

Fast document search

Why Is It Needed?

When documents are named and stored well, they are quickly found for the customer, bank, ATK, management or institution.

How are the documents named?

  • Data - Furnitori/Klienti - Lloji - Amount
  • 2026-01-15 - Supplier ABC - Purchase invoice - 250 EUR
  • 2026-01 - Bank - Monthly statement
  • 2026-02 - Payroll
  • 2026-03-10 - Kontratë punëtori - Name

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

Does the file name matter?
Yes. Clear naming saves time and reduces errors.

Bank, ATK and institutional documentation

Why Is It Needed?

Businesses often need to send documents to banks, ATK, institutions, grants or tenders. If the documents are organized, the preparation is done faster.

How does the cloud help?

  • Documents are found faster
  • Verifikohen më lehtë
  • Dërgohen në kohë
  • Ruhet gjurma e dokumenteve të dërguara

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

Can bank documents be prepared faster if they are in the cloud?
Yes, if the documents are named and categorized.

Archiving and long-term storage

Why Is It Needed?

Accounting, tax, contractual and employee documents must be carefully preserved for different periods, according to business, accounting and institutional requirements.

Praktika e mirë

  • Ndarje sipas vitit
  • Ndarje sipas muajit
  • Ndarje sipas kategorisë
  • Backup
  • Kufizim i qasjes
  • Periodic check

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

Is the cloud replacing the physical archive?
It depends on the document and the legal/practical requirements. Cloud helps with digital storage, but physical or original documents may be required as appropriate.

Security and confidentiality

Why Is It Needed?

Financial, tax, banking and personnel documents contain sensitive data. They should be stored and separated carefully.

What should be checked?

  • Qasje e kufizuar
  • Fjalëkalime të sigurta
  • Mosdërgim i panevojshëm i dokumenteve
  • Sharing with authorized persons only
  • Backup
  • Mosruajtje në pajisje të pasigurta
  • Be careful with personal data

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

Note

Legal source: Law No. 06/L-082 for the Protection of Personal Data and the Agency for Information and Privacy.

FAQ

Can financial documents be shared with every employee?
No. Documents should be shared only with the persons who have the need and authorization.

Digjitalizim i proceseve

Why Is It Needed?

Digitization is not just document scanning. It implies clear rules for delivery, control, storage, naming, sharing and reporting.

What can be digitized?

  • Dorëzimi i faturave
  • Lista e mungesave
  • Reporting mujor
  • Dosja e punëtorëve
  • Contracts
  • Bank documentation
  • Documents for ATK
  • Communication with the client
  • Arkivimi vjetor

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

Is digitization only for big businesses?
No. Even small businesses benefit greatly from digital document organization.

Përgatitje për AI Accounting

Why Is It Needed?

Automation and AI Accounting work best when documents are structured, readable and categorized.

What is required for AI Accounting?

  • Clearly scanned documents
  • Emërtim i saktë
  • Complete Invoices
  • Ndarje sipas muajve
  • Kategori të qarta
  • Absence control
  • Standardizim i formatit
  • Ruajtje e rregullt

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

Does AI replace professional control?
No. AI can help with reading and organization, but professional document control and accounting treatment remain essential.

Common document storage mistakes

Why Is It Needed?

Errors in storage create delays, loss of documents and ambiguity in filing or reporting.

Common mistakes

  • Documents shared on WhatsApp
  • Invoice without clear name
  • Documents stored on the desktop without backup
  • Invoices without month or category
  • Bank records mixed with invoices
  • Duplicate documents
  • Unreadable documents
  • Mungesë kontrolli mujor
  • Uncontrolled access by many people
  • Failure to keep contracts and documents of employees

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

FAQ

What is the most common mistake?
Storing documents in different places without structure, which makes it difficult to find and control.

Documents that should be organized

Why Is It Needed?

The list of key documents helps the business understand what needs to be stored in the digital structure and what needs to be checked each month.

How Is It Done?

  • The structure and method of delivery are determined.
  • Documents are organized by year, month and category.
  • Missing items, access rights and unclear documents are checked.
  • A clear trail of requests, confirmations and reporting is kept.

Note

The earlier documents are organized, the faster they are found when required for filing, reporting, banking, ATK or management.

FAQ

Why do you need a list of documents to organize?
Because it helps the business not to lose documents and have clearer control over the digital file.

FAQ

Frequently asked questions about cloud and digitization

Can We Work Fully Remotely?

Yes, if the documents are sent regularly and organized in a clear structure.

Should I Also Keep Physical Documents?

It depends on the type of document and legal/practical requirements. Original documents should be retained when required as the case may be.

Can I Request Documents Quickly When I Need Them for a Bank?

Yes, if the documents are organized by year, month and category.

Does Every Person Have Cloud Access?

No. Access should only be granted to authorized persons.

Does Cloud Organization Help Make Accounting Faster?

Yes, because documents are clearer, easier to control and faster to report.

Professional guidance

Want more organized documents?

Send us how you currently store documents, the average number of documents per month and the main categories. Our team guides you through the monthly structure, approach and process.

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Resources and standards

Burime për security, privacy and digital organization

These resources are used for professional guidance on information security, privacy and data organization. For each specific case, the processes are adapted according to the business and the documents being handled.

PRIVATËSI

Information and Privacy Agency

The institution responsible for supervising the protection of personal data and access to public documents in Kosovo.

Open source
LIGJ

Ligji për Mbrojtjen e të Dhënave Personale

The legal basis for the handling and protection of personal data in the Republic of Kosovo.

View law
ISO

ISO/IEC 27001

International standard for information security management systems and data risk control.

View standard
NIST

NIST Cybersecurity Framework

International Guidance Framework for Cyber Security Risk Management and Information Protection.

View source
ATK

Kosovo Tax Administration (ATK)

Official source for filings, tax documents and information related to accounting documents and reporting.

Open ATK

Note: The information on this page is indicative and based on official sources or professional standards. The way documents are stored, accessed and processed should be adapted to the type of business, the documents being handled and the requirements for privacy and security.

Note: The information on this page is indicative and based on official sources or professional practices. Requirements, documents, deadlines and procedures may vary according to the specific case, the status of the business and the responsible institution. Easy Accounting is not a public institution and does not replace the official decision or interpretation of the competent authorities.

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