Print mail services. 10 useful tips to speed up your document processing!

Our Print-2-Mail solution straight from your desk top.

Our Print-2-Mail solution straight from your desk top.

How long does it take it to process, print and despatch invoices, statements, remittances?

Do you use multi-channel distribution i.e. post and electronically despatch documents?

Do you have staff using their valuable time checking and reconciling matching documents and then manually inserting in to envelopes?

Do you have too few days at the end of your month?

If the answer is yes to some or all of the above then opting for a print mail service will help streamline some if not all of the above processes.

Optimising a managed print mail service will save staff time and yield big cost savings through automation.

Organisations that use multi-channel distribution a combination of posting out letters and electronically sending them for example e-bills will reap dividends by outsourcing the paper based letters.

Here’s a list of 10 reasons why you should use a print mail services company for your paper based letters, invoices and remittances. 

print mail services

If you use multi-channel distribution for your documents then a print mail services company can reduce the cost of the documents you need to post out.

Why would I want to outsource my letters to an external supplier?

1/ Companies with a regular through put of documents such as invoices, statements and cheques stand to gain from outsourcing some if not all of the components that make up the process flow.

Working with a print mail services partner gives the company access to state of the art electronic design, printing, document management technologies and cloud based computing. Which means that you can make sizeable gains by not making the investment in the technology. Saving you time and money.

2/ Working with a reputable print and mailing company will ensure you harness their expertise to maximise the advantages of document management, electronic despatch and print of transactional documents.

What are the advantages?

Simple. You get the flexibility to post out the letters you don’t want to manage in-house a task that may well be time consuming and cumbersome.

3/ Outsourcing gives you the opportunity to audit your paper flow and evaluate what letters are being generated for who and why. It provides an opportunity to rationalise some of the documents. Are so many necessary? Do they convey the company branding effectively and do they communicate clearly and unambiguously?

Its no good having a great looking invoice if the customer can’t see how much it is they owe and where they need to pay.

4/ Speed – one of the main factors affecting the despatch of your documents is speed. Great if you print them over night but what if it then takes three days to get them in the post and another two days getting to your customers. Mailing facilities by definition have faster production/automation, printing and despatch technology, the process is completely mechanised from receipt of file to posting out.

We never have problems printing in-house!

Really. What happens when you’re ready to hit the print button and discover there’s a problem with the invoice file?

For a print mail services company it’s easy, you can make changes at the last minute and your documents will hit your deadline.

5/ Sophisticated design technology means that documents can be variable and highly personalised.

Why would I want to personalise my invoice or statement for?

Your documents are likely to have a name, address and department or destination for the intended document therefore it is already personalised. A print mail services company can design your documents to be highly personalised. For example, some of your customers might get specific discounts or you might want to do a marketing message for a product or service.

This can be hi-lighted in colour moreover colour hi-lights what you want your customer to do with the document and where to pay it.

6/ Clean your customer invoice lists to ensure correct addresses and ensure more accurate delivery of invoices. What’s the point of sending out your invoices if half of the envelopes come back as “not known at this address” you’ve just duplicated the effort!

A print mail services company will use de-duplication software to manage any duplicate addresses and provide a report back to your CRM team for updating. Or, they can simply be extracted at source saving you extra postage costs and wasted stationery.

7/ Outsourcing your letters means you benefit from sortation of mailing addresses by maximising postage discounts using downstream access this in turn reduces postage costs. A franking machine in-house will not provide the same level of discount.

8/ Good use of hi-light colour – laser technology enables us to print and hi-light specific areas of text in colour on your document.

So? Our invoices are already printed in two colours.

That may well be, but using what we call spot or hi-light colour on the amount column or to bring attention to amounts overdue is a very powerful way of alerting your customer to speed up payment. What about hi-lighting a new product or service you are promoting?

9/ One of the difficulties in managing the paper process in house is the maintenance of your corporate credibility. If different departments order from many print suppliers how do you ensure the company style is reflected across all transactional documents?

print mail services

Easy – outsourcing ensures that the company style and branding are maintained and reinforced on every invoice, statement, cheque sent out.

10/ A print mail services company facilitates an end to end service by using modern document management technologies and printing services making it easier for you to outsource the whole process.

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One thought on “Print mail services. 10 useful tips to speed up your document processing!”

  1. Some good points Caroline – I think you are missing the vital component cost which is the postage. 80% of all fulfilment costs is within the postage model – embracing a zonal postal model you can realise postal discounts regardless of the file size and therefore maintain a cap on all expenditure.
    Happy to talk again

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