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CASE STUDY

Business-Critical Documents Generate Significant Cost Savings

The Client – International Commercial Vehicle Leasing

The Brief – Prior to working with us, the clients’ invoices were produced in-house, and then mailed to their clients. This drained 60 man-hours per month from the company, and was also a complex task – producing invoices for parent companies and subsidiaries who each required unique identification. To reduce costs, the clients reviewed their processes and looked to us for help. They provided us with the relevant files daily, and required two despatches per week. They wanted a supplier who could invoice their clients not only with cost-effectiveness, but with speed and efficiency.

The Solution – It was really straightforward to set-up individual templates for the invoices, as our software can create infinite templates for these documents. Similarly, receiving the files was not problematic. To make the best cost-savings, we organised the files so that all of the documents for an individual customer were collated together (for example, invoices/statements/chase letters). Our software also adds Cleanmail® barcodes, as well as the option to mail-sort the files (of sufficient volume) and apply Optical Character Recognition ( OCR ) marks, which allow the documents to be compiled into correct sets, ready to be inserted into their envelopes. This process is automated. The client is now able to choose whether or not to insert a fax number or email address into the record, and the software will then know that that particular document needs to be faxed or emailed automatically. If a fax number or email address is not inserted, the document is printed ready to be mailed through the post.

Response – The ability to fax or email invoices made the process more cost-effective. This inspired the client to produce a marketing initiative to encourage the highest amount of customers possible to opt-out of receiving their invoice (for example) by post, and to instead receive it via fax or email. To email a single page saved our client 76% on the cost of posting.

Benefit – The client has saved approximately £22,000 per annum in the last four years, with staff sickness and holidays no longer having a negative impact on the company’s ability to send their critical business documents on time.

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