Being a printer there is a lot of good to say about nicely printed letterheads and good quality envelopes. It has signal value of the benefits of quality print. The unfortunate drawback is postage costs.
Postage costs! Quite a significant amount on any company’s budget. What we see in general among our customer base is a yearly cost at some 25,000 USD. Am I exaggerating?
Well, if the average order number in a business is 10,000 – you can calculate an average cost as:
10,000 postal stamps at .50-1.50 USD totaling perhaps 5,000 – 10,000 USD
10,000 prints on a printer at 10 cents totaling 1,000 USD
10,000 letterheads at least (your own print, so let’s forget it)
10,000 envelopes (your own print, only buy blank ones) let’s say 1,000 USD
10,000 times walking/checking prints and printer/folding/putting in envelopes/putting on stamps
If your bookkeeper gets USD 30 an hour and spends 3 minutes per invoice this will amount to 15,000.
(and 60 mandays to spend on something else)
Depending on customer placement, export rate and local postage costs this could obviously vary a lot – nevertheless there is a cost on the budget which we can actually get completely rid of by using some easy steps in PrintVis.
- Firstly, there is some setup required in your database.
This setup can be done online by your PrintVis consultant and takes about 1 hour.
- Secondly, there is a customer by customer decision for you:
Will this customer be content to get a PDF invoice sent per e-mail?
And which person at the customer should get the invoice?
- Thirdly, the invoice must be prepared. If your database is version 2013, you can be sure it’s ok.
If your database is version 2009 it should be OK mostly. In older versions you must ask your PrintVis vendor directly.
After the necessary setup the PDF invoicing is happening as a natural part of operation your MIS system:
- Open the printing order which must be invoiced
- Open a new invoice document, use the automatic build function to build the invoice lines.
- Press the Post and Print button.
If your customer is set to get a PDF invoice this will now be sent by email without further notice.
You have now saved yourself time, material and postings cost for this invoice.
Sometimes – and especially in the beginning – bookkeepers would like to have a manual stage between the posting and the sending. Just to make sure it looks ok. In these cases they can make this decision on a customer by customer basis – simply not make the ‘who get’s the e-mail’ setup. It is very easy to lift each customer on to the automated sending.
While the setting is done and a customer has not been lifted on to the automated sending there are a few extra steps from the post and print button until the email goes out:
Firstly, only post the invoice – no printing.
- Open the posted invoice document.
- Press Print and pick PDF; the invoice will be created as a PDF document on your screen.
- Choose Attach To Email an input the email adress of the customer contact person.
There is still time saved, and the same amount of material and postage saved.
Investment level is approximately USD 1,000-1,500 depending on the situation. ROI is measured in months.
Naturally for larger companies with more complex or many more invoices there are other steps to take which can organize posting routines at night time so as to also relieve the users of heavy duty operations during working hours.