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6 Ways to Cut Costs NOW!
Every business in every sector creates hundreds if not thousands of documents each day. We’re all busy doing our jobs, under pressure, trying to hit targets and meet deadlines. Without thinking we fax a purchase order, post an invoice or perhaps file a paper copy. But are we working efficiently?
We've made REAL improvements, for all sorts of companies in all sorts of sectors, but as a taster, here are 6 good ways to make a difference.
1/ e-Billing
If you’re still sending invoices, credit notes and statements by post, you need to act now.
Every time you send an invoice by post it costs your business 50 pence.
Think about it – that’s £500 for every 1000 letters you post.
Our e-Billing solution is intelligent - customers who are willing to accept an electronic invoice, receive a fax, an email or document posted to a secure web site; traditionalists get a piece of paper in the post like they always have
Document Genetics can implement an e-Billing server in days. We don’t care if you run SAP or Sage, we can integrate with whatever business system you run.
More info on e-billing space space Download a presentation on e-Billing
2/ Supplier Invoice Automation and Approval
To manually process a paper invoice, it may be costing your company as much as £10 per invoice. Think about it, that's £500 for every 50 invoices you process!
Depending on the level of automation you want, we can get that cost down to > £2 per invoice.
If you have the following problems in your Accounts Payable department, we need to speak you:
- The average cost to process an invoice is rising
- The average time to process an invoice is rising
- The productivity of data entry operators has declined while their cost continues to increase
- Opportunities to capture early payment discounts are missed due to organizational inefficiencies
- Relationships with vendors are suffering because of late payments and missing documents
- The number and variety of invoices (both paper and electronic) received overwhelms processing and storage capacity
- They want to free themselves of tedious data capture duties so they can focus on core responsibilities
Document Genetics have solutions which automate manual data capture, create workflow approval processes, and automatically release invoice data into virtually any business software application. We can convert stacks of paper invoices into useable digital data that’s far easier for AP departments to locate, validate, process, transfer and store. For those suppliers sending electronic invoices, be they submitting XML, EDI, PDF etc, we have cost effective solutions to get this data into your business system.
More info on Supplier Invoice Automation
3/ One to One Marketing, Auto Sorting & Mailing
Take a fresh look at how you communicate with your customers. For marketing messages to work, they need to be relevant and exciting – not all of your customers buy the same products or services, so why do so many organizations send the same sales promotion to all of them? Using Formate output management software, we can intelligently add customized messages to any type of business document (letters, invoices, statements etc) but vary the message according to recipient. We can then print (and post), fax, email to post to a website – the choice is yours.
For documents which need posting, we can pre-sort or add attachments, and finally add an OMR (optical mark recognition) facility to allow auto-folding and stuffing into envelopes. In fact, we now have a dedicated mailroom consultant who spends his life finding clever ways to save you costs in your mailroom.
More info on Formate output management software
4/ Simple e-Commerce Initiative
Who needs paper?
In an ideal world all invoicing transactions would be electronic - it's amazing in this day and age we still post paper invoices to our customers. But, many e-business initiatives fail because they are expensive and time consuming to implement. Document Genetics have developed an electronic invoicing solution that offers a real alternative to sending or recieving paper invoices (or other electronic transfer methods such as EDI). The Document Genetics solution is:
- Quick to install and setup
- Low cost – both initial and annual
- No transactional cost
- Flexibility
More info
5/ Faxing to and from the Desktop
Faxing may be a little long in the tooth and viewed as an old fashioned technology next to e-mail, but how often do we rely on it when the e-mail server is down or a customer needs a document now. In reality we all still rely on faxing and we will do for a number of years to come.
If you take the time to look at faxing in more detail, some surprising statistics emerge:
- Fax traffic is still increasing by approximately 10 to 15% per annum
- 20 to 40% of all telephone bills are fax related
- 40% of all international calls are fax related
- 90% of faxes are sent by fax machines
- In large companies (500+ employees) the faxing volume can be nearly double that of post
If your company sends just 50 faxes a day, using a stand alone fax machine, we can save you £7,500 per year.
More info
6/ Web Delivery of Documents to Customers and Partners
Successful companies work closely with their customers and partners making it easy to communicate and facilitate everyday business transactions. We’ve now developed a low cost web based portal, which enables you to publish any type of document, which can then be viewed securely by the consumer over the web.
Sample applications are:
- Proof of delivery – Automatically scan delivery notes and allow customers to view signed delivery notes over the web
- E-Billing – don’t send a paper invoice, send an email with a link to an image of the invoice held on our web portal
- Product or technical information archive – capture any type of document (paper, PDF, Word, Excel, Autocad etc) and make it available over the web
- Home working – deliver ERP reports or documents over the web – empower your workers.
More info | 
