16 reasons why you should be using hybrid mail

But first of all, what exactly is hybrid mail? It’s an online print and mailing system which prints and mails documents remotely from a secure off-site location. This is far more cost-effective than having your staff print documents individually from separate printers on every desk. Hybrid mail also takes away the time-consuming and costly admin tasks of printing, folding, enclosing and posting.

Here’s how it works

Once you have compiled your documents and they are ready to be printed, simply select the hybrid mail print driver on your PC to print your documents at the secure location – the provider then takes care of the rest. Your documents will be digitally printed, folded, put into envelopes and posted by the provider.

You can print and mail out anything from a one-off letter to a mail merge of thousands of items. All you need to do is install a printer driver on each computer and this then connects to the remote server at the provider’s location. You can log in to see all of the documents that have been sent to print and check where they are in the system.

In short, there are a whole range of benefits to using hybrid mail – both for your business and the environment. You can:

  • Save up to 60% on the overall price of sending a letter
  • Create your letterhead electronically – saving money on pre-printed stationery
  • Use the system any time, day or night
  • Take advantage of late posting – you usually have until 3pm for next day delivery, or 6pm for two day delivery
  • Avoid franking machine costs and hire
  • Save your staff wasting time on trips to the local post office after missing the postman
  • No more running out of envelopes or headed paper
  • Increase brand consistency and control by using a letter template with the correct layout, logo and fonts every single time you mail anything out
  • Use mail merge for larger volume mailings. Simply write your letter, attach your mailing list and everything will be handled for you – merging, printing, fulfilment and postage
  • Take advantage of high quality print production by state-of-the-art printers
  • Have access to advanced functionality including document recall, electronic archiving and detailed billing
  • Update mailing lists more efficiently using the built-in returns facility which many hybrid mail companies provide
  • Improve address accuracy via postal address validation  which again cuts costs
  • Reduce your carbon footprint by up to 80% as your postal suppliers no longer have to collect physical mail items and deliver them around the country
  • Print on 100% recycled paper
  • Printing on both sides can reduce your impact on the environment even further

FCS Laser Mail offers an innovative hybrid mail solution called OfficePost which does all of this and much more. For full details and a free demo call us now on (0121) 306 4300.

Are you getting the most from the post?

As you probably know, postal service providers in the UK and overseas now provide a bewildering array of service levels and postal tariffs. With the postal market opening up too, it means that SMEs could make considerable savings on postage and despatch charges. But it’s difficult to know where to find the right service for you, and who’s offering the best deal.

It’s therefore a good idea to ask a few questions:

  • How can we reduce our postal costs now that the postal market has opened up?
  • Are we currently getting the best value and service?
  • Are there cheaper and better alternatives available from the new service providers and can we trust them?
  • How do I choose between the range of products on offer from the new postal operators?
  • Are there other money saving opportunities for us to exploit?
  • What new services or changes e.g. zonal pricing, do we need to know about?
  • Could we reduce our environmental impact and save on postage?

All of these can be answered by using postal optimisation. This is specially designed to bring you better, more reliable postal arrangements and save your business money.

Postal optimisation will include a careful evaluation of your current mailing costs and service levels. This could easily bring you a potential ongoing reduction in postal costs of around 10% to 20%. That could be a sizeable amount of money for companies that use postal and despatch services every day.

You’ll also receive independent advice on your mailing needs and the range of services available from all major providers including the new players. And ongoing monitoring and review will make sure that your mailing costs are cut without reducing the quality of the service you receive.

All in all, postal optimisation isn’t just a case of checking out new postal companies. Your overall mailing requirements are taken into account and you’ll get impartial advice on the most efficient way to despatch your mailings. Whether it’s through the choice of material, postal operator or different product offerings, you’ll be able to achieve the most cost-effective combination.

Like to have your postal usage optimised – you could save up to 20% on costs every year. Call us now on (0121) 306 4300.

How to stop your invoices getting ‘lost in the post’

Ask anyone in business what are the biggest problems they face, and one of them is sure to be ‘getting paid’. They’ll also tell you that they have heard every single excuse under the sun as to why they haven’t been paid. And among these tried and tested whoppers will be, “Your invoice must have got lost in the post!”

Well now clients and customers will never be able to say that again thanks to electronic billing or e-billing. This is the electronic transmission of billing documents such as invoices, billing statements and other related items by a business to its clients and customers.

As the cost of the technology has come down, more and more businesses have moved towards e-billing, regardless of their size or the number of invoices they send out. What’s more, many larger businesses are putting systems in place which allow their suppliers to send in e-billing documents, if they don’t have an e-billing system of their own.

Customers get bills quicker. You pay less to deliver them.

For companies, e-billing services give you much greater speed and control over your regular financial communications to your customers. In fact, companies can bill their customers electronically using a fully automated e-billing service and speed up the whole process. No need to deal with the logistics of compiling and printing out all of the documents at your premises.

Statements and bills can also be created to your exact requirements, sent and stored securely giving you the opportunity to archive and retrieve your documents more efficiently. You could also save considerable amounts on staff time, postal charges and stationery costs.

While for clients and customers, e-billing is an environmentally friendly and efficient way to receive, manage, query and pay your invoices online.

What are the benefits of e-billing?

E-billing systems can offer a wide variety of advantages including:

  • Paperless transactions – when an e-invoice has been raised an email is sent to the customer with the invoice attached in PDF format and containing a web link to an e-billing website where they can view and download the invoice in several formats
  • Multiple formats – e-invoices can be downloaded in a variety of formats including HTML, CSV file for importing into a spreadsheet such as Excel, as a PDF for printing or sending as an attachment, and XML.
  • Online history search – many systems keep e-invoices online for 12 months, so clients can quickly search and find an invoice in a matter of seconds
  • Register invoice enquiries online – any client queries can be logged online so there’s no need to make queries by telephone
  • Pay online – using digital signatures and powerful encryption technologies, clients can log-in and pay online quickly and securely
  • Direct debit registration – clients can set up an online account to pay invoices by direct debit using the online mandate form

Want to find out more about the benefits of e-billing for your business. Call FCS Laser Mail now on (0121) 306 4300 and ask about our proven e-billing system.