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Accounts Payable, Accounts Receivable, Document Management, Featured Posts, Invoice Processing, Managed Print Services, Managing Print Costs, Outsourcing, Payroll Processing, Print and Mail Services, Print Management

The best of 2012. All you need to know about outsourcing in one place.

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This blog comes with a health warning...

This blog comes with a health warning…

WARNING: THIS BLOG COMES WITH A HEALTH WARNING… IT’S A TAD LONG. BUT YOU’LL SEE WHY AT THE END.

Here we are the last day of 2012 and what a year its been. It only seemed like yesterday that I sat at this very desk and typed my epilogue for 2011.

The beginning of the year heralded great expectations and even the economy looked like it was digging its way out of the hole it had dug itself into.

Sadly it didn’t happen and the UK along with the rest of Europe continues to stay in the quagmire.

The onset of New Years Eve can be a time of reflection as we consider the year that has gone before.

With all the ups and downs of the year you could excuse yourself for feeling a little disillusioned at the prospect of 2013.

New Year's Resolutions?

New Year’s Resolutions?

If you are reading this then I’ve succeeded in holding my audiences’ interest? More importantly we survived the end of the world which was suppose to have occurred on 21st December.

As I stepped on to the plane with my family to travel back from Hamburg on the late afternoon of the 21st, I would be lying if I didn’t experience a little trepidation although its only an hour’s flight back to Luton.

I held my breath as we came into land and the passenger sitting next to me actually “prayed”as he muttered something in german under his breath I couldn’t help but think he knew something we didn’t?

The maya civilisation predicted the end of the world? They didn’t of course. It is the western interpretation of an apocalyptic ending. The maya civilisation predicted that December 21st this year simply marked the start of a new calendar.

“Mayan refers to the indigenous peoples of South-East Mexico, Central America notably Guatelmala. Mayan was actually spoken by the maya people and the maya calendar was used by the mayan civilisation”.

For the Mayan people 21st December represents a joyous event, not an apocalyptic event. What is coming is the end of a calendar and the beginning of a new one.

Are we facing another seismic shift both economically and personally? Isn’t the start of any new year synonymous with change?

Isn’t that indicative of a New Year – new year’s resolutions, a new chapter, new beginnings, changes, planning and a time to be reflective on what we’ve learn’t from the year just past.

Lets reflect on what a great year 2012 has been.

We had the 2012 London Olympic Games to look forward to. The country was at last unified in one common goal and that was achieving olympic success and putting London and the UK firmly on the map. It was sixteen days of amazing sporting finesse and talent exhibited at the greatest show on earth.

Who can forget that one weekend in August! I still get goose bumps thinking about it even now!

Digital Print Management advises and guides companies on the importance of how to go about outsourcing… just about anything so we’ve taken the best of the year’s blogs and stuck them here as a reminder of what were the best and most useful to you our audience and customer and we thank you for reading and contributing.

Round up of the year’s best blogs.

In January we talked about the differences between what is print management and managed print services a simple guide to understanding the differences.

With p60 time looming in April there was a helpful guide on how to go about having hassle free p60 printing

February provided top tips on how to benefit from outsourcing, automate your AR function and how to implement paperless billing in your company.

March saw the launch of our print-2-mail service and how easy it is for companies to manage printing and posting out invoices, statements and practically any customer letter without moving from your desk.

April saw a brief guide on RTI (Real Time Information) and the impact it’s likely to have on businesses in 2013. This is particularly important for payroll managers and business owners.

Paper chasing and outsourcing business processes dominated May’s round up.

June saw us delve into the murky waters of invoice processing and how to automate and streamline the process.

July concentrated on how to save money using hybrid mail and how to reduce print costs in your organisation.

Document Management Systems and strategies, controlling print costs and Invoice Management were the order of the month of August.

September discussed the importance of Accounts Receivable and how to automate payment allocations.

We then provided a guide on how to outsource your debt collection letters and a really important blog about making sure printed information is kept secure.

November – really exciting month firstly because its getting close to Christmas so we in the office start to feel a tad christmassy but we spent some time on payroll outsourcing and my favourite data cleansing and what this means if you do it right.

Wow we are in December, how quickly the year has gone! It is the month of why invoice scanning is so important to the AP process, then there was print management solutions for professional services companies.

Finally if you really wanted something completely different from what you’ve come to expect, we threw caution to the wind.

Working from home use to be such a big deal and now companies actively encourage it what do you think?

Mobile working and how it’s changed our lives.

With so much social media or anti-social media we talked about how great it feels to tune out once in a while and actually read a book. Are you switching off from digital media?

With the business landscape having changed so radically over the last 20+ years I found researching this blog particularly relevant what’s in a business relationship?  Do you feel the same way?

Next to my family I love Formula 1 Motor Racing so I knocked this one out after Sebastian Vettel won his third consecutive world championship. The importance of teamwork and why its integral to any business.

If you’ve got to the bottom of this blog without faltering then a big T-H-A-N-K-Y-O-U for reading, for liking us, following us and connecting with us in 2012.

My final note for the year:

“Success is not final, failure is not fatal. It is the courage to continue that counts” (Winston Churchill)

Happy New Year from all of us at Digital Print Management.

Follow us on twitter, like us on facebook and do connect with us on linkedin.

 

Happy New Year.

Happy New Year.

 

 

 

 

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  3. What's the difference – Managed Print Services v Print Management Services
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Hybrid Mail, Managing Print Costs, Print and Mail Services

How to mail out your letters on a budget using a hybrid mail solution?

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We are often asked can we just mail out 300 invoices or 300 of anything come to thing of it?

The answer is very definitely YES, you can!

Sometimes the volume might be more or less but by using a hybrid mail solution an SME is guaranteed to save money on postage, printing and processing.

Hybrid mail is a combination of printing and posting as a bundled service and we can combine small mailings for many customers and use DSA (Downstream Access ) pricing which saves you time and money on postage.

How?

Easy.

Using your web browser you can access our print-2-mail web portal and we provide you with a user name and password. There’s no software to install and you can use a PC or Mac.

If you have a document you want to print and send out, print-2-mail does the rest. The document needs to be converted to a PDF first.

By downloading the print driver you don’t even need to create PDF’s. Selecting the print driver launches the application, uploads your documents and converts them to PDF’s.

The print driver is easy to download as the interface provides a “print driver download”

What can I use hybrid mail for?

Pretty much any document you need to print and mail out.

You can print virtually any type of A4 document, single or double-sided, colour or black on white only. There’s no limit to the number of pages so reports, dissertations even and customer letters are fine.

You can load variable length documents so invoices and statements are no problem. You simply create the document before you load them to the system.

 What do I need?

An internet connection and the most up to date web browser – Internet Explorer 8 for Windows XP or 9 for Windows Vista or Windows 7, Mozilla Firefox 12 or Google Chrome.

When the application opens you have the option to print single and multiple page letters, in black or colour with the option of uploading your company logos.

Simply add your logo to the document as an image and we can print it along with the letter.

The wizard (there are seven steps) has been set up so you can walk through it and process your document quickly and efficiently.

The mailing wizard takes care of incomplete addresses by providing suggestions and it tidies your addresses as well. This is done using the Royal Mail’s PAF database (Postcode Authentication Finder) On completion of the address validation the wizard can create an accurate address file that can be downloaded as a PDF so you can make sure your customer addresses are accurate and complete.

How quickly will my mailing be posted out?

You have two options ‘Same Day” and “Next Day”. For same day all orders placed by 4PM are printed and mailed the same day. For next day, any orders placed up to midnight day 1 are printed and mailed out the next day. 

How secure is it?

The system is very secure and documents are uploaded using an encrypted HTTPS connection (the same standard used for on line banking). All your documents are printed in an APACS approved, ISO27001 security print factory.

How much does it cost?

Until you’ve completed the wizard and finalised your print options, the summary page will summarise the total cost of your mailing at the end of the process so before you print you will know exactly what you will pay. Suffice to say it will be less than the cost of a 2nd class stamp and it includes, the paper, printing, folding, inserting and mailing out!

There is no contractual obligation so if you choose to use it only once then that’s up to you. But we are so confident that you’ll love it that you will wonder why how you managed before.

Now for the really good news…

Apart from calling us initially for a demo that’ll be the last time you’ll need to talk to us so that really is good news!

Which means that you can just get on and print and mail whenever you need to you’ll have control over what you print, when and where you post out.

For regular news and updates please do follow us on twitter, like us on Facebook and connect with us on Linkedin. You can also find us on google+ too! If you happen to like joining circles that is!

 

Related posts:

  1. How to save money with hybrid mail. From desktop to doormat.
  2. Print and mail service. What to look out for in a print and mail services company.
  3. 3 Ways to Reduce Postage Costs
  4. How to benefit from print and mailing services
  5. How to use hybrid mail to optimise your business-critical documents.
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How to save money with hybrid mail. From desktop to doormat.

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Invoices, statements, customer letters, Quick mailings, Debt letters, Holiday Greetings, Bill subscriptions. Hybrid Mail delivers the lot at less than the cost of a second class stamp.

Hybrid mail

Most organisations have an ongoing requirement for mailing out customer letters, mailshots, invoices and statements.

I bet you still have a number of customers that absolutely insist on wanting a paper document.

Those few letters a month to process take time and effort so who is going to do the job?

The never-ending postal increases mean that companies have to be smart and inventive when it comes to mailing customer letters.

E-billing, e-mailshots and paper documents are hierarchical depending on importance.

There are specific documents like legislative financial documents that are required to be processed as paper, or customers who request paper documents only.

Many businesses have an ongoing mailing requirement no matter how small which requires an in-house print and mail solution.

Our desktop mailing solution

Using Digital Print Management’s Print-2-Mail service mailing letters is a whole lot easier!

How?

Print-2-mail helps you retain control of mailing out letters to your customers. You decide when to upload and choose a mailing date. Instead of using your local print driver, you upload to our portal via a print driver.

It’s cheap, it’s quick and easy to use.

Why use hybrid mail?

Hybrid mail is a combination of printing and posting as a bundled service, combining small mailings for lots of customers and by optimising cheaper postage such as DSA (Downstream Access)mailings are cheaper and easier to manage.

How do I save money?

Hybrid mail

  • Increased staff productivity – staff no longer have to load and manage printers or stuff envelopes.
  • Reduced postage costs – we sort your mail, consolidate it so you benefit from significant postal discounts.
  • Reduced in-house equipment costs – general office printer usage goes down, cost of consumables is reduced because you are not using so much.
  • Reduced stationery and consumable costs.
  • Reduced paper wastage – using our postal validation system you can amend missing or incorrect addresses by downloading an address database of your customer mailing and ensure your customer database address details is up to date.
  • Pay as you go – with no setup or licence fee or software installation, print-2-mail enables you to send letters quickly and conveniently in the UK and Europe
  • Improved customer interaction – because the process is so quick and easy to use, your customers will benefit from your latest news; invoices will be printed when you need them
  • 1st and 2nd class mailing options are available and where letters exceed 15 pages they will go into a C4 envelope.

How do I manage what is being mailed?

The Print-2-mail shop is easy to use.
At each step, you can see what it costs and decide on printing in colour or black and white and then choose your postal service.
It manages documents that have variable pages and inserts.
Do you have customers that receive one page and others that have more than one? Print-2-Mail identifies those pages and manages the process seamlessly.
From your dashboard, you can manage users and set budget levels including setting up user permissions and monitor your print and mail spend.

How does print-2-mail work for your business?

Print-2-mail enables you to process your documents in a matter of minutes. We manage any type of mailing from mailshots, debt collection letters, emergency letter mailings, invoices, statements and general communication letters.

Aside from the obvious cost savings on print, fulfilment and postage, there are the invisible cost savings of energy, equipment, stationery and consumables.

It, couldn’t be simpler. If you want to see the benefits of our print-2-mail solution then request a demo now by contacting us or calling on 01234-271156.

Related posts:

  1. How to mail out your letters on a budget using a hybrid mail solution?
  2. Print and mail service. What to look out for in a print and mail services company.
  3. 3 Ways to Reduce Postage Costs
  4. How to transform your mailings using Hybrid Mail
  5. Hybrid mail solutions. How to mail out your letters on a budget!