Transactional Mail Case Study
Facilities and Outsource Company
This Facilities and Outsource Company is a leading provider of Strategically Outsourced Services which operates across its targeted geographic markets of the UK and Ireland. They design and deliver services and solutions for many of the world’s largest and most prestigious organisations and are highly experienced in delivering large and complex outsourcing projects. This Facilities and Outsource Company ’s is the second biggest employer in Ireland and have recently bought a leading UK Facilities company. This Facilities and Outsource Company have an annual turnover of €400m and looking to grow to 1bn euro business in the coming years with some blue-chip companies.
Project
This Facilities and Outsource Company contacted Hybrid Mail Solutions after seeing Colum on Dragon’s Den. They were dealing with their mail in house printing invoices, statements, delivery dockets and payslips. The Facilities and Outsource Company were manually matching job task number delivery dockets to invoices, stapling these together then enveloping to speed up their customer payment approval process. Their mail process was costing them time, money and hassle, manually matching invoices to delivery dockets and sending out letters.
Results
Hybrid Mail Solutions in house developers developed software to match the job task numbers and invoices. Hybrid Mail Solutions designed a program to automatically match the deliver docket to invoices without any manual sortation. The program looks for characters that match the invoice and delivery docket. It then prints both on one page, invoice on front and delivery docket on the back, saving paper, money and the environment.
It speeds up the approval of the work carried out and speeds up payment to Facilities and Outsource Company from their customer.
It saves them time and all files are stored online if required.
Hybrid Mail Solutions have developed several additional software programs for the Facilities and Outsource Company assisting and aiding their business processes for example; Facilities and Outsource Companies P60’s required data to be extracted to generate a cover page with the employee’s name and address. A program was designed for UK and Ireland P60’s to generate a cover page making the mailing process simple and efficient. We were able to turn these software development programs around for the Facilities and Outsource Company in 5 days.
Testimonial
We contacted Hybrid Mail as we wanted a hassle-free way of sending out our invoices and payslips. We were manually matching invoices to delivery docket which was very time consuming. We also send out thousands payslips to Ireland and the UK. Hybrid Mail was brilliant they developed tailor made solutions exclusively for us to facilitate the invoice and delivery docket to be automatically matched and printed together.
They developed a piece of software to add a cover note to our P60s in a couple of days which meant that we could send out the letters straight away without having to wait. I would highly recommend Hybrid Mail Solutions. They have taken away the hassle and lowered the cost of our mailing.
Head of Procurement
