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PRINT AND SEND INVOICES IN ONE FLOW WITH EASYPRINT

13 February 2020/in blog /by sonjaDB

We live in an era where most communication is done digitally. Every day, companies send various e-mails to employees, partners and customers. Now, not all communications are equally suitable for sending digitally. Think for example of invoices, official documents, fines or reminder letters sent by financial institutions, collection companies or the police. These documents are therefore most often sent by traditional mail.

Unfortunately, this traditional and manual sending of such documents costs a lot of time and money. From printing to making the documents fully ready for dispatch. To help companies and agencies with this time-consuming task, we developed EasyPrint, an all-in-one solution for processing and sending invoices. In this blog we explain how you can use EasyPrint to print and send all your invoices in one go.

HOW DOES EASYPRINT WORKS?

Knowing that sending invoices and other official communications is a cumbersome process, we wanted to come up with a total solution for mail processing and dispatch. That’s why EasyPrint takes over the entire shipping process from you. All you have to do is deliver the documents you need to send digitally, Easypost does the rest. The mail processing process with EasyPrint is as follows:

you select the documents you wish to send.
you determine the layout of the documents and envelopes yourself. Does your company change house style over time? No problem, you make the necessary changes to your current layout and internal systems yourself. Then you send us the final result digitally for processing.
Easypost receives these documents in a digital, secure environment.
the documents are printed one by one, covered and stamped.
Easypost delivers the processed mail to our provider, bpost.
It will further distribute your mail via its network
Your mail arrives at the correct destinationUw facturen en officiële communicatie wordt dus in één vlotte flow verwerkt en tot bij de ontvangen gebracht. U hoeft zich dus geen zorgen meer te maken om de postverwerking van uw facturatie, met EasyPrint nemen wij dit helemaal van u over.

THE BENEFITS OF EASYPRINT

EasyPrint also offers a lot of advantages to your company through an efficient and fast processing of your invoices:

BETTER USE OF TIME AND FOCUS

Because with EasyPrint we take care of the printing and processing of official documents and invoices, your company or office will save a lot of valuable time. Your employees can focus on important tasks that are part of your core business.

COST REDUCTION

In addition, you save a lot of costs associated with the mail processing of your invoicing, such as printing costs, cover costs, mail processing machines and so on. What’s more, at Easypost we can charge you a more favourable printing and shipping rate because we process large volumes of mail for different customers on a daily basis.

PRIVACY GUARANTEED

Moreover, because we consider privacy of paramount importance, we would like to emphasize that we are fully compliant with the legislation on GDPR. No one therefore has access to the content of the invoices and documents to be sent.

REQUIRED SUPPORT

Easypost gives your company the necessary support regarding your mail delivery, 7 days a week. You even have your own dedicated Easypost employee at your disposal. In addition, you can always consult our support page on the website for frequently asked questions.

Are you curious about what EasyPrint can do for your company? Then contact us now. Our consultants will be happy to give you the necessary advice to send your mail in a more efficient way.

AUTOMATED MAIL PROCESSING: HOW DOES THAT WORK?

13 February 2020/in blog /by sonjaDB

Contrary to what you might think in this digital age, many companies still send traditional mail every day. Collection agencies and law firms, for example, send invoices, letters of formal notice and official documents by mail on a daily basis. You can imagine that preparing this large amount of mail takes a lot of time and money.

Because companies increasingly focus on innovation and optimizing business processes, it is time to reorganize the boring mail processing within your company. Automating your mail processing is a perfect solution, but what exactly do we mean by this and how do you get started?

MACHINES TO PROCESS YOUR MAIL ARE HANDY BUT NOT THE BEST

Now, a lot has been done over the years in terms of mail handling and mail automation. Manual mail handling made room for operating all kinds of mail delivery machines. Think, for example, of sorting machines, cutting machines, envelope closers, cover filling machines and the well-known franking machine. These are all handy devices that automate part of the manual work, but unfortunately do not take care of the entire mail process. After all, you still need available personnel to operate the machines and guide the mail from one process to the next. This is at the expense of the time your employees can spend on other tasks.

What’s more, this partial automation of your mail sending costs quite a bit. After all, you yourself are responsible for the purchase and maintenance of all machines, the purchase of paper, envelopes and ink.

MAIL AUTOMATION BY AN EXPERIENCED PARTNER

In order to cope with these high costs and the loss of valuable time, you can always leave your mail delivery to an experienced postal partner. This is because they use innovative technologies for mail automation. At Easypost, for example, we have developed EasyPrint, a total solution for your mail delivery. All you have to do is deliver the documents you wish to send to us digitally together with the chosen layout for the document and cover. We receive everything in a secure, digital environment and take over the whole process from you. In order to guarantee privacy, we always use an in-line working method. No one has access to the content of your mail.

We print all documents, cover them and frank all mail. We then deliver all your mail to our provider, bpost, which takes care of the further distribution. In other words, your mail processing becomes a well-oiled machine.

You save a lot of time and money, no more printing and purchase costs. What’s more, thanks to the large quantities of mail to be processed, you can be charged a favourable print and postage rate. Your employees can also fully focus on their core tasks because your mail is sent in just a few mouse clicks. No more high costs, loss of time or risk of human error, but efficient automated mail dispatch.

If you would like more information on how EasyPrint, Easypost’s total solution, can automate your mail delivery, contact us! Our staff will be happy to provide you with the necessary information.

5 TIPS TO OPTIMIZE YOUR MAIL PROCESSING FLOW

12 February 2020/in blog /by Mia

Processing and sending company mail is a labor-intensive but important task within a company. Your employees do not only collect all documents, they also prepare the mail for sending it. This includes printing, inserting and franking. In addition, your employees must also ensure that your business mail arrives at the recipient in time. This is especially important when sending invoices and reminders because the faster the documents reach the customer, the faster you will get paid.

It’s therefore important that you coordinate the various steps of your mail processing and improve them where necessary. In this blog we would like to give you 5 tips to optimize the mail processing flows within your company.

1. Use personalized documents

The first tip is not so much about a certain flow within your mail processing, but about the way you send documents to customers. By always using personalized documents, ie documents that are in line with your specific corporate identity, you increase the involvement of your business mail. Customers will appreciate this professional approach and regard your mail as reliable and correct. As a result, in many cases they will take action more quickly, such as paying your invoices correctly and on time. And they will be satisfied with the way you approach them and they will remain customers.

2. Protect the privacy of your documents

Many companies still use traditional paper mail to send official documents, invoices, payment reminders, and so on. The content of these documents can be sensitive and deserve a certain degree of privacy. Therefore, for your mail processes it is best to choose a method that guarantees the privacy of your daily mail. This can be done, for by using digital solutions, such as uploading documents on a secure platform. This ensures that no employee has access to the content of the documents to be sent.

3. Choose a solution with tracking capabilities

We probably don’t need to tell you how easily mail can be lost, especially when you process it manually. For example, the mail to be sent is not collected correctly, is left somewhere or is not correctly franked. So if you want to optimize your mail processing flow this is an important point of attention.

Fortunately, there are mail processing systems where you have the option to track your sent business mail. This way you’re always aware of the status of your letters and packages.

4. Outsource tasks and save costs

Unless you work in the mail business, just like EasyPost, mail management processes are not a priority within your company. Unfortunately, they do cost a lot of money and a lot of time is spent in that mail flow. Therefore, it is more interesting to hand over your mail processing to an experienced partner.

Such an outsourcing partner will not only save you the cost of materials, machines and labor, but can also provide many financial benefits. A professional mail processing company works for different companies and can thus offer favorable printing and shipping rates.

In addition, your employees will have the opportunity to focus on their core tasks instead of staying in the mailroom.

5. Manage your mail process with a single mouse click

As mentioned, processing your daily business mail and preparing it for delivery is a real task. Moreover, there is also a good chance that something will go wrong during this process. It is therefore an advantage if your mail management processes can be carried out in one smooth flow. An external mail partner, such as Easypost, offers another interesting option: a fully automated system in which you only have to send your daily business mail digitally. The rest of the mail processing (printing, wrapping, sorting, …) is carried out by your partner in one smooth movement. It couldn’t be easier!

Would you like more information about how Easypost can help you optimize your mail management processes? Then contact us quickly. Our consultants are happy to advise you on the various options, such as EasyPrint, our total solution for processing your business mail.

MAKE MAIL MANAGEMENT CHEAPER THANKS TO EASYPRINT

12 February 2020/in blog /by sonjaDB

Mail management is not immediately the most important part of a company, but it does play an essential role in your daily activities. Think of sending the necessary invoices and payment reminders, direct mailings and sending official documents for your employees. Good mail management is therefore no superfluous luxury.

Unfortunately, good mail management requires the necessary investment in time and money, especially if you want to organise this in-house. Outsourcing your mail management to an experienced partner such as Easypost can then be a cheaper and more efficient solution. In addition to our low-cost mail collection and processing service, we also offer a total peace of mind for your mail management under the name EasyPrint.

WHAT IS EASYPRINT AND HOW DOES IT WORK?

With EasyPrint, you enjoy complete peace of mind for your mail management. All you have to do is send the documents to be sent to us digitally via a secure platform. We print, sort, cover, frank and send for you. We briefly explain how EasyPrint works:

You select the documents you want to send.
Determine the layout of the documents and corresponding envelopes yourself.
Easypost will receive your documents in a secure platform. In other words, no one will be able to consult the content of your documents. Your privacy is therefore always guaranteed.
All documents are printed in one flow, put under cover and stamped.
Your processed business mail will be delivered by Easypost to our provider who takes care of a smooth distribution and delivery

Now, EasyPrint is not only a convenient solution for optimizing your business mail, it also provides substantial savings in your business expenses.

COST-SAVING MAIL MANAGEMENT

Post management is a costly activity within your company. Just think of the purchase of paper, covers, ink, printers, expensive franking machines and the frequent trips to the post office.

Fortunately, with Easypost’s mail handling and collection services you can already save a lot on these costs, but with EasyPrint we go even further. Forget those annoying printing costs, you no longer have to waste ink and paper on your business mail. What’s more, you even enjoy favourable rates. Because of the large volumes of business mail we process for various companies, we can also offer you cheaper printing and shipping rates.

MORE EFFICIENT USE OF STAFF AND OPERATING COSTS

Now, advantageous rates and material savings are not the only advantages EasyPrint has to offer. By fully outsourcing your mail management to an experienced mail partner, you can deploy your staff to tasks that are part of your core business. This also applies to your mail management budget savings. In order to continue to grow in the future, the necessary investments are always required. A more efficient management of your business expenses is a good start.

Would you like more information about how EasyPost can make your mail management cheaper? Or do you want to know what we can do for your company? Please contact us! Our staff will gladly assist you with the necessary advice.

MAIL MANAGEMENT AND PROCESSING: HOW DO YOU CHOOSE THE RIGHT PARTNER?

3 February 2020/in blog /by sonjaDB

Mail handling and mail management are not directly part of your company’s core activities, but they do play a major role in, for example, communicating with your customers and employees. Organising these tasks in-house is always possible, but working with a professional mail processing partner is a better solution for a lot of companies. After all, you don’t have to use employees for manual mail processing and you can manage your budgets better because you don’t have to purchase and maintain the necessary equipment. Does outsourcing your mail management and processing seem the perfect solution for your company? Then of course you need to look for the right partner, but how do you do that? We would like to give you some focus points that you should take into account when choosing your professional mail processing partner.

SERVICES AND APPROACH

Does your company have a fluctuating amount of mail that depends on a certain period of time? Would you like to outsource your business mail entirely to an experienced postal partner or just a certain part of the mail handling process? Or maybe you have a lot of registered mail to send and are looking for a partner who can offer you this service? The range of services offered is obviously an important factor in choosing the right partner for your mail management.

In addition, the approach of the external partner also plays an important role. A company that thinks along with you in function of your business and your specific needs is always the best choice and can help you grow. The right approach also requires clear communication and a reliable way of working. This includes a pleasant customer service at all times, but also transparent communication about rates and the guarantee of safe mail handling. After all, your business mail must always be processed and managed in a confidential way. If, for example, you choose the EasyPrint service from Easypost, your mail will always be sent and processed in-line. So your privacy is always guaranteed.

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EXPERIENCE AND REFERENCES IN MAIL PROCESSING AND MANAGEMENT

When looking for a suitable partner for your mail management, experience is a crucial decision factor. After all, you want your business mail to be in good hands at all times and the mail handling process to run optimally. A partner with a few years’ experience on the counter will be able to respond faster and more efficiently when your company needs new solutions to problems.

References from other customers or perhaps from your connections can also help you make the right choice. For example, Easypost communicates some cases and customer testimonials on their website. In this way you can read the results of the services offered and best estimate which solution is most suitable for your company.

FUTURE-ORIENTED AND INNOVATIVE

In the business world it is important to always keep an eye on the future and to keep up with the new technologies. The same also applies to your choice of a suitable outsourcing partner for your mail management. An experienced mail partner who always tries to optimise mail processing will be able to assist you with any problem within your mail management. So it’s a good idea to opt for a partner who is involved in innovative solutions such as the digital dispatch of your corporate mail for further processing.

FAVOURABLE RATES FOR MAIL MANAGEMENT

Finally, we must not forget that outsourcing also costs money. A low rate for outsourcing your mail management and mail processing is therefore a final decisive factor in choosing the right partner. When you receive information and offers from potential partners, be sure to check whether they offer favourable rates for mail collection or discounts depending on your annual volume. In addition, a partner with a well-filled customer portfolio can offer you extra discounts because it manages and processes large volumes of mail for multiple customers. These discounts allow you to better manage your budget and spend it where it is really needed.

Are you looking for an experienced partner for your mail management? Then it’s best to take some time to go through the above points for each candidate and compare them with each other. This way, you don’t make a hasty decision and you are most likely to choose the right partner.

Would you like more information on how Easypost can optimize your mail management and mail processing? Then contact us now. Our consultants will be happy to advise you.