Anyone who thought that traditional paper business mail was a thing of the past in this digital age is clearly mistaken. Many companies still send important documents by mail to customers, employees and other parties on a daily basis.

To make this business mail ready for dispatch every day, companies invested for years in an extensive in-house mailroom. After all, mail processing involves many tasks, such as printing, folding, inserting and franking all documents. Manually, this process would take hours, but with the help of some post processing machines, it goes a lot faster.

And yet an internal mailroom is not the most efficient way to process and send your company mail. It costs a lot of money, time and space, resources that can all be better used for the core tasks of your business. However, the solution is simple: external mail processing, this means outsourcing your mailroom to an external expert. In this blog we would like to inform you about the benefits of external mail processing for your company.

Simplification of your mail processing flow

By using external mail processing through an experienced mail partner, you can arrange your daily mail processing a lot easier. Did you choose mail collection through an outsourcing partner? Then you only need to collect your outgoing mail in the provided mail bags and prepare it at the agreed time for collection. Your external mail partner takes care of the rest of the mail processing flow such as franking and delivery to the distributor.

However, some mail companies, such as EasyPost, also offer a more comprehensive mail processing service, which completely relieves you of your daily company mail. All you have to do is deliver your mail digitally to your external partner. The latter will then print, insert, frank and deliver the documents to bpost for distribution. Both services greatly simplify your current mailroom flow without losing sight of quality.

Better management of your business expenses

An internal mailroom equipped with the necessary mail processing machines may be a handy solution for many companies, it costs a lot of money. After all, you are not only responsible for the purchase and leasing of the various machines, but also for the maintenance and purchase of other materials such as ink, envelopes, paper, etc. In addition, you must always provide the appropriate personnel for operating the folder-inserter machine and franking machines. Add these expenses together and you have a serious investment budget.

When you opt for external mail processing, you no longer have to make such investments. On top of that, you only pay for the volume of mail you send and all business mail is franked at favorable rates, including volume discounts. So you can keep your budget for company processes that are more in line with your core business.

Increase productivity and efficiency

Because you completely outsource your mailroom with external mail processing, your employees have plenty of time to focus on the core tasks of your company. This not only increases the productivity of your staff, but also your long-term business results.

Expertise and innovation

Outsourcing your mail processing to an external mail partner has the great advantage that you can enjoy years of expertise. So do you, for example, have a varying volume of business mail or specific requests regarding your daily mail processing? Then your external mail partner will certainly find a suitable solution.

In addition, a professional mail processing company is always aware of the latest innovations in the mail business. This way your mail processing is always up to date and the most efficient.

Would you like to know more about external mail processing and how EasyPost can help you process your daily business mail? Then don’t hesitate to contact us! Our consultants will present the various options for optimal mail processing and will help you choose the right solution for your company.

Companies that still use traditional business mail for invoices, official documents, direct mailings and formal notices almost always have a fully equipped mailroom. After all, they need different kinds of machines to process their daily mail, including the folder inserter machine. This machine may be a good way to speed up the manual post-processing flow a little, they also have many disadvantages. In this blog we would like to give you an overview of the different downsides of a folder inserter and tell you how to avoid these pitfalls.

Risk of errors and defects

The folder inserter machine can be a useful tool for processing your business mail, but it also increases the risk of errors. The machine’s always operated by an employee who’s responsible for the correct settings and filling of the machine. Human error is easily made, but can have serious consequences for the entire operation of the machine.

In addition, there is always a risk of malfunction of the folder inserter, which can seriously disrupt or delay the flow of your daily mail processing. This has a direct impact on your mail delivery because letters cannot be sent on time.

Increased costs

Of course, there are also a lot of costs involved when using a folder inserter machine. After all, you are not only responsible for the purchase of the machine, but maintenance and the necessary repairs also increase the cost of your daily mail. In addition, not all inserters have the option to fold letters, so you will also need to purchase a folding machine or provide the necessary manpower to manually fold all outgoing business mail. Finally, you also need the necessary envelopes, which also means an extra cost. If you make a calculation of all these extra provisions, you will quickly come up with a massive budget for processing your daily mail.

We would also like to point out that after you’ve inserted all the letters, you must also frank them with your franking machine. This again means a hefty bite out of your mail budget.

Loss of valuable working hours

Unfortunately, folder inserters do not operate full automatically and must be managed by an employee. It’s a time-consuming job to prepare the machine with the right settings every time, keep an eye out for possible malfunctions and manage all company mail. The loss of valuable working time can have a negative impact on the efficiency and consequently the growth of your company.

The solution? Outsourcing your mailroom to an experienced mail partner. You not only avoid the disadvantages mentioned above, but pay a fixed monthly amount and enjoy various financial and organizational benefits. You no longer have to worry about your outgoing business mail and can focus on your core business 

Curious about what outsourcing your business mail can mean for your company? Then quickly contact EasyPost! Together with you, we look at the various options for efficient and carefree processing of your daily business mail.

Despite the emergence of innovative digital solutions, many companies still use traditional mail processing. They send countless documents and packages to customers, employees and other parties every day. It is often communication that should not be overlooked or that contains sensitive information. In other words, documents that are not suitable for e-mail traffic with spam filters and an overflowing inbox.

However, processing such a large amount of mail on a daily basis is a very time-consuming job and doesn’t always follow the most efficient flow. In many cases outsourcing your mail processing to an expert can be an ideal solution. Not quite convinced? Then read this blog and discover all about the different reasons why you should outsource your business mail processing flow.

Increasing or variations in volume of outgoing mail

An important reason for outsourcing your mail processing to a professional partner is an increase or change in the volume of your daily outgoing business mail. If your company is doing well and is increasingly growing into a successful company, chances are that your daily mail will also evolve. The consequence? Your mailroom can no longer handle the amount of mail being processed.

Or maybe your company is experiencing a fluctuation in volume of the outgoing mail? Think for example about all the business areas that are subject to certain seasonal trends or specific periods of the year.

In both cases, outsourcing your mail processing offers the perfect solution. You no longer have to make an extra investment for your mail processing, your professional partner takes care of your entire mail processing flow.

Lower risk of error

In addition, the risk of errors in the manual mail processing flow within your company is very high. Having large mail volumes processed by your employees, from sorting to franking, and that against a tight deadline, is asking for a high risk of error.

When you hand over your mail processing to an experienced mail partner, this margin decreases significantly and you can even ensure that errors in mail processing are a thing of the past. After all, a professional mail processing company insists on processing every document or package as efficiently and quickly as possible and getting it to the right recipient.

More focus on core activities of your company

Setting up an internal mailroom not only requires the right infrastructure and materials, but also the necessary personnel. A rather expensive approach to staffing a mere support service within your company, isn’t it?

Outsourcing your outgoing mail processing can also be the suitable solution for this problem. You no longer have to invest in support staff, but can use your resources to carry out the core activities of your company.

Efficient mail processing through expertise

Just because mail processing is not directly linked to your core business, it’s not always possible to keep up to date with the latest news in the maill business. You perform your manual mail processing as you always have, but that may not be the most efficient way. Or maybe your mail processors regularly bumped into certain problems that cannot be solved?

Working with a professional mail company that takes over your company’s outgoing mail processing, might be a good idea. After all, this partner has more than enough expertise and knowledge to deal with any problem regarding the processing of your mail in no time. In addition, the company always keeps a finger on the pulse of innovations in the postal sector. So you can confidently leave your company mail pocessing to an expert in the business.

More favorable rates

Manual mail processing in your mailroom is usually done using a franking machine that franks all outgoing mail for shipping. Unfortunately, such a machine doesn’t only costs a lot of money, but also always charges at standard rates and does not take into account the daily mail volume. Or maybe you already use bpost’s mail processing, and you therefore pay a lot of processing costs.

Outsourcing your mail processing to an external mail partner can also profit a lot from a financial point of view. In that case, your mail will not only be franked at favorable rates due to the daily volume processed, in many cases you’ll also be exempted from the processing costs.

More control over budget

Finally, by outsourcing your outgoing mail processing you’ll have more control and insight in your monthly mail expenses. After all, your outsourcing partner provides a detailed invoice every month with all processed business mail and associated expenses. You can even choose to split your invoices into different cost centers, to make a distinction between the different departments within your company. This is not only useful for keeping a clear overview of your budgets, but also a good tool for your accounting.

Outsourcing mail processing can therefore offer many advantages for companies and promote the efficiency of internal operations.

Would you like to know more about outsourcing your mail processing and what options are available? Then please contact us quickly. Our consultants will be happy to provide more information about the possible solutions for your outgoing business post.