For companies that send large amounts of invoices to customers via print and mail, costs are rising. Additionally, navigating compliance, security, and accuracy has become more complex. As a result of this perfect storm of factors, organizations are opting for invoice printing and mailing services.
By outsourcing invoice print and mail functions, you can reap many benefits. Partnering with a professional transactional communications company can revolutionize current processes. You’ll realize cost savings while enhancing security, accuracy, and compliance.
Let’s dive into the reasons that this is a smart business decision.
Invoice Print and Mail Isn’t Your Core Competency
Outsourcing has long been a way for companies to focus on what they do best and hire specialists to do the rest. The same logic applies to invoice print and mail. You’re using resources, investments, space, and more to produce these regularly but likely have workflow gaps. These may get deeper as expenses skyrocket.
Transitioning to invoice delivery outsourcing allows you to focus on your core competencies and accelerate growth and innovation.
Costs Aren’t Going to Decrease
With digital transformation, many of your customers may now opt to receive invoices online. This eliminates print and mail but doesn’t drive down costs. As your volume declines, you’ll have difficulty improving pricing for paper, ink, and other materials. It also impacts your postage rates. Only through high-volume presorting can you receive the best rates.
When you opt for invoice printing and mailing services, you could eliminate these expenses:
- Equipment and technology
- Labor
- Materials: paper, ink, etc.
- Overhead (e.g., space, utilities, security)
You’ll also see postage savings, as companies providing these services have massive amounts of mail every day. They take advantage of presorting and commingling to gain the lowest rates possible for their customers.
Invoice Printing and Mailing Services Improve Accuracy
The information in invoices is PII (personally identifiable), meaning it needs to be secure and confidential. Accuracy is part of this, which describes how reliable your system is for delivering the correct documents to the right customers. It can be hard to enhance without sophisticated technology and workflows.
Some transactional print and mail companies excel at accuracy. Our rating is 99.9999%. We achieved this by using intelligent insertion, which uses 2D barcodes, the USPS IMb (Intelligent Mail Barcode), and high-speed cameras. The workflow tracks documents from production to USPS delivery. Integrity cameras also read 2D barcodes to ensure each piece of paper folds separately into the correct envelope. Another camera takes an image of the inserted envelope for verification.
You can have great confidence in this highly refined process, protecting you from noncompliance and reputational harm.
Companies Enhance Security and Compliance with Invoice Services
Security and compliance are requirements in the creation and delivery of invoices. You have specific obligations under various regulatory rules regarding the protection of this data. While you have safeguards in place, a provider that focuses solely on these communications considers security and compliance in every detail.
Print and mail companies that produce invoices should hold compliance certifications in SOC I & II, HIPAA, HITRUST, PCI-DSS, and FISMA. They should also have a dedicated Compliance Officer and team.
Regarding security, you can be confident in an organization’s measures when they have these protocols:
- Secure file processing via SFTP (Secure File Transmission Protocol) to safely transfer files using encryption
- Full disk encryption
- Network segmentation
- Multi-factor authentication
- Advanced firewalls
- IPS (Intrusion Prevention Systems)
- User-level security
- Continuous proactive cybersecurity measures, such as vulnerability assessments and penetration testing
Dynamic Printing Options Can Support Customer Engagement
People read the invoices they receive. They toss inserts. It’s the perfect place to personalize messaging to customers. The best way to do this is with the White Paper Factory. It’s a production framework that joins fully digitally composed files with in-line print production. This approach enables dynamic printing on every document.
You can use this real estate to upsell, cross-sell, promote, and inform. By adding QR codes or other ways to track consumer response, you could see increased customer engagement.
So Many Reasons to Adopt Invoice Printing and Mailing Services
All these reasons make the business case quite simple. You can enjoy savings without compromising accuracy, security, or compliance. Working with experts moves this burden off of your plate so you can focus on serving your customers.
Learn how we can be your invoicing expert by requesting a no-cost consultation with our team.
