Why outsource document distribution

When a large number of documents need to be sent out, it can be difficult to ensure all the right documents are received by the right people at the right times. If done correctly, this can be an extremely simple, painless process; however, the implementation of a successful document distribution system can be challenging for a business. It is for this reason that many businesses choose to outsource their document distribution to a company such as Newsnet who are specialists in this field.

Simple Business Invoicing

Simple business invoicing is a system encompassing all features required of the specialist company to which document delivery has been outsourced. It includes all aspects of sales management. This includes managing a client base and their records or files, automatic invoice distribution, and the tracking of sales to ensure payment.

Outsourcing of Simple Business Invoicing

The initial step when simple business invoicing is outsourced is to send the invoices to the company by email. The data will arrive encrypted; allowing the company to authenticate it before formatting can begin.

Outsourcing of simple business invoicing is flexible for the client, as it allows them to decide on the format in which invoices are sent. These could include XML, PDF, HTML, or excel spreadsheets; whichever will ensure data is conveyed in the most comprehensive and tidy manner.

Once formatted, the invoices will be sent to customers. This will be done either electronically or by traditional postage methods. Having these options is an important feature of outsourcing document distribution, and simple business invoicing, as it is important not to then neglect customers without internet access, or who have a preference to receive paper invoices via post. Invoices will therefore be sent to customers via their preferred method of contact.

With all mail dispatched the final step for the outsourced company is to alert the sender of the statements (the client) to any mail which has not successfully been delivered. When small business invoicing is done by e-mail, ‘failure to send' e-mails will arrive almost as soon as the invoice has been sent. The outsourced company will be alerted to an unsent postal invoice if the Royal Mail sends notice of the addressee having 'gone away' or if the invoice is returned.

Advantages to Outsourcing

It has been shown that the outsourcing of document distribution and simple business invoicing can halve the cost that a company would pay doing this internally. Equally, outsourcing is able to hasten communication from businesses to their customers. This then speeds up business and allows a company to grow at a faster rate; after all, an invoice received more quickly can be paid more quickly.

Outsourcing companies offer data security, as all documentation is backed up. When e-mailing all invoices, the sending company can be sent a BCC – or business carbon copy – of the email. The customer will be unaware that this has been sent, and it allows the company to check all invoices have been delivered to a satisfactory standard.