No matter what kind of business you may own or manage, sending bills to your customers is a regular necessity that must be accomplished in a timely manner. Every kind of organization that has products or services for sale usually has a billing system that must be managed in order to send weekly, monthly, semi-annual or annual bills to clients. From Homeowners Associations to Membership Clubs to Medical Offices to Retail Stores to Financial Institutions, most businesses have accounts with clients that must be maintained and serviced regularly. Billing is a huge part of clerical work in any company.
The burden of handling all those bills is usually accomplished by a staff member that is trained in accounting or processing bills and invoices. Whether certified or not, the in-house accountant is in charge of maintaining accounts, handling payments, updating files, sending bills, and collecting payments to update to each client’s account. It can be extremely time-consuming, requiring a highly organized and detail-oriented person of which to be in charge.
Once the bills are processed and ready for mailing, the accountant or assistant must print, fold, stuff them into envelopes, affix postage, and place in the mail to be sent. Most businesses do not have automatic folding and postage machines as they are extremely expensive. The process of doing it manually can take 2-3 minutes for each bill if the staff member is well organized and trained. It can take up to 5 minutes for each or more if there are mistakes, printer problems, or any hiccups in the process.
Payments are the lifeblood of any business and need to be handled with expert efficiency. Imagine a business that has 20,000 client bills to manage. The process of sending bills can literally turn into a full-time job for one or more persons, taking days or weeks to accomplish before having to start the process all over again the next month. It’s a daunting and mundane task that must be done quickly in order to make sure those bills are sent and received back with payment.
Bill printing and mailing is one the easiest tasks that can be eliminated in-house and handled instead by a 3rd party specialist such as Towne Mailer. Outsourcing is a widely used technique for relieving the burden of your in-house processes by sending them to a qualified printing and mailing specialist to manage. There are myriad reasons that many businesses today are choosing to eliminate those tasks in-house and work with bill printing and mailing specialists such as Towne Mailer.
Reduce Employee Expenses and Burden
As stated above, the process of bill printing and mailing can be time-consuming and resource absorbing. It can also be draining on the energy of those that have to do the work. By outsourcing your bill printing and mailing, you reduce the number of hours that your employees spend on billing and therefore reduce their overall work hours, which saves money monthly. It also relieves the burden of mundane tasks from your employees so that they can be trained in more fulfilling work for your company.
Since bill printing and mailing is very tedious, repetitive work, by outsourcing it to an outside print and mail specialist, you can help to raise the overall morale of your employees. You can help to train them in areas of the business that are stimulating, that provide upward mobility, that challenge them to be innovators in your business rather than just cogs in the assembly line machine of bill printing and mailing. This can help to boost interest and morale which in turn helps to lower employee turnover. A bored employee will soon no longer be an employee.
Minimize Equipment Expenses
Printing equipment is extremely expensive if it is any good. In order to handle large amounts of printing, the machine will need to be of high quality, with good warranties, and easy to maintain. Your bill printing will only be as good as your equipment, so it takes a serious investment to handle your printing in house. Then, it takes regular maintenance, constant upgrading, and can still break down at the worst possible times. If you have only one setup with your machine, you are always beholden to it being able to accomplish the job when you need it to be done. If you have to call on a repair person to come out and fix it in the middle of a run of billing, it could take hours or days to get it repaired. Meanwhile, your bills await being sent.
Minimize Inventory and Management
In order to print and mail your client bills, you’ll have to have a huge storeroom for all the paper and printing materials, and one of your staff members will always have to manage and maintain that inventory. From envelopes to postage, various kinds of paper and ink, you’ll be amazed at how fast a stock room can be filled. Not only is there a significant investment to have the inventory, but it can also take us valuable square footage in your office that could be used for income-generating things such as more desk room, room for inventory for sale, or break rooms for your staff. Minimizing the amount you have to spend on consumables that take up that space is a priority.
Improve and Stabilize Cash Flow
When your billing is as reliable as it needs to be, your business income becomes streamlined. You rely on timely bills being sent and payment being likewise received on time in order to ensure that continued cash flows into your business. It is impossible to run a business without it. By outsourcing your bill printing and mailing, your bills will be sent on time so payment will be sent in a faster turnaround in turn.
Increase Client Confidence
Timely billing results in a raising of confidence in you from your clients. When bills are sent irregularly, customers can easily lose faith in you and your management. They are reliant on timely bills to manage their own lives, so when things run behind or bills are missed, it can seriously reflect on the health of your business. When you partner with a third party bill printing and mailing company, you are able to establish solid relationships with your clients upon which they depend.
Reduce Risk Of Identity Theft or Data Breach
When you partner with a reputable bill printing and mailing company, unlike your server that may not have the security required to ensure safety to your client accounts, our 5-star server has the capacity to handle the data we receive securely. It is one of the benefits of working with a company that handles data for thousands of businesses. It is protected beyond what consumer-based servers can handle. At Towne Mailer, we can ensure that your client data will never be stolen or shared with anyone outside the operation.
Reduce Cost of Payroll, Energy, and Postage
There are so many ways that hiring an outside specialist to handle your bill printing and mailing can save you money. From lowering the payroll you spend on having dedicated staff members handling your bill printing, to lowering your energy bill by eliminating high energy using machines, to reducing postage costs, you can save a lot of money by outsourcing. This is the number one reason that many businesses look to outsourcing to save time, energy and money.
Outsourcing With Towne Mailer
Towne Mailer’s mission is to relieve you and your business of the high cost of time and energy to handle your own bill printing and mailing. With over 20 years in the printing and mailing business, Towne Mailer is looked to as one of the leaders in the field of world-class printing and mailing. Working from our 7,000 square foot state-of-the-art printing and mailing facility in Missoula, MT., our well-trained staff of printing specialists works hard to fulfill orders from all over the country.
There is no job that is too small or large for us to expertly handle for you. We take care of each order personally and professionally. When you reach out to us, we will ask you to upload a test document to our online automated server. Once we have formatted it, we will post proof of the print to review and approve. Once approved, we guarantee that your batch of bills, no matter how small or large, will be mailed to your customers within 24 hours. That is the kind of reliability that your clients expect to see.
Our team will be your partner in bill printing and mailing for life. Once you witness how much you will benefit from the small cost of hiring out your bill printing and mailing with Towne Mailer, you’ll never want to go back to handling it in-house. There is a better way to bill. Give us a call today and let’s get you started!