The two key forms of communication between a customer and a business are invoices and bills. Most people use those terms interchangeably without recognizing a difference. They are informative tools so it is important to know when to use a bill and when to use an invoice to keep your customers feeling informed.
A bill offers a simple list of the items bought and the amount due. An invoice describes the time, care, and amenities your business extended to your customers. It is a formal contract to demand payment for goods sent or services provided. An invoice describes what goods and services your business provided and lists the terms of the arrangements, such as payment plans.
A Proper Invoice Equals Effective Communication
Even the most compliant customers want to be well informed. Everyone can benefit from thorough, timely, and consistent communication. By accurately outlining and describing the goods and services your business has provided, you increase trust in your company. The quickest way to erode a customer’s trust in your business is by missed, late, or erratic invoicing.
Customers respond well to thorough communication. It should be of no surprise when you print and mail invoices on time, you increase your chance of getting paid on time. Novel thought, we know! Besides receiving payments on time, you are conveying to your customers and your employees that you conduct your business with respect.
One way many businesses can guarantee consistent, timely, and thorough invoicing is by outsourcing their invoice printing and mailing needs. When you partner with a print and mail processing company, you are able to streamline the process and maintain consistency.
Common Benefits Of Outsourcing Invoice Printing and Mailing
A quality print and mail processing company, like Towne Mailer, can be a profitable partnership. Most businesses that have labored the tedious method of in-house printing and mailing know how difficult the process.
Consider for a moment how long it takes your staff to print and mail just one invoice. If your office is efficient enough to print one invoice per minute, 500 invoices require at-least an eight-hour work-day, and that does not calculate in a lunch break.
The process of typing, printing, folding, stuffing, applying postage, and sorting mail is incredibly time-consuming. Not to mention painfully repetitive. Most offices take longer than one invoice per minute. Even highly efficient offices spend 3-5 minutes per invoice, which means they could be spending a week’s worth of office time just to process 500 invoices. Not to mention other regular mail.
Plus, in-house print and mail productions are vulnerable to many extenuating circumstances. Printers jam, employees get sick, and typing errors are inevitable. When minor problems occur, office productivity can come to a screeching halt.
Do leave the success of your business and the comfort of your employees vulnerable to uncontrollable situations. By hiring a professional print and mail processes company, like Towne Mailer, you take control of your business and ensure productivity.
Towne Mailer is a fully automated service. Which means we can print thousands of invoices in a single workday. We have cutting-edge, industry-specific technology which ensures bulk production with efficiency and peak performance.
Additional Benefits For Outsourcing Invoice Printing And Mailing
Saving on time and effort is, of course, the main reason why many businesses turn to a professional printing and mailing service. But there are a number of other reasons why outsourcing invoice printing and mailing is considered best practice. Let’s take a close look at additional benefits.
Secure Customer Information: Doesn’t it seem like you can’t turn on the TV without hearing about big data breaches, where customers’ information was stolen? It’s terrifying to think that every one of your company’s computers is vulnerable to being hacked where information can be stolen. Why not store all of your customer information in one, professionally secured system. One central location for all of your customer’s sensitive information is easier to protect.
Standardize Your Invoice Process: With a professional printing and mailing service, like Towne Mailer, you join a standardized process. That means all of your invoice printing and mailing are computerized and scheduled to run like clockwork. You can confidently count on when your invoices are printed and mailed, which takes all the guesswork out of the process.
Appearance: Let’s face it, humans judge appearances. It’s inevitable. When we see a sloppy presentation, we conclude the business is unprofessional and, in some cases, disrespectful. The same concept applies to mail. When you mail-out organized, professional, and well-designed invoices, your customers conclude that you own a respectable business. Towne Mailer can help you maintain a professional appearance.
Work Remote: In the modern world, one of the greatest benefits you can offer is the opportunity to work remote. More and more people are running profitable businesses while sitting poolside at their dream destination. With a professional print and mail service, like Towne Mailer, you don’t have to come into the office to complete invoice printing and mailing. Our system is fully automated, which means you can upload customer information from any location, and let our computers complete the work!
Customer Convenience: Customers feel the effects of streamlined invoice printing and mailing. Receiving invoices in a fast and consistent pace allows them to budget more efficiently. We all know how uncomfortable it is to receive an invoice for an expense we forgot about! When invoices are delayed, customers forget. Communicate quickly with your customers so they can settle up without delay.
Invoice Outsourcing Saves You Money
We have already discussed the expensive man-power involved with typing, printing, folding, stuffing, and sorting mail. But how else can invoice outsourcing save money?
Inventory: You know how when you shop for groceries you can save money when you buy larger amounts? The packaging is expensive, so companies can reduce the ‘cost per unit’ when you buy items in bulk. Towne Mailer is housed in a 7,000 square foot warehouse. We have space and the infrastructure to buy envelopes, paper, and other mail supplies by the semi-truck load. This means our cost per unit is greatly reduced. That translates into savings for our customers.
Capital Investments: How much does a quality printer cost to maintain? Ink is expensive, not to mention maintenance. If you are printing statements, invoices, bills, flyers, and mailer campaigns, you definitely will need more than one printer in your office. Not to mention, office technology always seems to break down at the most inopportune times. Why saddle your office with all these costs when a professional print and mail service, like Towne Mailer, can relieve you of these costly burdens?
Stronger Customer Relationships: The main goal for a professional print and mail processing company is to simplify your regular mail needs. When you no longer must face the challenge of getting mail processed in a consistent and timely fashion, you are free to think of other ways you want to communicate with your clients. Do you want to send out newsletters or announcements? Do you want to offer coupons or ‘preferred customer benefits?’ If so, all of these items can be added to your rapporteur easily and effortlessly.
Faster Payments: Maybe the most appreciated bonus of partnering with a professional print and mail service, like Towne Mailer, is faster payments. As we mentioned before, an in-house print and mail production could take weeks to send out invoices. Towne Mailer has fast turnaround times on all documents, and documents received before 8 am are often sent out the same day. Surprisingly enough, when customers receive the invoices quickly, they pay quickly! What’s better than that?
If you agree with the benefits outlined above, don’t hesitate to reach out to Towne Mailer today. We have been in operation for over twenty years. Towne Mailer partners with clients of all sizes locally, nationally, and internationally. Our print and mail processing is scalable, customizable, and easily personalized. We feel confident that we are suited to meet your invoice printing and mailing needs.
Perhaps you are nervous about the transition. It might seem like there will be a lot involved when switching from in-house printing and mailing to a professional process company. We are here to assure you, it’s not as complicated as it might seem.
The first step is to give us a call. One of our expert team members can discuss your needs and calculate your savings to the penny! After we discuss what you need, we will send you a link. Without any obligation, you upload a test document to determine the quality of the print. Once we have your confirmation, we can print and mail your document within 24-hours.
If you are still unsure, we can even offer you the entire first order without any commitment. That means we will print and mail your entire first order without scheduling any follow-up orders. We are certain that when you see how much time, money, and convenience we save, you will be convinced.
With no obligation, free of charge, what do you have to lose? Give us a call today!