ALTODIGITAL CASE STUDY

THE CHALLENGE

ALTODIGITAL FACED CHALLENGES AROUND THE AMOUNT OF RESOURCE REQUIRED FOR THEIR MONTHLY INVOICE AND STATEMENT RUNS. THE HIGHLY COMPLEX PROCESS WAS MANAGED INTERNALLY AND LED TO SIGNIFICANT MAN HOURS BEING ACCRUED BY THE BILLING TEAM TO MANUALLY RUN THE PRINTING AND FULFILMENT OF THIS DOCUMENTATION.

As a result Martin Chamberlain, MIS Director of Altodigital reviewed the potential opportunity to outsource specific documents within Altodigital. With the need to find an effective solution they turned to Document Despatch a leading outsourcing provider and very quickly it became apparent the tremendous benefits that a partnership could offer.

“Initially I thought about cost savings naturally, but as the company evolved in the discussions it became apparent that we could change how we process documentation, particularly like invoices and statements. When I met Leigh and the team at Document Despatch, I could soon see the additional benefits it could bring to Altodigital.”

THE SOLUTION

After a comprehensive review of the organisations internal document processes and a competitive proposal from Document Despatch, Altodigital decided to outsource the printing, fulfilment and mailing of their monthly invoice and statement runs. This would free up the internal billing team to focus on the core aspect of their jobs and the time focusing on fulfilment would be none existent.

The internal data team at Altodigital work closely with Document Despatch to ensure that the billing files are sent over promptly for timely and accurate billing via a secure link to enable the printing of all invoices and statements onto the company template. Once printed the documents are then packed and sent out directly to their customers.

 THE BENEFITS

By utilising Document Despatch’s outsourcing services, Altodigital has discovered a wide range of benefits:

Substantial costs savings ­ The complete outsourcing of approx 12,000 invoicing and statement per month has led to a vast reduction in costs. Postage savings alone ensured this was an easy decision. The only major work required was the setup and testing of file transfer structures.

Reprinting costs are now significantly lower ­ The company no longer needs to hold large stocks of stationery in-house, as it’s now printed on demand by Document Despatch.

Professional company branding ­ Altodigital was able to enhance the design of their invoices and statements to look more professional, this ensured they sat in line with the company brand.

Marketing promotions - Altodigital now has the ability to include marketing information that is sent directly to customers as part of the monthly billing run. This is now done far more efficiently than if done by hand or any folding machine internally. The revised fulfilment process also provides the capability to change the marketing information on a monthly basis, and also by type of client, enabling the company to provide clients with specific marketing information that suits their requirement.

Lower resource - Raising high levels of invoices and statements across a team of admin staff is virtually a full time job, by outsourcing, Altodigital can now deploy staff to better job fulfilment, rather than posting and franking or inserting marketing information within each run.

The initial outsourcing rollout has been extremely successful with significant savings achieved across the business. The future plans are to pass over the billing for Altooffice, Altodigital’s office supplies division, which is currently producing approx. 6000 invoices/statements per month. By outsourcing this element of the billing will again lead to further savings and the many additional rewards already being achieved, but on a much larger scale.

“Talking to Leigh and understanding how it could work opened my eyes to the possibilities, and now I have saved our company money, remarketed our business, and have a happy deployed admin team who are focusing on bigger tasks.”

Martin Chamberlain, MIS Director,

Altodigital Networks Limited, Summit House, Cherrycourt Way, Leighton  Buzzard, Bedfordshire LU7 4UH

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