Document automation is about as straightforward as it sounds: it’s automating the process of creating documents at scale. But don’t let this simplicity fool you – document automation software is a powerful tool.
Businesses are constantly under pressure to save money, increase productivity, strengthen compliance, and digitize their operations while meeting growing customer demand for relevant, accurate, and timely communications. Document automation software can help achieve all these things – and the broad range of solutions available, for everything from simple mail processing to managing enterprise-wide multi-channel customer communications, means there is an offering to suit almost every type of business.
[Section in Canva] Document automation: It’s software that centralizes and automates part, or all, of the processes required to produce digital and hard-copy customer communications, including document processing, production, dispatch and archiving.
Below are 10 reasons why you should take a closer look at document automation software for your business.
1. Reach customers via their preferred channel
Today, more than ever, customers expect to be contacted via their choice of communications channel. This could be through mail, telephone, email, social media, web-link, and SMS text (or even fax) – and it could change depending on the subject matter or even the time of day. Document automation software simplifies the implementation of multi-channel communications by automatically distributing documents via each customer's preferred communication channel, with significant benefits for customer satisfaction and loyalty.
2. Digitize your business
Digitization is a top priority for businesses today. Everyone wants to be paper-free, but getting there can take time and effort. According to research from Deloitte, about 80 percent of small businesses in the United States are not entirely using the beneficial digital tools available to them. Document automation software that supports multiple communication channels lets you make the transition from print to digital communications seamlessly and at a pace that suits you and your customers.
3. Maintain visibility & control
One of the difficulties in adopting multi-channel communications is keeping track of what was sent to whom, when and how. With integrated archiving, document automation and delivery software provide a consolidated view and record of all communications, irrespective of whether they were distributed electronically or printed and posted. Employees can see at a glance when and how something was sent, without having to switch between applications and/or filing systems.
4. Consult audit trails for proof of delivery
Instead of having to rely on someone's word, document automation systems provide an audit trail of communications activity so that you can confirm and, if necessary, prove that something has been sent. Some systems provide digital certification of electronic documents to prove authenticity and proof of receipt. The result is better customer service and faster dispute resolution. In the case of invoices, proof of receipt can even help you get paid faster.
5. Ensure compliance
Audit trails are just one example of how document automation and delivery software aid compliance. By automating the preparation, production and dispatch of customer communications generally, automation software makes it easier to stick to relevant rules, regulations and standards. Be sure to choose software that adheres to the latest industry standards and has earned strict regulatory and compliance certifications to ensure documents meet privacy rules and security requirements. For example, Quadient Impress is powered by Microsoft Azure, the leading cloud computing platform with more than 90 compliance offerings to deliver the highest level of security and service.
6. Personalize customer communications
Today, personalization isn’t an option—it’s a requirement. Research from McKinsey shows that 71% of consumers expect companies to deliver personalized interactions and 76% get frustrated when this doesn’t happen. Increase response rates and build stronger customer relationships by personalizing transactional and marketing communications. Document automation software lets you do this in a number of ways, from changing greetings on letters to varying the offers, promotions and marketing material sent to each customer. One of the key functions of almost all document automation software is the generation of barcodes and/or optical marks containing processing instructions for folder-inserters. These are read by the folder inserter, which modifies envelope insertions accordingly. Automating insertions eliminates human error and ensures that each person receives the documents they are meant to. This is particularly beneficial for organizations that handle sensitive customer data, especially those in healthcare, social services, education and financial services.
7. Boost productivity
The above is just one example of how document automation and delivery (and folder-inserters) can increase productivity by reducing manual processing. It has a massive effect on staff productivity by automating almost every aspect of the communications process, from the use of templates for document creation to the automatic pre-sorting of mail. Quadient estimates that automatic mail processing saves 30-60 seconds per item. Claim Eazy, a claims management company, has reduced the time it takes to process outbound mail by 80% since installing an intelligent Quadient DS-200i folder-inserter and document automation software.
8. Save money
A boost in productivity goes hand-in-hand with big cost savings. These come not just from increased efficiency, but also from the substitution of printed communications with digital messaging (where desired). Within a month of introducing document automation and delivery software and giving customers a choice of receiving invoices in the post or by email, bakery products supplier Ransons had cut its postage and paper costs by 20%. Further cost savings come from a reduction in costly errors associated with manual processes; improved data accuracy (certified address management software is included with Quadient document automation and delivery software); and sophisticated mail processing. For example, this software can save postage costs by combining multiple letters to an individual in one envelope and by grouping and pre-sorting mail to maximize Royal Mail volume discounts.
9. Make better use of resources
Enjoy economies of scale and simpler management by centralizing document production and despatch. Organizations with multiple branch offices don't have to install printing and mailing equipment in every office or put up with slower, less productive devices in satellite offices. With output management software, all documents can be processed and despatched centrally. As well as reducing support requirements in branch offices and enabling organizations to make productive use of larger, more economical devices in the corporate print/mail room, centralization maximizes possible Royal Mail volume discounts. For small and medium-sized businesses, the Hybrid Mail feature of Print Machine or OMS-500 enables the outsourcing of printing and mailing to Quadient's UK mail centre.
10. Maintain consistent branding
The document design features included in many document automation solutions let you centralize the creation of transactional and marketing communications for a more professional corporate image. Templates for invoices, sales orders, statements, forms and other documents let you apply a consistent design across your business, from typefaces, fonts and graphics to output choices.
Quadient provides a full range of document automation and delivery solutions to meet the diverse needs of customers within the Impress suite of products. Impress helps businesses globally save money and improve communications effectiveness while satisfying the growing demand for relevant, tailored, and timely communications.
To learn more about how Impress can help your business with document automation, contact us here.
