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Mailroom : 4 Ways Centralization and Consolidation Enhance Your Revenue

Every major business has a mailroom, right? It’s your point of contact with the outside world. It’s where all essential information enters, gets recorded and is dispersed.

But what if you could simplify and downsize your mailroom infrastructure without sacrificing speed or accuracy—and actually start saving money, instead of spending it?

If that sounds intriguing, keep reading to take a closer look at what consolidation and centralization can do for your bottom line.

    1. Less Infrastructure, Less Waste

With centralization and consolidation, you can reduce the cost of your entire capture infrastructure, from scanners to software to labor, maintenance, real estate and more.

A properly centralized document processing hub only requires one type of high-end capture infrastructure (such as the ibml Fusion). And, if you get heavy-duty software that can manage multiple scanners, you only need one license too. No additional scanners or software—or pesky maintenance costs—required!

With ibml-as-a-Service, you’ll now be able to utilize the fastest machines on the market with an affordable quarterly or yearly subscription that is 100% tax-deductible.

    1. 20/20 Data Visibility

Hate paying late fees because you missed an invoice deadline? With high-end, consolidated capture software, that money will be staying in your pocket.

Applications such as ibml Capture Suite and ibml Cloud Capture improve data visibility for all by gathering essential information from any document, whether structured or unstructured, before sorting and filing it away to downstream systems. And yes, that means you’ll never miss another coupon, turnaround, or payment.

Think about all the future plans you could make with a truly clear picture of your data.

    1. Faster, Smarter, “Cloud-ier”

Centralized document processing is all the better when paired with Cloud storage for your captured images and data. Before, mailrooms would have to send runners to and from various offices just to deliver a simple document. With the Cloud, you no longer need hard copies for signatures and approvals, nor do you need to physically send documents from location to location.

Documents are put on the Cloud and all employees with security clearance can easily and securely access them from anywhere in the world. Simple, easy, and it saves everyone a ton of time. Plus, a good cloud platform is entirely scalable, so there’s never an issue with volume limits.

    1. Automation Nation

What’s the best way to realize growth from consolidation and centralization? Automation of annoying, repetitive tasks. Over 3/4 of costs associated with document capture come from pre- and post-scanning busywork, such as sorting and manually keying information.

With the right capture tech, that number could shrink. And it goes beyond just batching, scanning and out sorting. Modern capture tech even offers smart AI bots that can now log in with credentials and perform direct data entry for you, while recording video evidence.

Basically, it’s like having a virtual secretary! With all the busy work taken care of, you can empower employees to use previously wasted hours on forward-thinking strategic initiatives.

Consolidate Your Way to Greater Growth

No matter how you look at it, consolidation and centralization produce benefits that extend far outside the mailroom. Whether it’s reduced infrastructure, improved scanning speeds, cloud storage, data visibility, or automation, it’s clear that the mailroom is a secret treasure trove of savings.

And if you never thought you could drive revenue from such a routine part of your business, just remember: value is always in the place you least expect.

To learn more, consult with a consolidation and centralization expert today.

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