Mail Room Services
Centralizing your Accounts Payable processes? Trying to go paperless? Looking for cost savings through automation?
Your vendors are sending you paper invoices and in order to achieve the benefits of an automated or centralized process your business needs to control the receipt and distribution of paper based documents. This is one of the major hurdles to realizing your goals of automation and cost efficiency. Mail handling is manual and time consuming and doesn’t add any value to the Accounts Payable process.
Octacom takes care of that. Our mail handling services begins with the establishment of a Post Office Box that will be the central point for receipt of your invoices. We’ll pick up your mail on a schedule that meets your needs (usually daily or every other day). Once we receive your invoices they are processed for scanning and data capture. Rather than paper pushers, you AP team are knowledge workers, working from high quality scanned images and concentrating their efforts on the efficient processing of approvals and exceptions.
The P.O. Box represents one of the methods for invoice receipt utilized by Octacom. Your vendors can also send invoices by fax or email. Your branch offices can do the same or scan their own invoices directly to Octacom for data capture and automated processing.
- Mail pickup from your confidential PO Box
- Opening & Sorting
- Return to Vendor
- Document Control Process
- Invoice preparation
- Re-cycle advertisements
- Eliminate lost or misfiled invoices
The mail room service along with business processing outsourcing and workflow provides benefits such as
- Centralize Invoice Receipt – all invoices arrive at one controlled location.
- Eliminate Mail Handling.
- Eliminate lost or miss-filed invoices.
- Manage vendor compliance to your standards with our Return to Vendor process.
- AP staff become knowledge workers, not paper pushers.
- No Filing or Paper Storage
- Recover Storage Space and turn It into Productivity Space
- A complete audit trail to track and control the invoice from its arrival through payment