The Cloud-Based Mailroom: An Enormous Resource for Any Organization That Mails Documents

Authored by: Jim Stewart, Founder DocuSend, powered by MTI.
Posted on September 10, 2018

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What Exactly Is a Cloud-Based Mailroom?

DocuSend’s cloud-based mailroom is a secure, on-demand, 24/7 mailing facility open to businesses, organizations, and even individuals that need immediate document distribution services. The mailroom accesses computer networks, storage, applications, and other resources via the internet through Amazon’s shared cloud computing infrastructure. It allows organizations to upload their documents for processing and delivers them directly to the United States Post Office within one business day of file receipt. It is commonly used to mail invoices and financial statements; however, any letter-sized PDF document containing a valid mailing address can be sent to the mailroom for processing.

10 Reasons Businesses Benefit from Using a Cloud-Based Mailroom

It doesn’t take up any space. It has all the advantages of having your own mailroom with a zero-square-foot space allocation. No more having to take over the conference room or breakroom to stuff envelopes; or even better, forgo the expense of dedicated office space. Some small business owners even take their invoices home and stuff them over the weekends. With the mailroom, the only thing they’ll be taking home is a smile.

You don’t need any equipment. Many organizations don’t realize the hassle and expense of operating mailing equipment part time until they try it. The leases and maintenance contracts that go along with running folding, inserting, and metering machines detracts from focusing on growth. The point of acquiring any machine is to fill it to capacity as soon as possible, and that’s hard to do in any internal mailing operation. The lease still has to be paid when equipment sits idle. The cloud-based mailroom is sitting there too, but you pay nothing until you use it. And don’t forget, the labor to operate the machines is eliminated too.

It eliminates manual labor costs. The average time it takes to manually print, fold, stuff, seal, and stamp 200 documents is about 2 hours. DocuSend: 1 to 2 minutes to upload. That’s it. You’re done.

You pay for it only when you need it. Most businesses run on some kind of schedule. Someone needs a product or service, and an estimate is produced that includes the time of completion. Even businesses selling off-the-shelf products have to estimate inventory. But when it comes to communicating with customers, many documents cannot be prescheduled for distribution because they are triggered by an unscheduled event. Examples include service interruption notices, rate changes, delinquency letters, and many other low-volume communications. Printing and mailing these documents is difficult to manage because there is no accurate way of predicting the volume or frequency. With no minimums, DocuSend’s cloud-cased mailroom solves this problem immediately, regardless of the file size.

It doesn’t require any inventory. The cloud-based mailroom’s cost for a single-page black-ink document is between 80 and 84 cents depending on what paper and envelope options you choose. And yes, that includes postage. One of the reasons it’s so inexpensive is our inventory. We purchase paper and envelopes by the millions and pass the savings along to the mailroom users. Some clients tell us they would like to use their inventory up before using the mailroom. Realistically, when you add up all the savings in labor, time, materials, and cash flow, our advice is to find another use for inventory, or recycle it. The return on investment is just too fast to waste time using it up internally.

It maintains a record of everything you mail. Each user receives access to a proprietary portal that provides a six-month record of every file uploaded to the mailroom. Users can retrieve file dates, mailing volumes, invalid addresses, cost per file, and more. You can add, delete or modify user information and determine their level of access. The portal is complimentary and is available 24 hours a day, 365 days a year.

You can reprint any document you mailed in the last 6 months. Ever have a customer say they never received their invoice? Now you can respond: “OK, what’s your email and I’ll send it while we’re still on the phone.” Each user of the cloud-based mailroom is provided with a complimentary electronic storage and retrieval archive system called an Image Bank. It’s provided at no additional charge and contains searchable images of all the documents mailed over the last 6 months. You can view, print, save and e-mail the document directly from the Image Bank screen. You can give as many people as you like access at no additional charge. There is no limit to the number of documents you can store.

When you include inserts to communicate to your customers, the postage is already paid for. The cloud-based mailroom includes a very popular communication tool that allows a generic 8.5 x 11 PDF to be included with each addressed document. After your file is uploaded and you’ve selected your job specifications, just select the “Add an Insert” option and upload a PDF of the insert you want to include in your mailing. You can choose black ink or color, and the insert is automatically placed as the last page of your customized invoices or letters. It is typically used to mail letter-size flyers, announcements, advertisements, coupons, and notices to your clients. The only limitation is the user’s imagination. And since the postage is already included with the base price, it’s a fraction of the cost of sending a standalone document.

You can mail just about any document no matter where the address is located. Top, bottom, middle stub—DocuSend handles just about any document regardless of the address location(s). You can design your own forms so the address shows through our supplied window envelopes, but if you don’t have the time, inclination, or resources, we’ll do it for you. When you upload your file and the address(es) don’t line up, just follow the on-screen prompts and you’re done. The cloud-based mailroom even handles W-2 and 1099 tax forms that normally would have to be mailed in special W-2 tax envelopes that are so small they are very difficult to stuff documents into.

It increases cash flow with ZERO risk. No minimums. Stop any time. Mail every day if you want to. There is no risk, and the return on investment is immediate. In fact, businesses will find the cloud-based mailroom is a technology so advanced and easy to use that by trying it just once, they’ll know instantly whether it will save time and money managing resources. In other words, businesses don’t even have to go through the expense of conducting an ROI analysis to calculate its value. As an example, the average cost for a company to manually mail a one-page invoice is about $1.60 per envelope. That includes forms, materials, printing, folding, stuffing, applying postage, and labor. Sending it to the cloud-based mailroom costs $.80 per envelope. So, per annum, typical savings average $.80 X their annual volume. An organization that mails 100 invoices a week will save about $4,160 per year. And they don’t even have to cancel anything if they find a better way to mail. It’s a pay-as-you-go service, so just stop using it.

To sum things up, I encourage any organization that wants to save the tedious hours it takes to do the menial task of printing, folding, and mailing any important documents to try the DocuSend cloud-based mailroom and let us know what you think. I don’t think you’ll ever stuff another envelope by hand again.

Thanks to all the SMB owners and operators out there for taking the time to read this. We’d love to know what you saved by using the DocuSend mailroom. Please share your ideas and innovations in the comments section.

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About the author
Small business owner

Jim Stewart is the founder of DocuSend, powered by MTI. As a passionate supporter of small businesses his entire career, he dedicates much of his time helping others how to be successful. Jim and his wife Barbara live in Hilton, NY and spend their free time gardening, cooking and playing frisbee with their twin border collies.

Cloud-based mailroom