| The most critical activity of any company or organization is that of revenue collection. Successful organizations recognize that timely billing, accurate billing is fundamental to success. As companies grow, it becomes difficult to manage the all aspects of billing operations. You organizations requires a reliable partner, so you concentrate on other aspects of your business and we can print and mail your statements. Outsource Data Center can manage your project from processing to delivery to the Post Office. We can add value by: |
- Customizing formats
- Increasing clarity for you customer
- Minimizing printing and mailing cost
- Reducing turnaround time
- Decreasing payment times
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| Outsource Data Center is your reliable partner. We handle the complete process including: |
- Data Processing
- Database Design and Management
- Data Transfer
- Process Flow
- Web Services
- Statement Archiving
- Reporting and Tracking
- Electronic Bill Presentment and Payment
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- Design of Invoices and Statements
- Variable Data Laser Printing
- Folding, Inserting, and Mailing
- Return Mail Processing
- Inserts or Stuffers
- Form and Envelope Procurement
- Offset Printing
- Warehousing
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Quality and Service Guarantee:
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ODC takes its responsibilities seriously. A customer’s cash flow and financial health is dependent on the timely and accurate distribution of invoices and statements. Outsource Data Center has a documented and tested quality control program. It starts with review of data received from our client, review of data after processing and visual inspection of pieces as they are printed.
ODC guarantees that if a complete and properly formatted billing file is received from the customer by 12:00pm, all pieces will be delivered and accepted by the USPS the next business day. If ODC fails to meet this timeline, the customer is not obligated to pay for the portion of invoices not mailed, excluding postage. Additionally, ODC will notify customer promptly if there appears to be difficulties in meeting contractual timelines and obligations.
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| Custom design of Invoices and Statements |
| The customer has several options when it comes to statement or invoice formats. You may chose to provide copies of existing statements or invoices for ODC to duplicate, you may choose to utilize one of our existing formats or we may assist you in producing new formats. We will provide you with complete design services for your statements and invoices. You may also choose to utilize some of the following options: |
- Customize formats for specific customers within a particular print run
- Usage Charts (bar, pie, etc)
- Graphics Design Services
- Color
- Highlight Color
- Dynamic Customer Messages
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| Data Transfer |
| ODC currently provides a number of different methods for transferring data. We currently can accept: |
- EDI (Fixed, variable or delimited)
- XML
- Print Images
- Or most any other common formats.
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| From organization to organization, data formats may vary, but in our experience their are few formats we haven’t seen or handled. As long as the customer provides us with a data map, we can interpret any file. |
| Process Flow |
| When ODC receives a file from the customer, our customized audit utility immediately audits the data. The utility verifies the records are in the correct format, that all required segments are present and determine the number of records and total “dollar value” billed. Usually, the customer will provide a control record that the totals may be compared against. At that point a report is generated, e-mailed to the customer and archived. This will take place within 15 to 30 minutes of receipt of file. If the totals are verified, the process proceeds. The record will be interpreted and, converted to a database by a customized software utility. The records are then processed, by an address management utility. This utility will perform the following functions: |
- CASS Certify for Address Correction-Correct spelling, verify delivery points, add nine-digit ZIP codes, eLOT and Carrier Route numbers, and add the USPS Postnet barcode.
- Postal Presort -Postal presort records for First-Class Mail, produce mail sort summary report, produce CASS summary report, calculate discount postage, produce mail postage statement
- Optional Real-time Move Update Service-Update the addresses of people and businesses that have moved with 48-month NCOALink service
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The records at this point may be collated according to address, account number or any other customer defined criteria. Once the records have been sorted, certified and collated, a Code 39 barcode is added for intelligent mail inserting and a 2D barcode is added for mail tracking. The records then will be converted into print files images, by another customized software utility. This utility also provides the option to allow for multiple invoice formats within the same print run. When the process is complete, a report is generated detailing the number of records converted, images generated, total “dollar value” billed and the number of mail pieces. The images are then printed in batches; each batch is then inspected by a quality control clerk. When printing is complete, all batches are checked and approved the images will be converted to .PDF files and archived on the web portal. The customer will be notified when the bills are available to be viewed. Simultaneously, the pieces go into mail processing.
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| The print pieces are taken by the mail clerk, who will feed the document into the mail folding and inserting machine. The machine will read the barcode to accurately collate and fold the correct number of mail pieces into the proper envelopes. The machine will insert fliers and/or BRE’s into the envelope with the printed material. As the piece exits, the machine then scans the mail piece to ensure that the address is properly showing through the window, that it is in the correct order and that all pieces are accounted for. Any pieces that are unaccounted for will be reprinted and inserted back into the proper sort sequence. After the mailed is trayed, it is tagged and bundled for delivery to the USPS bulk mail acceptance department or to a postal presort facility. At this point, the customer is notified that the mail has been delivered |
| Web Interface for Archiving |
| ODC has developed a customized web interface, where any given time, a user may log on to a secure web portal to access archived documents. The user is provided with a search tool where they may access a minimum or 24 months of customer invoices. The user may search the archive by account number, customer name, address, invoice number, billing date, or any other user defined criteria. From the portal, the user may download a .PDF image of the invoice and print it to a local printer, e-mail the invoice or fax the invoice (for a nominal fee). For a range of invoices, the user may chose to email or fax them. |
| In addition to archiving customer invoices, the user also has the ability to make changes to the original invoice. The invoice modification module allows the user to modify any number of predefined values on the original invoice. The user may be allowed to change the billing address, charge amounts, or due dates. The module will automatically recalculate values such as amounts due, sales taxes or usage graphs. The module will create a new .PDF image of the invoice and make it available to print. The original invoice will remain in the archive and the modified will invoice will appear as a revision. |
| Web Interface for Reporting and Tracking |
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The reporting interface was developed so that a customer may stay informed as to the progress of their job as it is flows trough our facility. The customer will be able to view job status in near real time. As reports and notifications are generated, they are stored on the web portal. They may also be e-mailed to user. The customer will be able to view the following reports and notifications:
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- Record Audit Report – reports total number of records and “dollar value” totals
- Processing Report – reports total number of records converted, images created, “dollar value,” and mail pieces generated. It also notifies the customer that printing has commenced.
- Invoices Archived – notify user that invoice can be viewed on web portal.
- Statements Mailed – notifies user that statements have been delivered to USPS
- Postage Statement – Generated by mailing software, details postage and presort qualification
- CASS Summary Report – Generated by mailing software, CASS certification statement
- Postal Acceptance Report – Generated by USPS, report noting that mail has been accepted and certifying the postage due and postage paid.
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| Inserts and Stuffers |
| We can provide an almost limitless variety of Inserts and stuffers for mailing. They may be in varios combinations of paper weight, colors, paper types and sizes. Print may be full color, black and white, photo quality or printed simplex or duplex. We can insert fliers or stuffers provided by you or ODC can print material, if you provide the artwork. We may also supply graphic design services. |
| Forms and Envelopes |
| We can provide a wide variety forms and envelopes. We will work with you to find the forms that provide the most cost effective solution to maximize custiomer communications, minimise printing and mailing cost and maximise postal discounts. If the customer requires, we can also utilize |
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