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How do I get my
documents to you electronically?
If you are using a standard accounting package on a
PC network, then Virtual Mail Room simply sends you,
a FREE software package that you load onto your computer.
Use your existing accounting package to produce your
document run, 'click' on the Virtual Mail Room icon
and transfer the data to us by disk, email or Internet.
For other applications we provide fully automated data
transfer mechanisms - these are normally discussed with
your IT department to ensure your corporate security
standards are adhered to.
In both cases easy-to-install instructions
are provided, and technical assistance is only a call
away.
How do I set up
the service?
Simply fill in the Agreement Form with your details
and we do the rest. Remember there is NO minimum quantity.
For larger volume applications we suggest that a formal
contract is put in place. This gives you the peace of
mind that we have a binding agreement that covers all
aspects of an IT outsource relationship, such as Data
Protection rules, Service Level Agreements etc.
What is the cost
and commitment?
There is no charge for the basic VMR software and no
minimum commitment in terms of time. Charges are based
on the number and type of transactions. For more complicated
requirements where bespoke programming is involved there
may be a charge, and quotations are provided. Whatever
your requirement we feel that you will receive the same
benefits as our other satisfied customers: up to 50%
less cost and better productivity.
When do I send
you these documents?
When you send these documents to us is up to you. We
process the documents and send them out the same day
we receive them. We only transmit between 7am to 6pm
weekdays - this avoids documents being sent to small
businesses or fax machines at home at unsociable hours!
How do I know if
the documents have been delivered?
Throughout the process Virtual Mail Room provides status
reports. This will ensure that you are aware of what
is happening. The summary confirmation report lists
how many items went by fax, email or post. An optional
report will show you detailed information for each item
- this will include the date and time the document was
sent, the fax number dialed, the email address it was
sent too, the received identification from the recipient's
fax machine or the IP address of the email recipient.
How do I get the
fax numbers or email addresses from my clients?
You will need to contact your customers to obtain this
information. This will have to be entered into your
accounting package. If you don't have the resources
to obtain these details from your clients we offer a
service to do this for you. Once you have these fax
numbers they can be used for a range of business applications
such as marketing, corporate news etc.
What are the benefits
to me?
You save money and time by not having to print off documents,
fold them, insert into an envelope and then take them
to the Post Office. In sending these documents electronically
you add a sense of urgency to the transaction, prompting
your customer to respond more quickly. By using this
service you achieve a quicker, greener and significantly
cheaper dispatch of time-critical documents.
Couldn't I do this
myself?
Not easily! You would encounter a range of problems
- tying up your modem and telephone lines, developing
software, using up valuable computer time and for those
documents that failed to go by fax or email, printing
them off separately and sending them by post. By using
Virtual Mail Room's service you are free to concentrate
on more productive issues. This represents a truly effective
outsource solution for your company. Don't underestimate
the hassle factor of doing it yourself.
Do I have any control?
Within the software package you receive from us there
are features to limit who receives the documents and
fields that match your criteria.
Bill presentment
- I've read about it, what is it?
Bill presentment is a new concept whereby invoices are
presented on the Internet and can be paid online. This
still requires a heavy investment in technology by all
parties and is not a universal solution. Virtual Mail
Room is actively working on this technology.
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