A virtual mailroom is achieved when a company sends their invoices or statements electronically, as opposed to by post. The use of electronic mail and a virtual mailroom is important in B2B communications as it can give you a competitive advantage over companies not using this method.
How to Implement a Virtual Mailroom
Also known as a virtual postroom, the virtual mailroom is relatively simple to implement, but can be costly to run and maintain. A virtual mailroom requires a simple business invoicing program to set up a database of client information. Using this, the virtual postroom can be set up, taking live data from this database to know when e-mail invoices are required.
The virtual postroom becomes costly when implementing as it is costly to train staff to use the system. Equally, an expert should be hired to solve any sudden problems the virtual mailroom system may have. If not dealt with properly, a fault in the system could cause delays in the posting of invoices and cause your company to lose face.
The outsourcing of a virtual mailroom is an option which should be considered as this allows you to evade the disruption that implementing your own virtual postroom may cause.
Advantages to a Virtual Mailroom
A virtual mailroom offers a faster and more secure way to send invoices and statements. The virtual postroom’s e-mail based sending methods arrive faster and at a lower interception risk than documents sent via post or using a fax machine. Documents sent using a virtual mailroom also hold the advantage that they are accessible from all online computers, whereas a fax machine and the postal service send documents to a specific location from which they must be collected.
Clients who want their Invoices by Post
When a client requires postal documents, then the virtual mailroom or virtual postroom will be made redundant. Paper invoices and statements is not an uncommon request. However, accommodating their needs slows the running of your company. You should explain the concept of a virtual mailroom to your clients, and show them that documents they receive in this way can be printed by them, yet also offer the advantage of electronic storage.
If you are divided between having a virtual mailroom, and needing to send out sizable quantities of paper post then you may wish to outsource the task altogether. Netsend, for example, are experts at balancing the tasks of a virtual mailroom and sending paper post. An outsourced virtual mailroom could give you a competitive edge in the market.