Folder Inserters | Netsend http://netsend.com e-invoicing and e-billing solutions for business Tue, 21 Nov 2017 17:28:32 +0000 en-GB hourly 1 http://netsend.com/wp-content/uploads/2016/10/cropped-Netsend_Stacked_CMYK_square-1-32x32.png Folder Inserters | Netsend http://netsend.com 32 32 What are the benefits of Folder Inserters? http://netsend.com/blog/folder-inserters/benefits-folder-inserters/ Fri, 05 Aug 2016 10:18:29 +0000 http://netsend.com/?p=1810 If you’re asking “what are the benefits of folder inserters?”, you are likely to be at the stage of growing your mail-room, or trying to manage an increase in printing of invoices, letters or other business communications.  Congratulations, things are set to become far more efficient when you take the plunge. The benefits of folder […]

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If you’re asking “what are the benefits of folder inserters?”, you are likely to be at the stage of growing your mail-room, or trying to manage an increase in printing of invoices, letters or other business communications.  Congratulations, things are set to become far more efficient when you take the plunge.

The benefits of folder inserters are primarily the ability to automate the placing of business communications into envelopes – improving accuracy and efficiency.  As a technology solution, folder inserters have been around for decades, so you might ask how they’ve developed, or even “what’s next?”  Before we get into that, let’s just consider the main benefits of folder inserters, listed below:

Benefits of folder inserters:

  • Speed – folder inserters are faster than people at folding letters, inserting into envelopes and applying a stamp. Some folder inserters can process several thousand letters per hour.
  • Accuracy – folder inserters can group multiple documents together, fold neatly and always deliver the content to the correct recipient (assuming your database is correct in the first place). As with any machine automation, folder inserters remove human error.
  • Cost – folder inserters, whilst an expensive initial outlay, are typically cheaper than employing staff to undertake the same job. Whilst there are paper and maintenance costs to consider, the improved efficiency, accuracy and reliability of a folder inserter outweighs the human alternative for mail volumes above a certain threshold.
  • Scalability – if you are only using a folder inserter for a few hours each day, or each week, it’s easy to scale your mailing volume within the remaining capacity for that machine.

Alternatives to a folder inserter

Whilst there is a clearly defined place for folder inserters in many businesses, there are alternative solutions to consider that may be a better fit for your business.  In particular, businesses not wishing to make the initial outlay on a folder inserter, or businesses considering moving more of their communications to electronic document distribution should think hard before investing in a folder inserter.

Outsourcing the printing and postage of business documents, using a solution such as Netsend, can provide the cost saving, accuracy and speed benefits of folder inserters, without the outlay on hardware and longer-term maintenance costs.

Netsend is an outsourced document distribution solution that slots into existing business processes in much the same way as adding a new printer.  Simply direct documents to be Netsent rather than printed, and the printing (or electronic sending) happens automatically off-site.

 

Benefits of Netsend vs. Folder Inserter Benefits

Using Netsend to print and post business documents internationally means you can benefit from local print and post – printing and posting the documents in their destination country – saving the cost of international delivery, and benefiting from cheaper, local printing services.

Netsend achieves the automation benefits of a folder inserter, without the need to purchase or maintain hardware and run on site.  Moreover, printing and postage costs are reduced further; due to the economy of scale achieved through outsourcing to a business that specialises in exactly this.

With Netsend, there is no single point of failure; no mechanical item, on site, to go wrong.  If one of Netsend’s printers, folder inserters, or other items were to break, your documents would be instantly and automatically re-routed through an alternative, without you experiencing any delay.

Both folder inserters and Netsend present a significant improvement in efficiency – enabling some businesses to reduce staff costs, or at least reassign those who had previously undertaken the folding and inserting to more profitable activities.

Beyond efficiency gains in paper-based processes, Netsend enables businesses to embrace the paradigm of electronic document distribution and electronic invoicing as a specific instance of this.  Suddenly the benefits extend well beyond simple print automation, into electronic delivery (no paper costs), audit-trail and immediate visibility of receipt and/or read status as well as a host of other benefits achieved through electronic document distribution.

Problems with Folder Inserters

Folder inserters clearly offer great benefit, as outlined above, but what of the risks and potential problems?  Like any mechanical item, they can fail.  If your folder inserter breaks, this is a single point of failure that will hold up the distribution of business documents.

In order to protect against mechanical failure, folder inserters need to be regularly serviced and occasionally repaired.  It would be unwise to invest in a folder inserter without a maintenance contract, and a plan to manage any downtime.

In the case of Netsend, this single point of failure is eliminated through use of a larger scale off-site solution with built in redundancy and fail-over capacity to ensure business critical documents are never delayed.

Should you invest in a Folder Inserter Machine?

That’s the big question.  Whilst it’s undeniable there are efficiency improvements and savings to gain through using a folder inserter, it’s worth considering how you manage the risk of mechanical failure, and evaluate other options – such as outsourcing the printing and delivery process to Netsend.

Folder inserters make a fantastic difference as a direct replacement for manual labour in the mailroom, but represent a significant investment in retaining a paper-based approach to document distribution.  Consider the benefits of going electronic with your document distribution, or a blended approach to this, as part of your evaluation of the benefits of folder inserters.

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How a Folder Inserter Machine can Assist with your Expanding Company http://netsend.com/blog/folder-inserters/how-a-folder-inserter-machine-can-assist-with-your-expanding-company/ Thu, 19 Mar 2015 14:06:35 +0000 http://blog.netsend.com/?p=156 As your client base grows, the way in which you send post to them will become increasingly important. The folder inserter machine can help with this by speeding up the rate at which invoices and statements are transferred to envelopes ready for posting. Electronic post is important for your growing company, but certain customers will […]

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As your client base grows, the way in which you send post to them will become increasingly important. The folder inserter machine can help with this by speeding up the rate at which invoices and statements are transferred to envelopes ready for posting.

Electronic post is important for your growing company, but certain customers will still prefer enveloped post. As your company grows and more customers wish for traditional postal methods to be used for their invoices, a folder inserter machine may be a wise investment. Advantages of this include:

  • The folder inserter is faster than traditional manual methods of folding statements into envelopes and applying a postage stamp.
  • Using a folder inserter instead of employees is cheaper. A folder inserter only needs only one person to supervise as it creates post.
  • Once purchased, a folder inserter machine is unlikely to need replacing for at least 10 years.
  • Expensive folder inserters can envelope as many as 7000 statements per hour.
  • The folder inserter enables you to keep up with your developing client base and not leave behind those customers preferring to receive invoices in the post.
  • The post created by a folder inserter will appear professional and neat.
  • The folder inserter is able to process invoices of 5 or more pages; and can be programmed to include advertisements for your company in the envelopes to be posted.

It is clear that folder inserters are more efficient at dealing with your postal needs than traditional ways to send post. If a decision is not made to purchase a folder inserter, then it is recommended to outsource this task to a company specialising in postal needs. An example of such can be seen on the Netsend website. Netsend is a company with multiple folder inserters. Outsourcing your enveloping needs may become essential if you company grows large enough. This will also save you the time and money needed to train your staff to create post using a folder inserter machine. If used incorrectly a folder inserter can be more hassle than it is worth.

To conclude, a folder inserter machine, or the services of one will become essential for any growing company. A large client base means a lot of pages of invoices or statements are going to need posting, and the way in which this is done will strongly affect your company image!

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The role of a Folder Inserter in a Paperless Office http://netsend.com/blog/folder-inserters/the-role-of-a-folder-inserter-in-a-paperless-office/ Tue, 28 Oct 2014 14:08:06 +0000 http://blog.netsend.com/?p=158 So what happens to the customers who don’t want to receive their post electronically? As a company it is your job to accommodate all your customers, this includes those without computers or the internet. Until you are able to get your entire client base receiving post online, folder inserters are the answer. What does a […]

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So what happens to the customers who don’t want to receive their post electronically? As a company it is your job to accommodate all your customers, this includes those without computers or the internet. Until you are able to get your entire client base receiving post online, folder inserters are the answer.

What does a Folder Inserter do?

A folder inserter is a machine about twice the size of a large printer and costing between £1,000 and £5,000. The folder inserter’s role within a company is to fold and envelope post which must be sent out in bulk. Such post which a folder inserter might be used for include customer statements of service use or invoices to request payment for these services.

How is a folder inserter relevant to a paperless office?

As previously mentioned, a paperless office is an aspiration at present. A folder inserter is the most energy efficient way to prepare large batches of customer statements for posting. The folder inserters are fast and not messy. Statements are simply printed, inserted into the folder inserter and taken in their envelopes to be posted. The folder inserter is not used when communicating within a company and only appropriate where large batches of post must be sent.

A paperless office can potentially be achieved by a company if the folder inserters they employ belong to another company altogether. It is possible when sending large amounts of post regularly to outsource this post to a company such as Netsend, who own a large number of folder inserters. These companies contain what is known as a virtual postroom, where many folder inserters are used by expert staff in enveloping statements, invoices and a variety of documents which other companies employ them to post. By outsourcing the posting of paper documents a company could technically achieve a near-paperless office and also save themselves the cost of purchasing a folder inserter.

Will it ever be possible to abolish folder inserters and achieve a completely paperless office?

Technically stopping using folder inserters could be possible for some businesses. However, this would force them to neglect (and possibly lose) those customers who prefer to receive statements by post. For other companies the folder inserter must remain in use as they may process documents of the nature that all customers require a paper version; for example, when sending a certificate through the post. Also many companies find postal advertising very effective, and a folder inserter would definitely be required for such a task.

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What part has a Folder Inserter Machine Played in the arrival of your postal Phone Statement? http://netsend.com/blog/folder-inserters/what-part-has-a-folder-inserter-machine-played-in-the-arrival-of-your-postal-phone-statement/ Sat, 13 Apr 2013 14:10:36 +0000 http://blog.netsend.com/?p=160 Well the answer is quite a lot really! A folder inserter is the machine which folds your phone statement and inserts it into an envelope ready for your phone company to post to you. It is likely that much of the post you receive has been created using a folder inserter. Folder inserters are very […]

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Well the answer is quite a lot really! A folder inserter is the machine which folds your phone statement and inserts it into an envelope ready for your phone company to post to you. It is likely that much of the post you receive has been created using a folder inserter. Folder inserters are very valuable to companies who send heap amounts of post out; so especially those who regularly send invoices and statements to their customers.

Is it better to get my phone bill by post?

This depends on your personal preference. For your phone company, using a folder inserter to envelope your statement and then having to post it is more expensive than electronic methods. However, a business such as Netsend can be used by your phone company to carry out this folder inserter machine task, making it easier. Whether or not your post arrives having been through a folder inserter is your choice. You may need a paper copy of your phone bill, in which case the folder inserter postal method is more appropriate for you.

Does the folder inserter machine put staff out of a job?

No, not at all; the folder inserter deals with such accumulations of post that an unreasonably large work force would be required to envelope your statements. Folder inserters have been existent for some time. In fact it is fair to say that folder inserters were created as a quick response to companies suddenly needing to send out large amounts of post. For many years the phone statements you receive will have been enveloped by a folder inserter. Folder inserters today are definitely getting faster and more efficient though, especially with such competition from electronic methods of invoice sending.

Is the folder inserter more likely to make a mistake?

The folder inserter is a very reliable method of invoice enveloping, so you don’t need to worry about your invoice being sent to the wrong person! The folder inserter is constantly manned while it is folding, and the first envelope of every batch is opened to ensure the correct number of pages is being inserted. If the folder inserter began to fold incorrectly this would be very quickly obvious as the address on the statement would cease to appear in the window of the envelopes. Staff who work with the folder inserters are specially trained to observe any errors before they escalate into issues with your post.

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The use of Folder Inserters in Sending a large amount of Post http://netsend.com/blog/folder-inserters/the-use-of-folder-inserters-in-sending-a-large-amount-of-post/ Sun, 06 Jan 2013 14:11:53 +0000 http://blog.netsend.com/?p=162 A folder inserter is a clever piece of equipment which takes invoices or statements of varying sizes and automates the process of folding and enveloping them. Using a folder inserter differs from mass mailing methods described on other pages, as its sole focus is on paper post sent in envelopes. Why use a Folder Inserter? […]

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A folder inserter is a clever piece of equipment which takes invoices or statements of varying sizes and automates the process of folding and enveloping them. Using a folder inserter differs from mass mailing methods described on other pages, as its sole focus is on paper post sent in envelopes.

Why use a Folder Inserter?

The folder inserter machine is used frequently by companies with many customers as it can envelope up to 3,000 customer statements in an hour! The folder inserter is widely used by many companies because some documents still need delivering by post. For example, using the internet to deliver invoices or statements may be inappropriate for those without computer access or where it is important that the customer have a paper copy. Folder inserters can cope with multiple page statements, although these will take longer to envelope.

The folder inserter machine is also advantageous on a financial level. Employing people to fold and envelope the many documents which a company needs to post every day would be expensive. Also the job of a folder inserter is monotonous, making it difficult to find employees to take on such a role. With a folder inserter a job of 10 people can be reduced to that of the one person required to watch the folder inserter machine, and re-fill it with invoices and envelopes when it is running out.

Time-wise a folder inserter machine will always come out top over traditional human methods. As mentioned earlier, the standard folder inserter can envelope up to 3,000 statements in an hour. An industrial folder inserter could manage up to 7,500 – although these are generally out of the price range for many businesses.

What if I can’t afford a Folder Inserter to fold my Post?

This is where a company such as the Battersea based, Netsend come in to play. Using a folder inserter machine to send post can prove costly due to the intricacy and specialist skills required to work one. This is not to say it would be too hard to train staff to use a folder inserter, but many working businesses will simply lack the time. Netsend and other such companies are ones to which the job of a folder inserter can be outsourced. Their many years experience working with folder inserters mean that your post is in safe hands with them.

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Folder Inserters: the Modern way to send Post http://netsend.com/blog/folder-inserters/folder-inserters-the-modern-way-to-send-post/ Sat, 29 Dec 2012 14:16:01 +0000 http://blog.netsend.com/?p=168 A modern company must be able to keep up with the internet revolution, while not neglecting the fact that many B2B or B2C interactions happen by post. Sometimes this post may be a one-off document, at other times it may involve a large number of customer invoices, statements or related messages. Folder inserters are machines […]

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A modern company must be able to keep up with the internet revolution, while not neglecting the fact that many B2B or B2C interactions happen by post. Sometimes this post may be a one-off document, at other times it may involve a large number of customer invoices, statements or related messages. Folder inserters are machines most useful when posting many documents.

What does a Folder Inserter do?

A folder inserter is used when sending batches of invoices or statements in envelopes by post. The folder inserter has shelves into which paper invoices are fed on one side of it. The other side of the folder inserter is loaded with envelopes into which post will be placed. As the name suggests, the folder inserter takes each individual statement, folds it, and places it into an envelope ready to be posted. This process is fast and efficient, so the folder inserter can save a company time and money when sending a large amount of post.

Multiple Page Documents

Folder inserter machines are capable of handling documents of up to 5 pages, as can be the nature of extensive invoices or statements. The only requirement of the folder inserter when handling such documents is that it receives only same length documents at a time. So for example, in a batch of invoices, all the 2 page invoices would be fed into the folder inserter at a time. The folder inserter will then require quickly re-programming in order to accept documents of a different size to be posted.

Another interesting feature of the folder inserter is that it will allow you to incorporate advertisements into your statements. The folder inserter can be programmed to fold various paper sizes and include them in the same item of post. This is a good way for you to communicate offers and new services to customers in your invoices or statements. This folder inserter method is also more successful than an advert included in e-mail correspondence with clients.

Mass Mailing Companies

If you do not feel your company is financially ready to purchase a folder inserter machine, but feel your postal output large enough to warrant one you may consider outsourcing this task. Companies such as Netsend specialise in the use of folder inserters to send large amounts of post. Their specialist knowledge in the folder inserter field means that they may be able to offer you services and invoice posting methods which you had not previously considered.

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Folder Inserters: the Alternative to Electronic Post http://netsend.com/blog/folder-inserters/folder-inserters-the-alternative-to-electronic-post/ Mon, 19 Nov 2012 14:14:20 +0000 http://blog.netsend.com/?p=166 As much as this site describes the benefits to electronic post, it should be noted that some documents are simply better sent by post. Folder inserters are the machines which allow you to receive neatly enveloped documents through the post. Many such documents include your statements and invoices from companies who use folder inserters. Although […]

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As much as this site describes the benefits to electronic post, it should be noted that some documents are simply better sent by post. Folder inserters are the machines which allow you to receive neatly enveloped documents through the post. Many such documents include your statements and invoices from companies who use folder inserters.

Although sending invoices through the post is not necessarily safer than sending an email link to that invoice, it is often the preferred method for many people. The folder inserter machine is fed with invoices or statements of varying length (fewer than 5 pages). The folder inserter then takes these one at a time, folds them neatly and inserts them into an envelope. The folder inserter can work with envelopes of varying size or orientation.

Advantages to receiving post from a folder inserter

There are many advantages to you, the client, of having your post created using a folder inserter. A document received by post is more obvious to you, and the folder inserter can be programmed to include advertisements with your statement, alerting you to new offers or deals. Notifications by e-mail may be accidentally deleted or passed straight to junk mail.

Disadvantages to creating post with a folder inserter

Environmentally, folder inserters are more wasteful of paper than electronic post. Folder inserters also require energy in printing the documents to be put in them and through the folder inserter’s own processing of said documents. The folder inserter is also more likely to fault suddenly and therefore require constant supervision when enveloping.

Who owns a folder inserter?

A company such as Netsend, who specialise in folder inserter enveloping and postal customer communication, are the primary users of folder inserters. These companies are ones to whom other companies outsource their postal requirements. Finding a company with multiple folder inserters can be cheaper for a company than posting their own statements. A richer company may wish to purchase a folder inserter, but should be aware of the folder inserter requirement for constant supervision.

Companies must be very careful when choosing to buy a folder inserter as using it incorrectly could result in one customer receiving another customer’s post. The nature of statements means they contain sensitive information, so a mistake with a folder inserter could lead to some serious trouble. Thankfully it is required that anyone operating a folder inserter sign a data protection form and are carefully trained.

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