TSC Saves Money for Home Building Company by Making Sure They Never Miss an Invoice

Our client, a leading home building company specializing in residential construction projects, was facing significant challenges in managing the mail coming to their model homes. With a high volume of documents arriving daily, including utility invoices,
purchase orders, and correspondence from suppliers and customers, they struggled to maintain organized records and ensure timely payments. Late payments on utility invoices were a recurrent issue, leading to unnecessary expenses in the form of late fees and potential disruptions in service.

Challenge
Prior to engaging our services, the home building company relied on manual mail sorting processes, which were time-consuming, prone to errors, and lacked scalability. Utility invoices often got lost in the shuffle or were not processed in a timely manner,
resulting in missed payment deadlines and financial penalties. Additionally, the company's decentralized mail handling system made it difficult to track the status of invoices and prioritize payments effectively.

TSC Solution
To address these challenges, our company implemented a comprehensive digital mailroom solution tailored to the unique needs of the home building company. Our solution included the following key components:

• Shipping: The home building company’s mail is shipped to our high-security scanning facility.
• Mail Digitization: We set up a dedicated mail processing center equipped with advanced scanning technology to convert all incoming mail into digital format swiftly and accurately. Each document was assigned a unique identifier for easy retrieval and tracking.
• Document Classification: Using sophisticated optical character recognition (OCR) software, we categorized incoming documents based on predefined criteria such as document type, sender, and urgency. Utility invoices were flagged for priority processing to ensure timely payment.
• Digital return: We then send these scans to the regional AP manager, who processes the invoices and send them to the national office for payment.
• Scalability and Flexibility: Our solution is designed to scale alongside clients’ evolving needs, accommodating fluctuations in mail volume and expanding property portfolios with ease.

Results
By digitizing their mail processing operations and implementing streamlined workflows, our client experienced the following outcomes:

• Timely Payments: With invoices being processed promptly upon receipt, the home building company no longer missed payment deadlines for utility bills. This ensured uninterrupted access to essential services and eliminated costly late fees.
• Improved Cash Flow: By centralizing invoice management and automating payment workflows, the client gained better visibility and control over their financial obligations. This allowed them to optimize cash flow and allocate resources more efficiently.
• Enhanced Compliance: Our digital mailroom solution helped the client maintain accurate records of all incoming invoices and payments, facilitating compliance with regulatory requirements and internal auditing standards.
• Cost Savings: By avoiding late fees and penalties associated with missed payments, the home building company realized significant cost savings over time. Additionally, the increased efficiency of their accounts payable processes resulted in lower administrative overheads and improved productivity.

We have continued to sort mail and streamline processes beyond this clients’ original scope based on the client’s high satisfaction with our work. Moving forward, our ongoing partnership will continue to drive operational efficiency and support the client's growth objectives in an increasingly competitive market landscape.

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