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Electronic invoicing: the perfect solution

There is a perfect solution at hand which gives you the tools to go paperless, says Nolan Sandham, Managing Director, ACTNET.


Johannesburg, 28 Jun 2016

Distribution companies move at a rapid pace. The largest and most respected distribution companies in South Africa operate in a unique space, but the challenges they've had to overcome are shared by many. Fortunately there is a perfect solution at hand which gives you the tools to go paperless, says Nolan Sandham, Managing Director, ACTNET.

Large distribution companies struggle to cope with the growing volumes of invoices that need to be processed and printed. Printing of invoices takes place on a weekly basis and the growth causes an unexpected impact on the following week, particularly when it comes to month-end when monthly invoices and statements are also produced. The peaks at month-end then cause serious overruns.

The solution comes in the form of a comprehensive, scalable and affordable system called EDD (electronic document delivery), a digital mailbox that allows invoices, statements and other financial documents to be distributed with ease and efficiency. It wastes no time in getting vital financial documents out to customers and facilitates faster payments. "Efficiency is critical to business survival and often the time and cost to process the data for distribution is complex and has huge operational overheads." says Nolan Sandham, Managing Director at ACTNET. "With EDD, invoices are processed faster. Data can also be split between e-mail and print."

Finance departments are frequently swamped by calls from customers who request copies of the invoices to be resent to them, or who would like to query a line item. Through EDD the department can access the distributed documents and resend a copy of the invoice to the customer while on the phone with them. Making use of the online portal, customers can access their documents directly, reducing the amount of queries. EDD's online portal is accessible on any internet-enabled device via a Web browser.

The EDD solution offers intelligent archiving for all invoices and statements in a securely stored environment. In addition document linking allows companies to link their invoices to their POD's.

It has a sophisticated distribution system at its core which allows quick access to customer records. The real time response to customer queries improves customer service, satisfaction and loyalty. Financial documents are delivered to customers safely, quickly and affordably - with the added benefit of significantly reducing a company's carbon footprint.

Some benefits are easy to measure, such as the significantly reduced expenditure on paper and printer toner. However the amount of time saved and the value of that time is not so easy to quantify.

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ACTNET

ACTNET is a privately owned company established in 1987. Its vision is to ensure that the vital business documents of both SMEs and enterprises are captured, archived, preserved and delivered to their customers. The company has developed a proprietary Electronic Document Delivery (EDD) solution that is unmatched in the South African environment. The company also specialises in enterprise output management, centralised print management, document management, document output and data enhancement as well as cost recovery solutions.

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