Editorial

Less Paperwork More Billings

Reducing paperwork through electronic processes can actually mean you bill more for the work you've done.

by Anselm Waterfield, CEO, TransLogix

It would surprise few of us to learn that the transport industry is one of the biggest users of paper. Managing the ever-increasing paper flows is a real challenge. Not only does it take a lot of man hours to process and file the paperwork but finding it again and promptly responding to customer queries can be a demanding task.

It is estimated that up to three percent of transport activity doesn't get billed to the customer due to lost paperwork. That can easily add up to a lost profit of $15,000 a year or more for a busy transport company.

Thanks to electronic scanning it is now possible to make a real breakthrough in managing all that tedious paperwork. By using electronic scanning for consignment notes and then integrating the scan data within your transport management software system, the paperwork is not only much easier to manage, but you will also improve productivity and your cash flow.

A good Document Management System will ensure that all your information is economically and efficiently captured and can be made available quickly and effectively to everyone that needs it both internally and external to the business. It will also be designed so that this information is safely stored and available for years to come.

A scanner converts all documents into an electronic format. This involves all paper documents and in particular Proof of Delivery documents (PODs). A database stores images for easy retrieval.

Electronic PODs can be available for customers to reference on the internet, in a CD-ROM format or by viewing the appropriate job within your transport management software.

1st Fleet Express 1st Fleet provides a national delivery service and has been using electronic scanning of PODs since May. Drivers scan the freight for tracking purposes as well as to provide a record of pick-up and delivery, with the information automatically updated in the TransLogix Sapphire system. Using the internet, 1st Fleet customers can track their consignment and immediately identify the status of their delivery. 1st Fleet customers can also check their invoice off the statement that has been emailed to them.

Heather Soars, Finance Manager explains, "scanning PODs and capturing the information in real time, online has been a great productivity gain for us. We can work much smarter and faster. Providing our clients with access online has improved our standards of service to them."

The Savings Once a Document Management System is installed, you start making immediate savings in cash, resources and productivity.

Cash Savings

Because you will never lose documents you can ensure all jobs are accurately billed. You will remove the need for expensive and time consuming off-location archives. As you can e-mail copies of documents you can save on mailing and fax costs.

Resource Savings

Printing, photocopying and stationery costs. The cost of unproductive office space taken up with filing cabinets

Productivity Savings

It's estimated that the average employee spends 15 percent of their time looking for information which is made much easier with such a system (this time alone represents $6000 per year for each employee servicing the customer).

Often this time relates to customer queries. The resulting improved customer service is also a benefit.

Overall, companies can expect to get their money back in just 12 months on the cash and resource savings alone. There are a range of options available to suit different requirements and budgets.

When considering a Document Management System make sure that all PODs can be electronically scanned, captured and stored directly into the Transport Management System and that the system automatically updates all relevant modules including transport operations and accounts. This information can then be accessed by management and customers alike in real-time, online.

Not only will a good Document Management System save you time and money but being able to respond so quickly to customer queries provides a real competitive advantage for your business.

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