Using Zetadocs for Accounting 3, documents such as invoices, statements and remittances that were previously printed out for posting can be faxed or emailed immediately from the users accounts system. Even faxing reduces the cost of delivery by more than 80 per cent, and reduces staff time by almost 100 per cent. Pricing starts at around 500.
Paul Bradley is senior accountant at Booth Brothers printers in Sheffield, and has been piloting Zetadocs for Accounting 3. He said: We send 500 statements per month to our customers. Previously this cost 33 pence per document, plus several hours of staff time to envelope them up.
Using Zetadocs for Accounting, this has been cut to 6 pence per document faxed, and the time reduced to a single mouse-click. We save 1,700 per year in mechanical costs plus 48 hours of staff time - about half as much again in financial terms.
The system as we specified it cost us 2500, so our payback period is under a year. For us its the perfect system, and when it was offered we jumped at the chance, he added.
For companies with a large base of customers or suppliers, or which face a significant number of customer enquiries, annual savings may extend to tens of thousands of pounds, ensuring an even shorter return on investment period.
The system also enables the customisation of documents, with customer details and accounts information inserted automatically. Emailed documents are sent as PDF attachments.
All transmitted documents are archived via the web to a secure third party server. This ensures that documents cannot be modified after sending, and that independent proof of sending is available both significant advantages in complying with financial regulations. All documents transmitted remain available for immediate retrieval.
Available only through Equisys partners, Zetadocs for Accounting 3 works with Microsofts Great Plains and Navision packages, and supports Sage Line 50 v11, as well as Sage Line 100, Sage MMS and Sage Line 50. Reseller details and other information may be found at www.equisys.com.
Chris Oswald, CEO of Equisys, said: Accounts departments are under pressure at the best of times. Zetadocs for Accounting helps reduce costs, while at the same time improving the departments ability to provide rapid answers to internal and external queries. It adds to the value and credibility of the accounts team, provides better customer service and improves management information.