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Top 10 Reasons To Automate

1. Increase profits by reducing operating costs such as those associated with waybills and postage.

Waybills cost money to print, handle and store.' Automated systems can either completely or at least mostly eliminate waybills buy keeping all pertinent information online in a database.' Invoices can be emailed eliminating postage.' If invoices are still mailed to customers, the postage required would be the minimum cost to mail a letter as the extra bulk associated with sending copies of waybills would be eliminated.

2. Improve Cash Flow with accurate and timely billing.

Cash flow improves the instant the business computerizes. This is true because rather than spending hours and days manually rating orders and manually tallying individual orders, a system will produce accurate invoices within seconds or worst case minutes. A computer never makes mistakes, never forgets and never calls in sick. The ability to send invoices via email instantly reduces the time required to collect the invoices because there is no need to wait for the postal system to deliver the document. This alone represents an immediate reduction in days sales outstanding which translates into a net gain to the bottom line. Since a system calculates rates automatically, the number of credit notes created will be reduced or eliminated all together. Every billing error costs a significant amount of money, not to mention the adverse affect a billing error has on customer service and the professionalism of the company.

3. Increase staff efficiency and elevate your business professionalism by using real time order entry.

Customers will appreciate the fact that orders can be entered in seconds and that they receive a reference number immediately. Customers will also soon learn that they will be given consistent, rapid and accurate service regardless of the person they give the order details to. New hires can sound like seasoned pros from their first day on the job. Turnover becomes a non-issue because it is the system that manages the customer service function, not a specific person. Customer calls requiring information such as POD can be handled quickly and consistently by using the online search capabilities of a good system.

4. Reduce operating costs and increase customer loyalty by implementing a web-base order entry and tracking solution.

Using a Web Order Entry program can enhance the customer service provided by a company. In fact, a good system provides an online customer self-service site that will result in a reduction of customer service calls in the first place. Customers are able to place orders, update orders and schedule future orders. Customers are informed via email when their orders are delivered and can check on the status of their orders anytime 24/7. Invoices can even be viewed and/or printed from a good customer service web site. The more the customer can do to service themselves, the most cost effective your business operates and the happier the customer is in dealing with your company. Reduce your costs and make your customers happier at the same time by providing an easy-to-use, always available, customer friendly web site.

5. Handle more volume without hiring more staff and/or even reduce head count.

A computerized system can handle hundreds of transactions a second. Event the fastest most experienced human cannot come close to the speed and efficiency of a computerized system. Enter data once in a system and the system manages it from that point ensuring timely, accurate and consistent results. People make mistakes, computers do not. People have bad days, computers do not. People call in sick, computers do not. As your business grows you can avoid the costs of hiring new clerical staff because a system will handle the additional volume with ease. Implement a web-based order entry and tracking system and your customers can offload even more of the tasks that your people would have to do traditionally.

6. Gain competitive advantage by utilizing Business Information Analytics.

Do you know who is your most profitable customer? Do you know which services you provide contribute the most to your bottom line? Do you have customers that only use you for the more inexpensive services and not the big money makers? Is your business operating as an 80-20 business - is 80% of your revenue coming from 20% of your customer base? Being able to look at the data that a system would accumulate on a daily basis as graphs and charts gives you the information required to make smart business decisions and move ahead of your competition. Let your competitors beat each other up over unprofitable clients and services while your bank account grows and you have more time to spend with family and friends alike. Studies have proven that most courier/messenger/delivery companies would be far better off to dump the bulk of their customers and change their business model to being a provider of value-added services to selected customers.

7. Increase efficiency buy using an electronic dispatch board and real time mapping software.

Scheduled orders, repeat orders, return trip orders, customer entered web orders and regular order entry orders instantly appear on the electronic dispatch board for rapid and efficient management by your dispatch professionals. Compare this scenario to the effort and cost related to a manual paper-based order taking and "peg and hook" system of order management and dispatch. Time consuming activities such as looking up a location using a map book are replaced with an integrated mapping software system. Give drivers turn by turn directions for a given order whether it is local or out of town and provide a real time estimate to the customer of the travel time required taking in to account any road construction or other potential delays. Increase driver productivity by using a two way data system to dispatch orders directly to their hand held phone/Mike system. The capture of digital POD signatures by order can position your company to compete with "the big boys". Open new vertical markets in the Supply Chain. Markets that demand services such as Chain of Custody tracking and Overage, Shortage and Damage (OS&D) reporting can be managed with an integrated information technology system.

8. Retain hard-to-find human resources longer and keep staff happier by offering a computerized workplace.

A computerized system can handle hundreds of transactions a second. Event the fastest most experienced human cannot come close to the speed and efficiency of a computerized system. Enter data once in a system and the system manages it from that point ensuring timely, accurate and consistent results. People make mistakes, computers do not. People have bad days, computers do not. People call in sick, computers do not. As your business grows you can avoid the costs of hiring new clerical staff because a system will handle the additional volume with ease. Implement a web-based order entry and tracking system and your customers can offload even more of the tasks that your people would have to do traditionally.

9. Modernize your business by replacing old manual operations with up to date productivity tools.

Customers demand value for their dollars. Drivers expect to be paid on time and without errors. Customers expect to be invoiced accurately and have their questions answered quickly and with consistent and courteous responses. If your business is currently operating with manual paper-based order processing and peg and hook dispatching your days of providing reasonable service to your business stakeholders - your customers and drivers - are numbered. You simply cannot provide consistent, quality services with a manual system. A key reason for this is that people are only human and they make mistakes. Stressed out people make more mistakes more often as the stress level increases. It is a proven fact that one mistake leads to another and costs increase exponentially as mistakes become more prevalent.

10. Eliminate time wasting mundane and manual tasks and use your time selling to new customers.

In order to remain competitive and build your business, you must both stay in touch with your existing customers, and also grow your market share by attracting new customers. A business that is not adding new customers on a regular basis is a business in decline. It is a forgone conclusion that through no fault of your own some customers will disappear. Buyouts, mergers, acquisitions and business bankruptcy to name a few are valid causes of the loss of business in the real world. If you are bogged down with manual tasks on a daily basis you simply don't have the time required to be face to face with customers and prospects.




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