At PHD Mail, we work closely with our clients and a few years ago, we recognised a requirement for a number of complete managed E-Solutions. At first it was just a requirement for Credit Control teams who needed copy invoices to be reproduced and mailed to their customers. In true archive & retrieval style, we provide a solution that enables our clients to send data which PHD Mail produces hard copy printed mailings from. PHD Mail then creates a PDF version of the printed document(s) which our clients can retrieve from our servers.

We’ve moved on from this and now provide our clients with the option of an integrated E-Billing service. Clients can now send data to us and we create an E-document (an invoice, a statement, a letter etc.). Using email address information supplied by our clients, we then send an email to their customers informing them that new documents are available. The customer then clicks on to a hyperlink which retrieves the E-document from our servers.

Our client can choose which documents their customers can view and we can link documents, for example an invoice and a statement. This allows the viewer – either the client or their customer - to see all documents linked to a specific transaction. There’s also an opportunity to link scanned images such as delivery notes, to prime documents such as invoices and statements. For more information, please see Scanning.

All documents currently printed and mailed can be transformed in to an E-Solution document and this creates an alternative communication channel for our clients. It also reduces stationery and postage costs.

All archived documents can be stored for up to 7 years conforming to current legislation.