Did you know that outsourcing your print and mailing services can reduce your costs up to 30%? Many businesses are spending countless hours and dollars manually printing and stuffing invoices, routine correspondence, and more.
Whether you’re considering switching providers or outsourcing for the first time, choosing the right print-to-mail partner is crucial for your bottom line.
Even though businesses are seeing more customers opt into paperless billing, there are still people out there who prefer to receive a paper bill. A physical statement is much more reliable for record keeping and can serve as a visual reminder that payment is needed.
But printing, stuffing, addressing, and mailing these statements can take up countless hours of time for you and your employees. In addition, there are many hidden costs of in-house printing and mailing that can cost your business more than you would expect. Equipment maintenance, compliance requirements, postal preparation, and labor inefficiencies can drive your actual costs to 2-3 times your estimated budget. Plus, your team’s valuable time could be better spent on core business activities.
In this blog, we’ll explore the three essential features to prioritize when selecting a print-to-mail service provider for your billing and statements—helping you make a decision that enhances efficiency while reducing overall costs.
Security and Compliance
In today’s data-sensitive world, securing your customers’ personal information isn’t just good business—it’s essential. Billing documents contain highly sensitive data including account numbers, payment details, and personal identification information that requires rigorous protection.
A trustworthy print-to-mail provider should maintain and readily demonstrate compliance with industry-recognized security standards:
- HIPAA – Health Insurance Portability and Accountability Act that safeguards patients’ healthcare information with strict privacy regulations
- ISO 27001 – International Organization for Standardization’s framework for managing information security, demonstrating a systematic approach to protecting customer data
- SOC-2 – System and Organization Controls 2 verifies that a provider follows strict information security policies and procedures, specifically designed to keep customer data safe
- PCI DSS – Payment Card Industry Data Security Standard ensures that companies processing credit card information maintain a secure environment that minimizes fraud risk
Beyond certifications, thoroughly evaluate a provider’s security infrastructure by asking these critical questions:
- What physical security measures do you have in place at your production facilities?
- How do you ensure the confidentiality of customer data throughout the entire print-to-mail process?
- What are your procedures for handling potential data breaches or security incidents?
- How do you screen and train employees who have access to sensitive customer information?
- Do you use secure FTP or other encrypted methods for file transfers?
- How long do you retain customer data and documents after processing, and how is it securely disposed of?
Remember: A security breach involving your customers’ billing information can damage your reputation far more than any cost savings from choosing a less secure provider.
Integration Capabilities
Offering seamless integration is essential in making the most of your print and mail outsourcing. If the system can’t integrate with your existing platforms and billing systems, it may cost you even more time and resources to troubleshoot and upload files.
Print Driver API Integration
When evaluating print-to-mail providers, prioritize those offering print driver API functionality, like MailXstream.
This seamless integration allows your team to send documents to the provider simply by hitting “print” from any application. This approach eliminates complex technical integration requirements while maintaining security and efficiency.
Automated Workflow Capabilities
Look for providers offering end-to-end automation features, like:
- Data extraction from your billing documents
- Automated document formatting and composition
- Batch processing with customizable rules
These capabilities reduce manual processing time and help eliminate bottlenecks in your billing cycle.
Real-Time Tracking and Reporting
A print-to-mail service should provide comprehensive visibility throughout the entire mailing process through tracking and reporting services. This could include:
- Document processing and production status updates
- USPS mail tracking integration
- Delivery confirmation reporting
- Return mail management
These tracking and reporting features allow you to maintain accountability to customers regarding billing delivery while providing valuable data to continuously improve your processes.
Scalability and Flexibility
Handling Variable Volume Demands
A superior print-to-mail provider should easily accommodate fluctuations in your billing volume without compromising quality or timeliness. Be sure to ask your potential print and mail provider if they are able to accommodate situations like:
- Seasonal spikes (such as year-end statements or quarterly billing cycles)
- No minimum volume requirements that penalize smaller batches
- Transparent pricing
- Queue prioritization for urgent mailings
Pro Tip: Ask potential providers about their maximum daily processing capacity and how they manage unexpected surges in demand from multiple clients simultaneously.
Customization Options for Different Bill Formats
Each organization is unique when it comes to billing and print-to-mail needs. It’s important to be clear with service providers about the customization that will be needed for your project to ensure they can handle your specific requests.
When selecting a print and mail service provider, be sure to ask if they can accommodate custom printing options like:
- Support for multiple paper sizes and types (standard letters, legal documents, booklets)
- Color and black-and-white printing options with consistent quality
- Variable data printing for personalized information placement
- Selective insertion of supplementary materials based on customer segments
- Custom envelope options with various window placements
- Template management system for storing and updating bill designs
The right provider should be able to reproduce your existing bill designs exactly while offering suggestions for improvements in readability and cost-efficiency.
At MailXstream, we offer many specialty features, including soft inserts, cover pages, and householding. Click here to learn more!
Evaluation and Next Steps
When vetting print-to-mail providers, ask about their average turnaround times, security certifications, and references from similar businesses. Watch for red flags like reluctance to provide facility tours, vague pricing structures, or poor responsiveness during initial inquiries.
Finding a provider that delivers on these three must-have features ensures your billing operations remain efficient, secure, and cost-effective. Rather than spending valuable time and resources on manual billing processes, partnering with the right provider allows you to focus on your core business while improving customer service through reliable, professional document delivery.
MailXstream – Nationwide Print-to-Mail Experts
Contact MailXstream today for a free consultation to discuss your specific needs. Our print and mail experts can help you implement a solution that protects your customers’ data, integrates effortlessly with your current systems, and scales with your business growth.
Don’t let outdated billing processes drain your resources—take the first step toward more efficient operations today.
