Return Mail Management

Misdirected mail is a lost opportunity to reach your clients and prospects. Cleaning that process is important to getting the most out of your mailing. OnCourse handles each piece of printed media returned by the U.S. Postal Service as undeliverable. Our services include: creating an image if necessary for verification, data capture via 2D bar codes or capturing information from pieces without bar codes, re-mailing the document to an updated address, updating the account record where applicable, and reporting on revised address information.

OnCourse also provides Exception Processing. Items including checks, correspondence and devices are processed and returned as per the end user rules. Finally, OnCourse can provide related services, such as secure document warehousing and destruction, that make our solution complete. Simply put, outsourcing the return mail process to OnCourse is fast, simple, and pain-free

A Fortune 500 company needed to reduce turnaround time from sales-lead acquisition to fulfillment. It had a complicated multi-vendor process — including receiving the lead via the mail, capturing the data, processing the data and fulfilling the information request. Each step had been costing them a day in time. Plus, the company’s five divisions had been using three different business models and three different groups of vendors. Beginning to end, a lead would generally take an entire week to process, hardly striking while the iron is hot.

Solution

OnCourse provided consolidation of all the front-end processing and assumed the responsibility for administering a single U.S. Post Office box to collect the leads, process the return mail and capture the data. Sales leads generated by all events were sent overnight to OnCourse for processing. OnCourse collaborated with the company to establish a single set of business rules and Service Level Agreement (SLA).

Outcome

Leads are collected, processed, and managed by only two vendors
Leads delivered back to the field reps within 48 hours
Concise detailed reporting on daily activity levels by program
Closer relationship between vendor and client

Process Overview

OnCourse manages the PO Box that received the responses
OnCourse’s mailroom staff sorts, batches and prepares the work for production
The data from the responses and events are captured
Print files supplied by the client are used for an additional layer of validation
Data is transmitted to client for processing

Advantages

Increased sales
Shortened process cycle time
Improved data quality
Cost savings
Better knowledge of individual program effectiveness
Streamlined communications
Process improvement recommendations

Application

Accounts Payable

The benefits of invoice approval automation are widely known, however finding an affordable solution that is easy to use, enterprise wide, and can be modified to adhere to your specific business rules and processes can be hard to find. An OnCourse solution checks all of those boxes as well as eliminating the manual capture processes by your team through integration with your ERP.

An OnCourse solution meets you at your point of need; from invoice receipt that allows your vendors to seamlessly continue to submit invoices without change, to indexing the required fields backed by extensive quality control verification from your databases. Using a permissions based approach, access and actions are defined by your rules, not software limitations. Approval routing can be fully automated, ad-hoc direct to approver, or any combination. Escalations can be built in and a detailed audit trail is standard. Let us help you configure a solution that gives immediate visibility to your entire spend.

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