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Postal Advocate- Savings Secrets & Tips

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Postal Advocate has the expertise and technology to help companies manage their shipping and mailing processes and look for best practices to optimize operations and reduce spending. We have developed a business model that provides visibility of mailing equipment and spends across organizations resulting in an average client savings of 57%. Learn how we became the leading manager of the largest mailing fleet in the US and Canada and what we can do for you.

Items We Covered:
1. Shipping and Mailing Visibility
2. Process for Validation of Spends
3. Equipment Savings Process
4. Eliminating Vendor Fees and Overcharges
5. Inventory Management
6. Carrier Management
7. Free No Obligation Mailing Analysis

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Postal Advocate- Savings Secrets & Tips

  1. 1. Name (18pt) Title (14pt) Mail Savings Opportunities Lynsie Murphy Account & Business Development Manager
  2. 2. Lynsie Murphy- Background and Experience • Account & Business Development Manager at Postal Advocate Inc. – The only mail audit and recovery firm in the US and Canada – Manage a portfolio of over 160,000 pieces of mailing and shipping equipment for the largest US companies. • Over 5 years of account management experience with a proven track record of success and exceeding targets. September 17, 2020 2 Not affiliated with any mailing vendor - Unbiased advice. Lynsie.Murphy@postaladvocate.com
  3. 3. Helping multi-location organizations streamline their mailing costs Over 160,000 pieces of equipment, managed by Postal Advocate Recovered over $18,000,000 in lost postage, vendor overcharges and fees ENTERPRISE-WIDEMAILAUDITANDRECOVERY OVER $66,000,000 IN CLIENT SAVINGS $1.9M 57% Average Client Savings Average Equipment Savings HOW WE DO IT • 175+ years of industry experience • Comprehensive web-based tool providing visibility of all mail and equipment spend • Time Savings - Assistance in fleet management visit www.postaladvocate.com or call (888)977-MAIL(6245)
  4. 4. Sign Limited Agency Agreement/Kick-Off Call. Provide copies of vendor invoices, AP export, location list, equipment inventory list. Present savings opportunities and get client approval. Postal Advocate provides ongoing support, manages renewals, billing and vendor compliance. Provide enterprise visibility of all spend, costs and documented savings through enterpriseAdvocate. Provide client log-in. 1 2 3 4 5 6 HOW IT WORKS Work with current vendor to build population report, contract terms/start/end dates, postage volumes, costs. Analyze spend, check for contract compliance, billing errors, vendor fees/overcharges, lost postage. Identify savings opportunities. Submit vendor credit requests, lost postage forms and eliminate avoidable fees. Negotiate pricing. Create catalog. Work with locations - asset validation, rightsize, termination… Full implementation of savings. visit www.postaladvocate.com or call (888)977-MAIL(6245) Conduct Analysis NO COST – AUDIT PHASE CONTRACTED CLIENT
  5. 5. Mailing Spend Visibility • Most organizations lack complete information on their mailing spends including: – Equipment Inventory – Model, Serial Number, Description, Install Dates – Lease Details – Contract Number, Term, Amount, Items Covered and End of Lease Dates – Postage Spends – How much postage does each site use and what are the balances sitting in prepaid and advance accounts. – Other Mailing Costs – Meter Rental, Maintenance, Rate Change, Supplies. – Avoidable Fees – Late Fees, Finance Charges, Equipment Insurance, Loyalty Programs, Transaction Frees, Reset and Advance Fees • Lack of detail leads to significant overspending. Our average savings is 57% because we are managing this detail • Most organizations are spending thousands in fees and overcharges unknowingly. • Lack of controls lead to lost postage. • The Financial Accounting Standards Board (FASB) has established new lease rules (ASC 842) that require companies to record operating leases on the balance sheet as a liability vs. only declaring the expense on the income statement. – Must include the full future discounted value of the remaining lease obligations. – Public companies – Started 12/15/18 – Non Public companies – Starts 12/15/19 – Will require that you have full visibility to all leases September 17, 2020 6
  6. 6. September 17, 2020 7 STEP 1 RAW DATA Provide any current mailing vendor reports and or an export from your accounts payable system of the transactions paid to the main mailing vendors (We will provide the list of vendor names). STEP 2 STEP 3 RESEARCH Postal Advocate will work with your vendors, enter data into vendor websites, collect postage volumes and fill in all needed information. ANALYSIS Full analysis of equipment savings, fees, overcharges and lost postage. This includes details on the current portfolio, leases and equipment utilization. STEP 4 CONSOLIDATION We will create a detailed equipment inventory, add end of lease dates, postage volumes, lease spend, fees, and spend ratios to provide complete visibility. SAVINGS SUMMARY Quantify the current and future savings. This process has created an average of 57% cost reductions for our clients. Ongoing visibility through our enterpriseAdvocate™ web platform. VISIBILITY STEPS TO VISIBILITY
  7. 7. enterpriseAdvocate™ – Multi Location System - Dashboard September 17, 2020 8 The data above is for demonstrative purposes only. Data does not represent true spends and costs.
  8. 8. enterpriseAdvocate™ – Multi Location System - Dashboard September 17, 2020 9 Highlights • Simple access to all mail spends. • Visibility to fees and savings. • All account numbers are stored in one place. • Simple to drill down to an individual location or invoice. The data above is for demonstrative purposes only. Data does not represent true spends and costs. Spend Ratio What are we spending on the equipment compared to the postage used.
  9. 9. enterpriseAdvocate™ – Location View September 17, 2020 10
  10. 10. Validate Equipment Spends with Locations We typically find 5-15% of a mailing fleet is not needed and can be returned. • Bills often sent to accounts payable with limited review. • Locations not surveyed about the equipment at the location. • Little understanding of the equipment listed on bills and reports. • Vendors have little incentive to validate suspect equipment because of lost revenue. • Equipment may be sitting in storage with charges accruing. September 17, 2020 11 Criteria for Validation: • Meters not filled for over 6 months. • Expired leases. • Maintenance and meter rentals. • Equipment over 5 years old. • Folders, inserters, openers, shipping and tracking systems.
  11. 11. Postal Advocate Validation Process September 17, 2020 12 1. Find suspect equipment and charges. 2. Contact the location to validate needs. (See below). 3. Implement changes and cancellations.
  12. 12. Account Management Process September 17, 2020 13 • Upcoming Renewals and Potential Savings Opportunities – Reach out to the location and set up time to go over requirements • Send options to the location for review • Answer any questions they may have • Follow up on selection • Once the decision is made, Postal Advocate will contact the vendor and request paperwork • If we are switching vendors, we will also put together the cancellation notification for sign-off and processing • Send the paperwork to the signer for final review and sign-off • Submit the signed agreement to the vendor for processing • Follow up on delivery • Follow up with the location on the delivery and installation • Confirm that the old machine has been picked up or returned • Answer any questions or concerns
  13. 13. Equipment Savings Process September 17, 2020 14 Customized Renewal Email Postal Advocate Equipment Savings Stats Implement renewals, terminations and new equipment needs. Analyze current pricing and terms. Set Standardized equipment rates and updated MSA’s. Work with locations to define needs and show options. 1 2 3 4 5 Document all new equipment, savings and notes.
  14. 14. Renewal Email September 17, 2020 15 Detailed Location Information Company Defined Purchasing Process. Compare Current Equipment and Costs to new options. Detailed description on all equipment. Web, PDF and Video links for more information.
  15. 15. Step 2: Equipment Change Request Form September 17, 2020 16
  16. 16. Step 3: Equipment Ordered Validation with Instructions September 17, 2020 17
  17. 17. Step 4: Client Validates Completed Request September 17, 2020 18
  18. 18. Eliminate Mailing Vendor Avoidable Fees September 17, 2020 19 Monitor future invoices to validate they do not return. Create online accounts on the vendors websites. Link every location, account, meter and postage refill. Document all savings and notes. Identify avoidable fees and develop plans for their removal. ✓ ✓ ✓ ✓ ✓ 1 2 3 4 5 While simplifying the billing and payable process Postage Refill Fees - Rentals $0-20 each Postage Advance Fees Included or up to 1% of the Advance Postage Advance Late Fees 0-15% of the Advance Postage Advance Finance Charges 15% or higher APR Overlimit Credit Charge Varies by Vendor Annual Fee Rewards Program Varies by Vendor Lease Late Fees Varies by Vendor and Lease Value Insurance - Leases Only Varies by Vendor and Lease Value - Automatic enrollment unless proof insurance is provided. Mailing System Fees Postal Advocate Avoidable Fees Savings Stats
  19. 19. Eliminate Mailing Vendor Overcharges September 17, 2020 20 Continue to monitor future bills looking for overcharges. Document all savings and notes. Identify transactions being overcharged. Format requests for refunds/credits. Validate refunds have been received. ✓ ✓ ✓ ✓ ✓ 1 2 3 4 5 We look at every invoice to make sure you are paying the correct rates. Typical Vendor Overcharges Invoices notgiving national accountdiscounts. Meter,maintenanceand ratechangecharges when included on a lease. Bills for equipmentfromclosed sites. Resetand advancepostagefees thatshould beincluded. Loyalty points thatgo undredeemed or cashed in for personal use. Postal Advocate Credit/Overcharges Savings Stats
  20. 20. Recover Lost Postage from Dormant Accounts September 17, 2020 21 Validate that funds have been received back. Document all savings and notes. Create online visibility to every postage account and refill. Format vendor requests to validate funds. Fill in refund request forms. ✓ ✓ ✓ ✓ ✓ 1 2 3 4 5 We track down postage from terminated or forgotten meter accounts. We have found almost $6,000,000 in the last 24 months mostly residing with the mailing vendors.
  21. 21. PC Postage – Fastest growth segment of the mailing industry • Inexpensive compared to postage meters and typical costs range from $10-30 per month. • Cloud based and can be accessed from any device. • Easy to deploy and use – Within 10-15 business days, you can receive your login credentials, a scale and starter labels. There are simple online tutorials to get you started quickly. • Visibility to all history and package tracking statuses. • Some systems have multiple carrier options to process UPS®/FedEx® • Significant postage savings –some newer postage meters may come with a PC Postage subscription to get these rates. (Some newer mailing systems include PC Postage to get these discounts). September 17, 2020 22 Mail Type Stamps Postage Meter PC Postage Savings % Savings 1 Ounce Letter $0.55 $0.50 $0.50 $0.05 9% 1 Ounce Certified Mail with Return Reciept $6.85 $5.60-6.80 $5.60 $1.20-1.25 18% 5 Ounce First Class Parcel $4.39-4.81 $4.39-4.81 $3.18-3.63 $1.18-1.21 25-28% 10 Ounce First Class Parcel $5.19-5.66 $5.19-5.66 $3.82-4.33 $1.33-1.37 23-27% 15 Ounce First Class Parcel $7.35-12.20 $7.35-12.20 $4.94-5.53 $2.41-6.67 33-55% Priority Mail 1LB $7.35-12.20 $7.35-12.20 $6.95-9.91 $.80-2.29 4-19% Priority Mail 5LB $9.80-34.80 $9.80-34.80 $7.81-28.84 $1.99-5.96 17-25% Priority Mail 10LB $13.10-59.90 $13.10-59.90 $9.38-50.38 $3.72-9.52 16-40% Priority Mail Express $25.60-56.10 $25.60-56.10 $22.74-49 $2.86-7.10 11-13% Prices lower than available through postage meters.
  22. 22. PC Postage • Most common remote mailing solution • Subscription model • Print from any computer with an internet connection and a printer – 4 x 6 - Shipping labels • Regular paper (To be taped to the item or use labelope) • Avery type labels (Purchased from office supply provider) – Postage stamps • Directly onto envelope (Along with destination and return address) • Stamp Sheets (Most common) – Purchased from PC Postage provider • Vendor provided label printer September 17, 2020 23
  23. 23. Postal Advocate No Risk Savings Model We will do a detailed no cost or obligation analysis outlining savings potential Fee Options Essentials – 35% of Savings Premium – 45% of Savings Premium Plus – Contracted Management Fee All Options Receive – Detailed savings statements and invoices documenting each transaction. – Online visibility to all savings and fees. – No cost web based inventory management system. September 17, 2020 24
  24. 24. Free No Obligation Mail Analysis • Completed in 2-3 weeks • Outlines, spend and specific savings opportunities • Minimal customer involvement September 17, 2020 25 Savings Summary # of Sites Meter Rentals Maintenance Agreements On Call Maintenance Lease Total Postage Spend Ratio 0.00 Item Current Year 1 Year 2 Year 3 Year 4 Combined Savings Equipment Costs Avoidable Fees (Late Fees, Finance Charges, Equip Insurance, Loyalty Plans) Contract Violations and Overcharges (Supply, maitnenance and meter discount, returned equipment) Lost Postage Total Savings
  25. 25. What we need for the mail analysis: 1. Letter of Authority – Giving us the approval to research your mailing spends. 2. Any mail equipment reports you may have – Current or Historical. 3. Accounts Payable Export of Mailing Vendor Transactions – Postal Advocate will provide a listing of vendor names. 4. Providing PDF copies of specific invoices requested from the Accounts Payable Export – We will try to limit this. 5. Meet with us to review the results September 17, 2020 26
  26. 26. Summary ✓ Visibility: We will provide you a web dashboard to all mail spends, applications and pricing. ✓ Savings: We will be monitoring your account looking for savings in equipment and fees. ✓ Recovery: We will find and recover any lost funds or overpayments from dormant/orphaned accounts. ✓ Simplicity: We will make mail related spends easy to manage. ✓ Support: We represent the best in the industry and will act as your advocate on all mail related questions. ✓ Risk Free: You only pay us when we can document specific savings. September 17, 2020 27
  27. 27. September 17, 2020 28

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