PDF Bulk mailer-Retnev Systems

PDF Bulk mailer

What is the PDF Bulk Emailer system?

The PDF Bulk Emailer is a unique system that enables companies to manually or automatically send PDF forms to their customers.

The PDF form is not simply a printer friendly form, but it is an intelligent form. It is the same technology that SARS uses for e-Filing. Accept, you do not have to log onto a website to complete the form.

Your customer receives the form via email. He/she then completes the form electronically and submits it. The form data are then written back into your company data server.

The system can also write the data of the form into a pre-formatted MS Excel spreadsheet, which can be used to import the data into any database.

How does it work?

The traditional way of sending forms and recording the replies are as follows:

PDFBM_1
 

The PDF Bulk Emailer solution is much simpler, with less human interaction:

PDFBM_2
 

What are the benefits?

The benefits of using this system are as follows:

  • Time saving – working with your IT staff, we can automate the entire process. Meaning there will be no staff involvement.
  • Time saving – the form can be made so that certain fields are compulsory. That way you ensure that you will always receive all the information you require.
  • Improved interaction – the form is intelligent, it means some fields may be dependent on the answer the client selected in the previous field. For example, if he selects his country as South Africa, the following field can list only South African provinces.
  • CostSavings – since you do not need staff to capture the forms into you system/data base, you can save directly.
  • Moreaccurate – most forms are completed by hand, and therefore it is not always legible. This, and also staff making typing errors results in your data not being very accurate.
  • Happiercustomers – the forms can be pre-populated with whatever data you have of your customer, which means he/she have to complete less.

Can I save money?

Yes, your company can save money. For example, a specific customer of ours has 3 kinds of forms that get sent to new and existing customers. They sent on average 1 000 forms per month.

So here are the figures:

The traditional way:

The PDF Bulk Emailer way:

Task

Duration (in Min's)

Per 1000

Get customer detail via telephone call

10

10 000.00

Select and send him the correct form

3

3 000.00

Receive completed form and verify completeness

10

10 000.00

Select customer profile and capture data

30

30 000.00

Email confirmation to customer

3

3 000.00

Total time (in minutes)

56 000.00

In hours

933.33

Days (assuming full productivity for at least 6 hours every day)

155.56

Staff required (assuming 21 work days per month)

7.41

Average Salary

R 8 000

Staff salary costs

R 64 000

Task

Duration (in Min's)

Per 1000

Get customer detail via telephone call

10

10 000.00

Select and send him the correct form

0

0.00

Receive completed form and verify completeness

0

0.00

Select customer profile and capture data

0

0.00

Email confirmation to customer

0

0.00

Total time (in minutes)

10 000.00

In hours

166.67

Days (assuming full productivity for at least 6 hours every day)

27.78

Staff required (assuming 21 work days per month)

1.32

Average Salary

R 8 000

Staff salary costs

R 16 000

This is a simple calculation to show the savings that can be made. The savings can actually be much higher, as we know staff costs are not simply salary. And we also know that staff is not always working at 100% productivity.

If you add to the equation the problem of clients not completing the form correctly and/or bad handwriting, the actual costs of the traditional way shoots up.

Who can benefit from this?

Any company, institute or organization that must send their customers/members forms to be completed by the customer can benefit from this.

You do not have to be a big organization or send out thousands of forms. Even if you are sending and receiving 100 forms a month, you will benefit from using this system. For example, if it takes you on average 15 minutes to capture one form, then 100 forms a month will take you 1500 minutes, which is 5.5 hours. Surely you can utilise that time much more productively.

You might not save direct staff costs, but you will benefit from the reduction of your time wasted capturing data.

Organisations that do bulk intakes once a year can really benefit in that they can process (application) forms much quicker, at a lower cost.

Can my customer legally sign the form electronically?

Yes, they can.

Several of our existing clients have had legal opinion on this and in all cases it was stated that a document/contract signed this way is accepted as legal and binding in the South African courts.

How quickly and easily can my company start using this?

The fastest we can have you up and running is within about 4 hours. This of course means you already have pre-designed PDF forms and that we do not have to integrate into your system directly. You will receive your responses in MS Excel.

Normally the part that takes the longest is the development of the integration (API’s), done by your IT team, which we will use to get data from your system and write the results back into your system. This typically takes one to 3 weeks, depending on the complexity of your data and forms.

How can I get started?

Just send us an email and we will contact you.