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Fiona McGuinness19-Mar-2014 16:15:142 min read

One of the easiest ways accounting software can save you money

Our customers, and pretty much every company in business today, are always looking for ways to save time and money. One of the easiest ways to save money is to automate simple mundane day to day manual tasks such as notifications to customers including invoices, statements, spec sheets, order acknowledgements, delivery confirmation etc.

As a common standard feature of accounting software packages, you can electronically send out customer notifications instead of posting them.  And with today’s modern day systems, your end user shouldn’t even have to worry about this; your system should automate it in the background.  All your end user has to do is simply click ‘save’ on an order and everything else is done for them.


Let’s take a simple example of how your accounting software can save on postage

Even today, many companies are still sending out invoices, statements and other customer notifications by post.  But as they take steps to go paperless, they’re turning to their business management/ERP systems to automate this manual task. 

So say you send out 100 invoices a week and approximately 500 statements per month.  This is what we found when we worked out the actual cost of sending both statements and invoices by post and it surprised us:

Estimated cost of sending Invoices:

Stamp €/£1.30
Paper €/£0.10
Envelope €/£0.15
Staff Time €/£0.75
Cost per invoice: €/£2.30
No. of invoices: 100
Total Cost per week: €/£230


Cost of sending Statements:

Stamp €/£1.30
Paper €/£0.10
Envelope €/£0.15
Staff Time €/£0.75
Cost per Statement: €/£2.30
No. of Statements: 500
Total Cost per month: €/£1150


So over the course of one month, this company spent almost €/£1,380 on sending out invoices and statements by post.  It doesn’t take a genius to work out that this equates to over €15,000 per year.


What if you could save some or all of this money?  What would you do with the money saved?

This is a quick and easy win for your business.  How effective are you at sending out customer notifications?  Are you still posting them out? What manual admin processes could you automate?

Automating the process of sending out customer notifications from invoices to delivery confirmations is something every company needs to be doing.   And when you send them directly to the correct contacts, you are not only complying with your regulatory requirements but you’ll probably speed up payment too!


Fiona McGuinness

I've been part of the Intact family for 16 rewarding years. After completing my Business Studies degree, I knew Marketing was a field I wanted to pursue. Prior to joining Intact, I primarily worked in the financial sector, focusing on marketing for credit unions. When I started at Intact, I handled all the marketing tasks by myself. Over time, as our team expanded, so did my role. Now, I specialise in crafting compelling content across various platforms, from blogs to video scripts. No two days are the same, and I thrive on the dynamic nature of my role. Whether it's diving into customer case studies or lead campaigns, I'm driven by the positive impact our solutions bring to businesses. In an age where AI plays a significant role, I remain a firm believer in the power of authentic content. When I'm not working, you'll find me enjoying quality time with my family, sewing, or watercolor paintings.