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How To Save 60% On Your Mailing Equipment
Fleet
Adam Lewenberg - Background and Experience
• President of Postal Advocate Inc.
– The only mail audit and recovery firm in the US and Canada
– Manage a portfolio of over 61,000 pieces of mailing equipment for the
largest US companies.
– Speak and teach nationally on mail savings and industry trends.
• Industry Co Chair- Boston Postal Customer Council/Mail Systems Management
Association member. CMDSS and MDC Certifications.
• Featured Writer for Mailing Systems Technology Magazine.
• Worked for one of the largest mailing vendors for over 17 years
– Director of national sales for presort, tabletop inserters, addressing
hardware/software and green offerings.
– Was one of the top 5 account managers nationally working with some of
the nations top accounts.
• Not affiliated with any mailing vendor - Unbiased advice.
September 29, 2016 2
Equipment Savings Process
September 29, 2016 3
Current Challenges:
Optimized Mailing Fleet Asset Management
1. Gain visibility to your equipment and spends.
2. Validate questionable charges.
3. Negotiate enterprise pricing and terms.
4. Work with locations on equipment changes.
5. Eliminate fees and overcharges
6. Maintain postage balances and claim lost funds.
7. Continual review to ensure savings.
This process leads to 30-70% savings!
4
Challenges of Managing Fleet Mailing Assets
Areas for improvement
Mailing
spend –
low priority
Lack of
understanding
of mail
category
No
centralized
oversight
No control of
rogue spend
Difficult to
assess needs
or
requirements
No published
pricing for
comparison
Multiple
postage
accounts to
fund and
maintain
Inconsistent
prices for
similar
equipment
Poor visibility
Unclear
invoices
Challenges With Mailing Equipment Purchasing
1. Huge price variances for similar models at different locations across
your fleet
September 29, 2016 5
Example:
Model Pricing Variance
Model Quantity Low High Average
High/Low
Ratio Total Expense
Total if all
at Low Rate
Model A 9 $348 $701 $459 2.0 $4,133 $3,132
Model B 36 $345 $1,573 $801 4.6 $28,839 $12,420
Model C 26 $427 $2,063 $1,296 4.8 $33,703 $11,102
Model D 13 $1,427 $2,760 $2,019 1.9 $26,250 $18,551
Model E 26 $1,524 $4,467 $2,666 2.9 $69,325 $39,624
Model F 5 $3,251 $6,276 $5,352 1.9 $26,764 $16,255
Model G 5 $7,848 $9,931 $8,931 1.3 $44,655 $39,240
Total 120 $233,669 $140,324
Potential Savings $93,345
September 29, 2016 6
2. Expired or non existent Master Service Agreement
3. Lack of visibility to postage spends and usage levels.
Companies buying the wrong levels of equipment. In many cases
spending more on equipment than postage/usage.
Spend Ratios
Postage Range # of Sites
Equipment
Spend
Postage
Spend Spend Ratio
>$12,000 per year 2 $26,600 $63,500 0.42
$1200-12,000 per year 64 $189,054 $155,441 1.22
<$1,200 per year 76 $120,291 $41,890 2.87
Challenges With Mailing Equipment Purchasing
Main Cause – Reliance on mailing vendor to work with the locations to define
requirements combined with declining mail volumes.
September 29, 2016 7
Challenges With Mailing Equipment Purchasing
4. Vendor inventory reporting is infrequent, unavailable and
confusing
5. Lease portfolios with varying end dates often going into
evergreen statuses.
Lease Renewal Dates
Lease Expiration Year # of Sites Value
2013 or Before 19 $28,404
2014 9 $12,198
2015 34 $62,193
2016 26 $54,455
2017 19 $30,795
2018-20 22 $35,691
Total 129 $223,736
68% of your leases
are coming up
over the next
year.
Visibility and Oversight
Most important step
• Get reports from your vendors that list:
– Account Numbers (Install, Lease, Prepaid and Advance Postage)
– Lease Information – Rate, Term, End of Lease, Items covered.
– Meter rentals and maintenance agreements.
– Model, serial number and description of every item.
• Go to accounts payable and pull spend reports from the main mail
vendors and USPS.
• Enter your account numbers on the vendor websites.
• Monitor your inventory, invoices and postage balances online
(Recommended to do this monthly).
• Find all active locations with equipment.
• Set up a schedule for continual review.
September 29, 2016 8
How Postal Advocate can help
• We can work with all vendor’s data and can build this
visibility.
• We maintain this data in our enterpriseAdvocate System
and provide you access.
• We update this data monthly.
• We use this data to drive savings across your mailing fleet.
September 29, 2016 9
enterprise Advocate – Fleet Asset Management System -
Dashboard
September 29, 2016 10
Highlights
• Graph representing full fleet expenses broken down by category (Leases, meters, fees,
maintenance, postage spend and spend ratios)
*The data above is for demonstrative purposes only. Data does not represent true spends and costs.
Graphic
Representation of
Total Mailing
Expenses
enterprise Advocate – Fleet Asset Management System –
Location List
September 29, 2016 11
Highlights
• Easy 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
Location
equipment cost
compared to the
postage usage
enterprise Advocate– Multi Location System
September 29, 2016 12The data above is for demonstrative purposes only. Data does not represent true spends and costs.
Highlights
• Complete visibility to all
mailing spends by
location.
• Can see detail for
multiple vendors.
• All account numbers are
stored in one simple to
access place.
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 29, 2016 13
Criteria for Search:
• 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.
Postal Advocate
Validation Process
September 29, 2016 14
1. Find suspect equipment and
charges.
2. Contact the location to validate
needs. (See below).
3. Implement changes and
cancellations.
Develop an Equipment Purchasing Strategy
How Postal Advocate Can Help
• Use national spend to negotiate better rates.
– We can pull this spend together for the US and Canada.
• Consider running a bid between the main mailing
vendors. (Pitney Bowes, Neopost, FP, Stamps.com)
– We have bid templates ready that we have used to negotiated for the largest mailing fleets.
• Negotiate Master Service Agreement and Terms.
– We can add and review terms to protect you for the future.
• Define the order process inside your organization.
– Purchase vs. lease vs. rental?
• We can guide you through your options.
– How are the equipment needs defined?
• Postal Advocate will work with your locations to show options and help implement changes.
– Where are approvals done?
– How can the policies be enforced?
• Postal Advocate will manage this process to ensure rules are being followed.
September 29, 2016 15
Choose the right system for each location
September 29, 2016 16
Low Mid High
Typical Monthly Postage Use <$500 $500-5,000 >$5,000
Equipment Speed 15-45 Letters/Min 50-180 Letters/Min 70-310 Letters/Min
Feeding Hand Feed Hand or Auto Feed Auto Feed
Sealing Some Models Included Included
Meter Tapes For Oversized
Items
Strip Tape Sheets
(Fed like an envelope)
Strip Tape
Dispenser
Strip Tape or Roll
Tape Dispenser
Weighing (External Scale) 2-10LB 2-149LB 2-149LB
Weighing (Internal Scale) N/A Higher end models Optional
Postal Accounting Summary Info only
Summary or
Transaction Level
Summary or
Transaction Level
Additional Printing Capability
Simple Meter Ads
and Endorsements
Simple Meter Ads
and Endorsements
Optional -
Customized return
address and
Graphics Printing
Space Requirements - LxWxH < 29"x18"x13"
30"x15"x12"-
80"x25"x24"
58"x23"x17"-
104"x23"x33"
Typical Supply Costs - Ink and
Tape (Per Impression)
Ink - $.01-.06,
Tape $.05-.13
Ink - $.003-.03,
Tape $.04-.08
Ink - $.003-.005,
Tape $.01-.04
Typical Monthly Lease Price $25-125 $125-500 >$500
Mailing System Type
Additional Equipment Guides
can be found on our website:
www.postaladvocate.com
• Inserters
• Addressing Systems
• Envelope Printers
• Mail Automation Software
• Incoming Tracking Systems
• Shipping Systems
• PC Postage
• Letter Openers and Extractors
• Mail Accounting Systems
Renewal Process
• Who works with the locations to define the needs and provide options?
(Vendor, staff)
• What review process is set up to make sure it is the right solution?
• How do you protect against:
– Evergreen clauses
– Remaining balances
– Unauthorized lease extensions
– Unneeded equipment or wrongly sized models
– Locations not getting national account discounts
• Who follows up with each location to make sure new equipment is set
up and the old equipment was removed?
September 29, 2016 17
Postal Advocate
Equipment Renewal Process
September 29, 2016 18
Step 1: Customized Renewal Email
Implement renewals, terminations and new equipment needs.
Analyze current pricing and terms.
Set Standardized equipment rates and updated MSA’s.
Document all new equipment, savings and notes.
Work with locations to define needs and show options.
1
2
3
4
5
Postal Advocate Equipment Savings Stats
SavingsType #of Transactions Total Savings %of Savings
EquipSavings: New 245 632,406$
EquipSavings: Renewal 2556 16,928,994$
EquipSavings: Terminate 846 1,424,947$
Total 3647 18,986,346$ 60%
Renewal Email
September 29, 2016 19
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.
Step 2: Equipment Change Request Form
September 29, 2016 20
Step 3: Equipment Ordered Validation with Instructions
September 29, 2016 21
Step 4: Client Validates Completed Request
September 29, 2016 22
Eliminating Vendor Fees/Overcharges
• Pay bills on time.
• Look at each invoice and validate all
chargeable items.
• Cancel vendor equipment insurance.
• Terminate chargeable loyalty programs.
• Make sure postage refill and advance
charges are included or monitored.
September 29, 2016 23
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
We find companies paying
tens of thousands in fees
and overcharges that can
be recovered or eliminated
for the future.
Postal Advocate Avoidable Fees and
Overcharges Savings Stats
1,886 Transactions - $1,106,051
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.
Postage Funding – Prepay or Advance
• Prepay Advantages – No fees
• Advance Advantages – Convenience
• Don’t be fooled by earning interest on prepaid balances.
• Choose one postage payment method and stick with it - don’t flip
flop.
• Check balances in the meter and in the postage account.
• Think twice about ACH.
• Consolidate into master accounts whenever possible.
• Postal Advocate can help manage your postage accounts to ensure
optimal funding.
September 29, 2016 24
Lost Postage Recovery
• We have found over $2,400,000 in lost postage sitting in dormant postage
accounts. Plus over 21,000 transactions turned over to the states. This
happens because:
– Offices close, merge or just turn in their meters.
– The money is expensed once sent in for postage.
– The advance account is used when funds sit idle in the prepaid.
• Steps to find money.
– Find account numbers of your current and past meters.
– Enter these account numbers online on the vendors website to see if
any data is available.
– Contact your meter vendor to validate funds available.
– Check the unclaimed funds databases to see if funds were turned in.
Postal Advocate can research these funds and help you get
them returned quickly.
September 29, 2016 25
Cash in Loyalty Points
• Pitney Bowes has a rewards program that gives you points for
purchasing postage, supplies or other services that can be linked to
the Purchase Power account.
• These points oftentimes sit idle or are not understood.
• Points can be turned in for:
– Purchase power credits that can be used for postage and supplies.
– Personal gifts
Postal Advocate can help cash in these points for you before they
expire!
September 29, 2016 26
Supplies Strategies
• Buy in bulk – Most vendors will give you published discounts if you buy multiple
ink cartridges and meter tapes.
• Check third party non OEM (Low Volume) – There are many
companies out there offering non mailing vendor based supplies that may be a
consideration. The major office supply stores are also carry this ink for low end
meters. Find out from your manufacturer if there is any binding agreement where you
are required to use their supplies.
• Ask for discounts – If you have multiple locations or are buying large amounts
of supplies, ask if you are eligible for any additional discounts. It never hurts to ask.
September 29, 2016 27
Low Mid High
Typical Supply Costs - Ink and
Tape (Per Impression)
Ink - $.01-.06,
Tape $.05-.13
Ink - $.003-.03,
Tape $.04-.08
Ink - $.003-.005,
Tape $.01-.04
Mailing System Type
Helping multi-location
organizations streamline
their mailing costs
61,300 pieces of
equipment, managed
by Postal Advocate
Recovered over
$5,000,000
in lost postage, vendor
overcharges and fees
ENTERPRISE-WIDEMAILAUDITANDRECOVERY
OVER $25,000,000 IN CLIENT SAVINGS
$697K
60%
Average Client
Savings
Average Equipment
Savings
HOW WE DO IT
• 250+ 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)
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
Free No Obligation Mailing Fleet Analysis
• Completed in 2-3 weeks
• Outlines, spend and specific savings opportunities
• Minimal client involvement
September 29, 2016 31
Savings Summary Locations Meter Rentals
Maintenance
Agreements
On Call
Maintenance Lease Total Postage Spend Ratio
0.00
Item Current 2015 2016 2017 Savings
Combined
Savings
Equipment Costs
Avoidable Fees
(Late Fees, Finance Charges, Equip Insurance, Loyalty Plans)
Contract Violations
(Supply, maintenance, meter discounts, overcharges)
Lost Postage Funds (Meter Accounts)
Lost USPS Permit Funds
Total $0 $0 $0 $0 $0 $0
Equipment Savings Process
September 29, 2016 32
Summary
Optimized Mailing Fleet Asset Management
1. Gain visibility to your equipment and spends.
2. Validate questionable charges.
3. Negotiate enterprise pricing and terms.
4. Work with locations on equipment changes.
5. Eliminate fees and overcharges
6. Maintain postage balances and claim lost funds.
7. Continual review to optimize savings and spend.
This process leads to 30-70% savings!
Future Webinars:
Register at www.postaladvocate.com
Wed Oct. 19, 2016 - 1pm EST - Top 9 Ways To Recover
Lost Postage
Thurs Nov. 17, 2016 – 1pm EST – The Ultimate Tour –
Multi-Location Fleet Management System –
enterpriseAdvocate System
September 29, 2016 33
Contact info: (20pt)
September 29, 2016 34
Questions?
Contact: Adam Lewenberg - President
888-977-MAIL X 501
adam.lewenberg@postaladvocate.com

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How To Save 60% On Your Mailing Equipment Fleet

  • 1. How To Save 60% On Your Mailing Equipment Fleet
  • 2. Adam Lewenberg - Background and Experience • President of Postal Advocate Inc. – The only mail audit and recovery firm in the US and Canada – Manage a portfolio of over 61,000 pieces of mailing equipment for the largest US companies. – Speak and teach nationally on mail savings and industry trends. • Industry Co Chair- Boston Postal Customer Council/Mail Systems Management Association member. CMDSS and MDC Certifications. • Featured Writer for Mailing Systems Technology Magazine. • Worked for one of the largest mailing vendors for over 17 years – Director of national sales for presort, tabletop inserters, addressing hardware/software and green offerings. – Was one of the top 5 account managers nationally working with some of the nations top accounts. • Not affiliated with any mailing vendor - Unbiased advice. September 29, 2016 2
  • 3. Equipment Savings Process September 29, 2016 3 Current Challenges: Optimized Mailing Fleet Asset Management 1. Gain visibility to your equipment and spends. 2. Validate questionable charges. 3. Negotiate enterprise pricing and terms. 4. Work with locations on equipment changes. 5. Eliminate fees and overcharges 6. Maintain postage balances and claim lost funds. 7. Continual review to ensure savings. This process leads to 30-70% savings!
  • 4. 4 Challenges of Managing Fleet Mailing Assets Areas for improvement Mailing spend – low priority Lack of understanding of mail category No centralized oversight No control of rogue spend Difficult to assess needs or requirements No published pricing for comparison Multiple postage accounts to fund and maintain Inconsistent prices for similar equipment Poor visibility Unclear invoices
  • 5. Challenges With Mailing Equipment Purchasing 1. Huge price variances for similar models at different locations across your fleet September 29, 2016 5 Example: Model Pricing Variance Model Quantity Low High Average High/Low Ratio Total Expense Total if all at Low Rate Model A 9 $348 $701 $459 2.0 $4,133 $3,132 Model B 36 $345 $1,573 $801 4.6 $28,839 $12,420 Model C 26 $427 $2,063 $1,296 4.8 $33,703 $11,102 Model D 13 $1,427 $2,760 $2,019 1.9 $26,250 $18,551 Model E 26 $1,524 $4,467 $2,666 2.9 $69,325 $39,624 Model F 5 $3,251 $6,276 $5,352 1.9 $26,764 $16,255 Model G 5 $7,848 $9,931 $8,931 1.3 $44,655 $39,240 Total 120 $233,669 $140,324 Potential Savings $93,345
  • 6. September 29, 2016 6 2. Expired or non existent Master Service Agreement 3. Lack of visibility to postage spends and usage levels. Companies buying the wrong levels of equipment. In many cases spending more on equipment than postage/usage. Spend Ratios Postage Range # of Sites Equipment Spend Postage Spend Spend Ratio >$12,000 per year 2 $26,600 $63,500 0.42 $1200-12,000 per year 64 $189,054 $155,441 1.22 <$1,200 per year 76 $120,291 $41,890 2.87 Challenges With Mailing Equipment Purchasing Main Cause – Reliance on mailing vendor to work with the locations to define requirements combined with declining mail volumes.
  • 7. September 29, 2016 7 Challenges With Mailing Equipment Purchasing 4. Vendor inventory reporting is infrequent, unavailable and confusing 5. Lease portfolios with varying end dates often going into evergreen statuses. Lease Renewal Dates Lease Expiration Year # of Sites Value 2013 or Before 19 $28,404 2014 9 $12,198 2015 34 $62,193 2016 26 $54,455 2017 19 $30,795 2018-20 22 $35,691 Total 129 $223,736 68% of your leases are coming up over the next year.
  • 8. Visibility and Oversight Most important step • Get reports from your vendors that list: – Account Numbers (Install, Lease, Prepaid and Advance Postage) – Lease Information – Rate, Term, End of Lease, Items covered. – Meter rentals and maintenance agreements. – Model, serial number and description of every item. • Go to accounts payable and pull spend reports from the main mail vendors and USPS. • Enter your account numbers on the vendor websites. • Monitor your inventory, invoices and postage balances online (Recommended to do this monthly). • Find all active locations with equipment. • Set up a schedule for continual review. September 29, 2016 8
  • 9. How Postal Advocate can help • We can work with all vendor’s data and can build this visibility. • We maintain this data in our enterpriseAdvocate System and provide you access. • We update this data monthly. • We use this data to drive savings across your mailing fleet. September 29, 2016 9
  • 10. enterprise Advocate – Fleet Asset Management System - Dashboard September 29, 2016 10 Highlights • Graph representing full fleet expenses broken down by category (Leases, meters, fees, maintenance, postage spend and spend ratios) *The data above is for demonstrative purposes only. Data does not represent true spends and costs. Graphic Representation of Total Mailing Expenses
  • 11. enterprise Advocate – Fleet Asset Management System – Location List September 29, 2016 11 Highlights • Easy 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 Location equipment cost compared to the postage usage
  • 12. enterprise Advocate– Multi Location System September 29, 2016 12The data above is for demonstrative purposes only. Data does not represent true spends and costs. Highlights • Complete visibility to all mailing spends by location. • Can see detail for multiple vendors. • All account numbers are stored in one simple to access place.
  • 13. 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 29, 2016 13 Criteria for Search: • 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.
  • 14. Postal Advocate Validation Process September 29, 2016 14 1. Find suspect equipment and charges. 2. Contact the location to validate needs. (See below). 3. Implement changes and cancellations.
  • 15. Develop an Equipment Purchasing Strategy How Postal Advocate Can Help • Use national spend to negotiate better rates. – We can pull this spend together for the US and Canada. • Consider running a bid between the main mailing vendors. (Pitney Bowes, Neopost, FP, Stamps.com) – We have bid templates ready that we have used to negotiated for the largest mailing fleets. • Negotiate Master Service Agreement and Terms. – We can add and review terms to protect you for the future. • Define the order process inside your organization. – Purchase vs. lease vs. rental? • We can guide you through your options. – How are the equipment needs defined? • Postal Advocate will work with your locations to show options and help implement changes. – Where are approvals done? – How can the policies be enforced? • Postal Advocate will manage this process to ensure rules are being followed. September 29, 2016 15
  • 16. Choose the right system for each location September 29, 2016 16 Low Mid High Typical Monthly Postage Use <$500 $500-5,000 >$5,000 Equipment Speed 15-45 Letters/Min 50-180 Letters/Min 70-310 Letters/Min Feeding Hand Feed Hand or Auto Feed Auto Feed Sealing Some Models Included Included Meter Tapes For Oversized Items Strip Tape Sheets (Fed like an envelope) Strip Tape Dispenser Strip Tape or Roll Tape Dispenser Weighing (External Scale) 2-10LB 2-149LB 2-149LB Weighing (Internal Scale) N/A Higher end models Optional Postal Accounting Summary Info only Summary or Transaction Level Summary or Transaction Level Additional Printing Capability Simple Meter Ads and Endorsements Simple Meter Ads and Endorsements Optional - Customized return address and Graphics Printing Space Requirements - LxWxH < 29"x18"x13" 30"x15"x12"- 80"x25"x24" 58"x23"x17"- 104"x23"x33" Typical Supply Costs - Ink and Tape (Per Impression) Ink - $.01-.06, Tape $.05-.13 Ink - $.003-.03, Tape $.04-.08 Ink - $.003-.005, Tape $.01-.04 Typical Monthly Lease Price $25-125 $125-500 >$500 Mailing System Type Additional Equipment Guides can be found on our website: www.postaladvocate.com • Inserters • Addressing Systems • Envelope Printers • Mail Automation Software • Incoming Tracking Systems • Shipping Systems • PC Postage • Letter Openers and Extractors • Mail Accounting Systems
  • 17. Renewal Process • Who works with the locations to define the needs and provide options? (Vendor, staff) • What review process is set up to make sure it is the right solution? • How do you protect against: – Evergreen clauses – Remaining balances – Unauthorized lease extensions – Unneeded equipment or wrongly sized models – Locations not getting national account discounts • Who follows up with each location to make sure new equipment is set up and the old equipment was removed? September 29, 2016 17
  • 18. Postal Advocate Equipment Renewal Process September 29, 2016 18 Step 1: Customized Renewal Email Implement renewals, terminations and new equipment needs. Analyze current pricing and terms. Set Standardized equipment rates and updated MSA’s. Document all new equipment, savings and notes. Work with locations to define needs and show options. 1 2 3 4 5 Postal Advocate Equipment Savings Stats SavingsType #of Transactions Total Savings %of Savings EquipSavings: New 245 632,406$ EquipSavings: Renewal 2556 16,928,994$ EquipSavings: Terminate 846 1,424,947$ Total 3647 18,986,346$ 60%
  • 19. Renewal Email September 29, 2016 19 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.
  • 20. Step 2: Equipment Change Request Form September 29, 2016 20
  • 21. Step 3: Equipment Ordered Validation with Instructions September 29, 2016 21
  • 22. Step 4: Client Validates Completed Request September 29, 2016 22
  • 23. Eliminating Vendor Fees/Overcharges • Pay bills on time. • Look at each invoice and validate all chargeable items. • Cancel vendor equipment insurance. • Terminate chargeable loyalty programs. • Make sure postage refill and advance charges are included or monitored. September 29, 2016 23 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 We find companies paying tens of thousands in fees and overcharges that can be recovered or eliminated for the future. Postal Advocate Avoidable Fees and Overcharges Savings Stats 1,886 Transactions - $1,106,051 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.
  • 24. Postage Funding – Prepay or Advance • Prepay Advantages – No fees • Advance Advantages – Convenience • Don’t be fooled by earning interest on prepaid balances. • Choose one postage payment method and stick with it - don’t flip flop. • Check balances in the meter and in the postage account. • Think twice about ACH. • Consolidate into master accounts whenever possible. • Postal Advocate can help manage your postage accounts to ensure optimal funding. September 29, 2016 24
  • 25. Lost Postage Recovery • We have found over $2,400,000 in lost postage sitting in dormant postage accounts. Plus over 21,000 transactions turned over to the states. This happens because: – Offices close, merge or just turn in their meters. – The money is expensed once sent in for postage. – The advance account is used when funds sit idle in the prepaid. • Steps to find money. – Find account numbers of your current and past meters. – Enter these account numbers online on the vendors website to see if any data is available. – Contact your meter vendor to validate funds available. – Check the unclaimed funds databases to see if funds were turned in. Postal Advocate can research these funds and help you get them returned quickly. September 29, 2016 25
  • 26. Cash in Loyalty Points • Pitney Bowes has a rewards program that gives you points for purchasing postage, supplies or other services that can be linked to the Purchase Power account. • These points oftentimes sit idle or are not understood. • Points can be turned in for: – Purchase power credits that can be used for postage and supplies. – Personal gifts Postal Advocate can help cash in these points for you before they expire! September 29, 2016 26
  • 27. Supplies Strategies • Buy in bulk – Most vendors will give you published discounts if you buy multiple ink cartridges and meter tapes. • Check third party non OEM (Low Volume) – There are many companies out there offering non mailing vendor based supplies that may be a consideration. The major office supply stores are also carry this ink for low end meters. Find out from your manufacturer if there is any binding agreement where you are required to use their supplies. • Ask for discounts – If you have multiple locations or are buying large amounts of supplies, ask if you are eligible for any additional discounts. It never hurts to ask. September 29, 2016 27 Low Mid High Typical Supply Costs - Ink and Tape (Per Impression) Ink - $.01-.06, Tape $.05-.13 Ink - $.003-.03, Tape $.04-.08 Ink - $.003-.005, Tape $.01-.04 Mailing System Type
  • 28. Helping multi-location organizations streamline their mailing costs 61,300 pieces of equipment, managed by Postal Advocate Recovered over $5,000,000 in lost postage, vendor overcharges and fees ENTERPRISE-WIDEMAILAUDITANDRECOVERY OVER $25,000,000 IN CLIENT SAVINGS $697K 60% Average Client Savings Average Equipment Savings HOW WE DO IT • 250+ 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)
  • 29.
  • 30. 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
  • 31. Free No Obligation Mailing Fleet Analysis • Completed in 2-3 weeks • Outlines, spend and specific savings opportunities • Minimal client involvement September 29, 2016 31 Savings Summary Locations Meter Rentals Maintenance Agreements On Call Maintenance Lease Total Postage Spend Ratio 0.00 Item Current 2015 2016 2017 Savings Combined Savings Equipment Costs Avoidable Fees (Late Fees, Finance Charges, Equip Insurance, Loyalty Plans) Contract Violations (Supply, maintenance, meter discounts, overcharges) Lost Postage Funds (Meter Accounts) Lost USPS Permit Funds Total $0 $0 $0 $0 $0 $0
  • 32. Equipment Savings Process September 29, 2016 32 Summary Optimized Mailing Fleet Asset Management 1. Gain visibility to your equipment and spends. 2. Validate questionable charges. 3. Negotiate enterprise pricing and terms. 4. Work with locations on equipment changes. 5. Eliminate fees and overcharges 6. Maintain postage balances and claim lost funds. 7. Continual review to optimize savings and spend. This process leads to 30-70% savings!
  • 33. Future Webinars: Register at www.postaladvocate.com Wed Oct. 19, 2016 - 1pm EST - Top 9 Ways To Recover Lost Postage Thurs Nov. 17, 2016 – 1pm EST – The Ultimate Tour – Multi-Location Fleet Management System – enterpriseAdvocate System September 29, 2016 33
  • 34. Contact info: (20pt) September 29, 2016 34 Questions? Contact: Adam Lewenberg - President 888-977-MAIL X 501 adam.lewenberg@postaladvocate.com