An 'EZ' Way to Better Print Management
ACOM's EZeDocs eForms software helps companies print forms as needed.
BY PHILLIP J. BRITT
National Crane, a building materials firm in Waverly, Neb., needed a way to stop multipart forms from jamming in its printer, which slowed down processes such as invoicing. The company was using one shared device for all of its printing needs.
Mike Everly, National Crane's head of information systems, knew about electronic forms, but the ones he was familiar with were designed and priced for large companies. When he learned about e-forms designed for mid-sized firms like National Crane, his interest was piqued.
"Companies are looking for ways to become more profitable," says Mark Firmin, general manager of ACOM Solutions Inc., a Long Beach, Calif.-based company that offers payment management, document output management, purchasing management and business-to-business e-commerce solutions. ACOM's
EZeDocs eForms software helps medium-sized companies manage electronic distribution and print forms as needed. "One of the ways [companies can become more profitable] is lowering cost of production," Firmin says.
Everly discovered that he could gain efficiency and improve customer service with EZeDocs eForms. National Crane now prints forms as needed on laser printers in each of its six departments. That means no waiting for the printer, less waste and improved print management.
Helping Firms Automate
National Crane's printing challenges are similar to those faced by other firms trying to reduce paper and supply costs. Most organizations using preprinted inventory have significant production costs for paper and printing, Firmin says. Once companies add expenses such as labor and supplies, he says, their expense can be $1.50 per document. "We can bring that cost down to 25 cents per document through electronic distribution of items such as purchase orders, invoices, statements and other documents," Firmin says.
Firms still print too many documents, Firmin says. "With the availability of electronic printing and distribution, there's no logic to that," he says. "An increasing number of companies want to move to electronic distribution for everything from invoices to payments. That's where we fit in. We're helping companies automate the process."
With electronic documentation instead of paper, companies don't need to print invoices for customers, their own files, shipping and receivables. And there's no need to buy bulk quantities of forms that may be outdated before they're used. EZeDocs eForms enables users to print only when necessary, eliminating the expense of obsolete preprinted forms caused by area code, line item or logo changes.
EZeDocs eForms users design electronic document templates for their business forms, checks and labels. Users can position elements of their documents on screen by clicking and dragging them. They easily can add, delete or otherwise redesign the templates.
Enhancing the System
ACOM Solutions introduced EZeDocs eForms software in 1993, but it wasn't until the last two years that sales exploded--to the tune of 90 percent, according to Firmin. Software redesigns and companies' desire to adopt electronic payment distribution have sparked the growth, he says.
EZeDocs eForms evolves based on customer needs. In August, ACOM added an archiving module that enables users to access invoices, statements and other documents with only a few keystrokes. The module also enables a company to covert a PDF document to storage in Macromedia® ColdFusion™. In September, ACOM introduced an electronic tax forms solution designed by its iSeries Professional Services Division. The firm's designers lay out the forms and convert them to electronic templates that represent blank W-2 and 1099 forms. When it's time to run tax forms for distribution to employees, payroll data merges with respective templates. Then the forms are printed on laser printers.
EZeDocs eForms complements ACOM's EZPayManager, which enables companies to print checks and transmit electronic payments from PCs. Also, the firm offers XML and EDI payment solutions.
Despite the advantages of using e-forms, Firmin says, organizations will continue to use traditional printing. ACOM is well-positioned for both needs: In addition to its e-solutions, the company provides printers, toner, paper and other traditional supplies.
Personalize Email
Marketing
If your company uses digital marketing tools such as monthly e-newsletters, personalize them by using your name in the "from" line instead of your company's. People jaded by corporate-speak might be more apt to read updates if they're from people instead of firms.
Clarify Your Site's Objectives
Before redesigning your web site, know exactly why you're doing so. Even if a committee is responsible for new ideas for the site, make sure a single decision-maker has responsibility for measurable results. If you can't measure success, you can't manage it.
Place Your Annual Report Online
You don't have to be a publicly traded company to produce an annual report. If your firm has enjoyed growth this year, share your success--and strategies for the future--with customers and prospects. Designing a sleek update of who you are and where you're headed could separate you from competitors. You could email your contacts a link to a PDF version of the report.
EZeDocs eForms software from Long Beach, Calif.-based ACOM Solutions Inc. helps medium-sized companies manage electronic distribution and print forms as needed.
