Ayvens Case Study

Ayvens is one of the world’s leading leasing companies, with 1.7 million vehicles in over 30 countries.

Ayvens printed and distributed their transactional documents using their own in-house facility. Initially this system worked well, but as Ayvens’ business grew, this key business function was becoming a drain on resources. They realised that outsourcing their transactional document production was a necessity.

The Required Service

The objective of the project was to streamline the transactional document production and distribution of over 80,000 invoices, credit notes, statements, reminder letters and 6,720,000 stored document pages.

After completion of a detailed action plan this outlined that this could be completed whilst reducing costs, reduce debtor days and establishing an e-Business platform.

In addition, Prime Document developed software to produce merged packs thereby ensuring that all documents for one destination address were packed in the same envelopes. Once the Print and Mail service was established the next phase was to develop the Electronic Document Management service. Prime Document used their ”ecco” service to achieve this.

Stage one was to create a website for client email address collection. Prime Document then included an additional letter with each invoice pack dispatched. This letter requested customers to visit the aforesaid website and enrol for e-Billing. Once enrolled Ayvens’ customers had the benefit of not only quick efficient e-Billing but the ability to access their document history via a variety of search fields.

The Result and Benefits

• Postal savings of 20%
• Improved cash flow
• Supporting documentation for additional charges
• Peace of Mind – ISO 9001:2008 service
• 7 year Electronic Document Storage
• Fast access to stored documents
• Secure Document Storage
• Enhanced Customer Experience