Maileva provides significant benefits compared to the traditional approach to fulfiling office mail in-house or outsourcing to a mailing house. Cost savings alone can be as high as 50%, and there are also many other reasons why over 10,000 organisations use Maileva to produce, print, and post their mail.
As well as the list of major benefits below it is important to understand that we are not just a hybrid mail software company that outsources the print, fulfilment, and postage, we are not a small start-up that is new to this industry, and we are not reliant on third party software.
We are a leading UK print, fulfilment, and postal solutions provider with over 40 years experience. We have over 200 employees, millions of pounds worth of printing and mailing equipment, and we process approximately 5 million mail pieces per month. We are also part of the same Group that owns one of the world's leading document management software companies which developed the software we use.
So you can be assured that we are experts in all areas needed to deliver a hybrid mail solution that will continue to provide cost savings and process improvements for many years to come.
If you currently have a print/post room, or have staff printing on desktop printers and stuffing envelopes on an adhoc basis this is expensive and time consuming, and is a fixed cost, whereas the Maileva hybrid mail solution is pay as you go.
Maileva uses print and inserting equipment that cost hundreds of thousands of pounds and this equipment is much more efficient and faster than standard mailroom machines.
With Maileva's Mailsorting capabilities and our buying power with Royal Mail and other postal operators the postage savings alone from consolidation and wholesale discounts can be as high as 25%! You can also produce your documents in minutes and time is money.
Increased staff productivity. Your staff will not have to man printers and stuff envelopes, they can do more valuable work.
Reduced staff costs. Would you still need your own print/post room if you used Maileva?
Reduced stationery costs and consumables costs. We print millions of letters so our buying power is excellent.
Reduced postal costs. We sort your mail and consolidate it with other clients mail so achieve significant postage discounts.
Reduced equipment costs. General office printers, inserting machines, and franking machines are not as efficient or reliable.
Reduced energy costs. With less machinery and people your energy costs will be lower.
Less wastage. Maileva includes address enhancement and returns management to maximise delivery and future targeting.
Better results. By using Maileva's email, fax, and SMS capabilities in addition to mail you can improve response rates and your ROI.
Pay as you go. It's like having your own state of the art print and mail facility, but without the fixed costs.
From your desktop to your customers letterbox in under 24 hours
With Maileva you can produce your mail on your PC in minutes and it can be printed and mailed same day, and with 1st class postal options your mail piece can be with it's recipient the very next day. This is why Maileva is ideal for emergency mailings, debt recovery letters, product recalls, appointment notices etc.
You can mail without delay as you don't need to wait until paper and envelopes have been delivered, and arrange for staff to spend time printing and envelope stuffing.
Set user permissions on a per user or department basis
Maileva’s online user management software can give you control over what users (or departments) can send. This puts you in control of your brand and your budget.
Permissions you can set include:
- Setting printing permissions i.e. can they print colour documents or only black and white documents.
- Can they print simplex or duplex documents.
- Defining which postal service they can use i.e. 1st class, 2nd class, Registered, or Special Delivery.
- Selecting whether they can use SMS, email, and fax broadcasting too.
- Are they able to use archiving functions etc.
User management is particularly popular with call centres and large customer service teams where the organisation needs this control.
How much mail is sent, what is it costing you, how productive are users?
How much does your organisation spend on posted mail? The answer is usually vague to say the least. Maileva offers accurate reporting of total costs including postage, paper, toner etc. With Maileva the time involved in arranging the post moves from being an uncertain estimate depending on time spent away from the desk and availability of a working printer (amongst other things) to a negligible figure.
Online reports provide accurate data, sorted by user, department or region. Accurate data leads to improved control of expenditure. One example of this control is Maileva’s budgeting and authorisation tools. Limits can be set on postal expenditure by department and the ability to send some mail types e.g. first class or recorded can be limited to certain authorised staff.
1st class postage
With our 1st class service Maileva can deliver mail to your customers the next day, and with the Maileva software system you can create your mailings in minutes. This makes Maileva the perfect solution for handling your priority mail correspondence, and for getting urgent mail produced and delivered within 24 hours.
2nd class postage
For direct mail and other non-urgent mail our 2nd class postal option delivers in 2 to 3 days, and is cheaper than Royal Mail's standard business tariff.
Recorded Delivery and Special Delivery
Sending recorded delivery is a significant advantage of Maileva. But in addition to the usual advantages of a recorded delivery, Maileva can prove the envelope delivered was not empty! Users can show precisely what document was received. Maileva’s recorded delivery option ensures your letters are delivered, but technically this is a record of the envelope being delivered. The Maileva system can also verify what was in the envelope – ensuring there is never any doubt the document was received.
We are part of Europe's second largest postal group so can provide low cost international postal services worldwide.
More about postal options >>
Brand and quality control
High quality print and production, template management, and other tools
Maileva is not just a hybrid mail solution, it is a communications management system. You have control over documents, emails, fax broadcasts and SMS that are sent, and you can set up templates to ensure that brand guidelines are met.
Our printing and fulfilment facility is ISO9001:2008 accredited and approved by the DMA so you can be assured that your mail will be produced to the highest quality. The printers and fulfilment machinery are industry leading and provide high quality output at fast rates.The digital printers provide much better quaility print than desktop printers and printers typically found in in-house print rooms. The Pitney Bowes envelope inserting systems include camera and datamatrix technology to ensure the accuracy of each mail piece that is produced.
We are also Data Protection Act registered and the system is security accredited. We understand how important a company's data is and how any data issues can have a detrimental impact on your brand.
Address enhancement and returns handling
Added value services provided free of charge
Address enhancement and returns handling is free of charge with Maileva. We want to maximise the chance of your mailing piece being delivered and Maileva has the Satori address management software built into it. This will correct addresses and insert missing postcodes where possible, and is the leading address management software in the market.
Returned mail will be scanned and the data sent back to you as an Excel file, so you can amend your database and attempt to contact your customers another way, maybe even by using Maileva's email, fax, or SMS capabilities.
Fully accredited document archiving available when required
Storing your own documents takes administrative time, an efficient method of document recovery, and perhaps physical space for storage. Maileva’s archiving service removes need to administer your own storage and offers speedy access to your documents. You also have the peace of mind of knowing your documents are encrypted held in a secure and accredited facility.
Send email, fax and SMS too
Maileva is much more than just a mailing solution, it is a multichannel communications system
Although mail remains the best form of direct marketing an integrated multichannel communications campaign can provide better results than mail alone. With Maileva you can follow up a mailing with an SMS, fax, or email campaign. A perfect example of where this is used is by hospitals and opticians to remind people to attend appointments. A letter is sent out a few weeks in advance to confirm the appointment and a reminder email and SMS is sent the day before the appointment.
Maileva can improve your environmental credentials and help you achieve the ISO14001 accreditation
The Maileva hybrid mail solution can help you reduce your organisations carbon footprint. This is because Maileva provides energy savings, reduced wastage, less paper is used, FSC paper is used, and our digital printers use no chemicals, gases etc.
Maileva hybrid mail also reduces trucking miles i.e. instead of postal lorries collecting from dozens of offices they only need to collect from us. Also by pre-sorting the mail we save the postal operators from having to double handle the mail which again saves resources.
Maileva is secure, and tried and tested
The Maileva IT system processes millions of letters per month and the uptime is 99.5%
10,000 organisations would not use Maileva if it did not provide benefits. Brands such as Sea France, Euro Disney, and Orange would certainly not work with Maileva if there were any questionmarks regarding Maileva's integrity, security, and reliability.