Do you remember the days when everyone in the office was sitting around printing and and folding and licking envelopes to get out communication to your customers? You mean your office is still doing that…. What if we let you in on a little secret, you don’t have to. In fact you can free up your entire personnel in your office to handle other matters that are revenue generating items. The best part about it is that Quickbooks will do all the work for you.
Many Quickbooks users do not realize that there is a function inside Quickbooks that allows them to use data that is stored in their software, and place it in specific locations on letter templates (also called mapping data) so that the letter contains variable data customized to each customer or vendor. This works great for collection letters, statement of accounts, or almost any type of letter that can be sent out. The best part is that you are not locked into certain templates or specific letters, you can create your own that you can use at anytime and Quickbooks will remember this.
Many people will figure the merging process out for letters and that is as far as they will take it. For us, we like to be as innovative and efficient as possible. Our items are outsourced to a company that has the technology to read our letters, extract the names and addresses and send the corresponding letter with a cover letter (mailing sheet) to that customer eliminating all of the manual work that was being done before. Imagine for instance you managed a Homeowners Association of 1,000 units. Now you have the ability in a matter of two or three minutes time to create all of your letters in one big file, and let a third party print and do all the labor intensive work for you. You look like a genius to your clients, and will have them wondering how you can provide as much personal service to them and handle these tasks with such ease… eventually that type of praise makes its way to other prospects who will be contacting you as well.
In tomorrows blog we will dig deeper into the how-to’s of performing the mail merge and creating the templates in Quickbooks… Unfortunately until then you will have to suffer doing those items the old inefficient way.
If you want information on the company that we are using for the mailing service, please send me an e-mail at firstname.lastname@example.org and i’ll be happy to answer any questions you may have.