Name (18pt) Speaker: Adam Lewenberg October 21, 2015

Name (18pt)
Speaker: Adam Lewenberg
October 21, 2015
Background and Experience
Speaker: Adam Lewenberg
• President of Postal Advocate Inc.
– The only mail audit and recovery firm in the US and Canada
– Manage a portfolio of 58,000 pieces of mailing equipment for the largest
US companies.
– Speak and teach nationally on mail savings and industry trends.
•
Vice Co Chair- Boston Postal Customer Council and Mail Systems
Management Association. 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.
October 21, 2015
2
Benefits of a Managed Service Provider
Time Savings – Handle time consuming and repetitive
administrative work
Insight and Visibility – Provide a thorough spend analysis
while you still maintain control and responsibility
Expertise – Knowledge and experience in the specific
category that will allow for greater accuracy and detail
Best-in-Class Tools – Complete visibility to spend using the
most innovative tools, resources available and ongoing
support
Allows you to focus on bottom line growth and profit
October 21, 2015
3
VENDOR HAS THE
ADVANTAGE IN
NEGOTIATIONS
MULTIPLE POSTAGE
ACCOUNTS TO FUND
AND MAINTAIN
CONFUSING
INVOICES
POOR VISIBILITY
INCONSISTENT
PRICES FOR SIMILAR
EQUIPMENT
NO PUBLISHED
PRICING FOR
COMPARISON
DIFFICULT TO
ASSESS NEEDS OR
REQUIREMENTS
NO CONTROL OF
ROGUE SPEND
NO CENTRALIZED
OVERSIGHT
LACK OF
UNDERSTSANDING
OF MAIL CATEGORY
MAILING SPEND – LOW
PRIORITY
Challenges of Managing Fleet Mailing Assets
All this provides for HUGE SAVINGS OPPORTUNITIES!
October 21, 2015
4
ENTERPRISE-WIDE MAIL AUDIT AND RECOVERY
OVER $17,000,000 IN CLIENT SAVINGS
Helping multi-location
organizations streamline
their mailing costs
58,000 pieces of
equipment, managed
by Postal Advocate
$559K
54%
Average Equipment
Savings
Average Client
Savings
HOW WE DO IT
Recovered over
$2,000,000
in lost postage, vendor
overcharges and fees
• 200 + 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)
Challenges With Mailing Equipment Purchasing
1. Huge price variances for similar models at different sites across
your fleet
Example:
Model Pricing Variance
Model
Model
Model
Model
Model
Model
Model
Model
A
B
C
D
E
F
G
Total
Potential Savings
Quantity
9
36
26
13
26
5
5
120
Low
$348
$345
$427
$1,427
$1,524
$3,251
$7,848
High
$701
$1,573
$2,063
$2,760
$4,467
$6,276
$9,931
Average
$459
$801
$1,296
$2,019
$2,666
$5,352
$8,931
High/Low
Ratio
2.0
4.6
4.8
1.9
2.9
1.9
1.3
Total if all
Total Expense at Low Rate
$4,133
$3,132
$28,839
$12,420
$33,703
$11,102
$26,250
$18,551
$69,325
$39,624
$26,764
$16,255
$44,655
$39,240
$233,669
$140,324
$93,345
October 21, 2015
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Challenges With Mailing Equipment Purchasing
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
>$12,000 per year
$1200-12,000 per year
<$1,200 per year
# of Sites
2
64
76
Equipment
Spend
$26,600
$189,054
$120,291
Postage
Spend
$63,500
$155,441
$41,890
Spend Ratio
0.42
1.22
2.87
October 21, 2015
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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.
October 21, 2015
8
Mailing Fleet Asset Management Process
1
Request/Build equipment inventory and
costs.
2
Match equipment to postage spends.
October 21, 2015
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Customer Validation Email
3
Reach out to locations to validate
questionable charges.
4
Work with vendors - Eliminating unneeded
units and fees.
5
Document all cancellations, savings and
notes.
Personalized site asset validation:
October 21, 2015
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Equipment Savings Process
1
Analyze current pricing and terms.
2
Set Standardized equipment rates and updated MSA’s.
3
Work with locations to define needs and show options.
4
Implement renewals, terminations and new equipment needs.
5
Document all new equipment, savings and notes.
Customized Renewal Email
Postal Advocate Equipment Savings Stats
Savings Type
# of Transactions
Equip Savings: New
145
Equip Savings: Renewal
1679
Equip Savings: Terminate
619
Total
2443
Total Savings % of Savings
$ 449,364.00
$ 12,304,752.00
$ 1,230,697.00
$ 13,984,813.00
54%
October 21, 2015
11
Eliminate Mailing Vendor Avoidable Fees
While simplifying the billing and payable process
✓
1
Create online accounts on the vendors websites.
✓
2
Link every location, account, meter and postage refill.
✓
3
Identify avoidable fees and develop plans for their removal.
✓
4
Monitor future invoices to validate they do not return.
✓
5
Document all savings and notes.
Mailing System Fees
Postage
Refill Fees - Rentals
Postage Advance Fees
Postage Advance Late Fees
Postage Advance Finance Charges
$0-20 each
Included or up to 1% of the Advance
0-15% of the Advance
15% or higher APR
Overlimit Credit Charge
Varies by Vendor
Annual Fee Rewards Program
Varies by Vendor
Lease
Late Fees
Insurance - Leases Only
Varies by Vendor and Lease Value
Varies by Vendor and Lease Value Automatic enrollment unless proof
insurance is provided.
Postal Advocate Avoidable Fees
Savings Stats
Savings Type
# of Transactions
Fee Savings: Late/Fin Charges
75
Fee Savings: Loyalty Prog
271
Fee Savings: Remove Insurance
883
Other
11
Total
1240
Total Savings
$ 86,867.00
$ 20,630.00
$ 191,672.00
$ 90,884.00
$ 390,053.00
October 21, 2015
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Eliminate Mailing Vendor Overcharges
We look at every invoice to make sure you are paying the correct rates.
✓
1
Identify transactions being overcharged.
✓
2
Format requests for refunds/credits.
✓
3
Validate refunds have been received.
✓
4
Continue to monitor future bills looking for overcharges.
✓
5
Document all savings and notes.
Typical Vendor Overcharges
Invoices not giving national account discounts.
Meter, maintenance and rate change charges when included on a lease.
Bills for equipment from closed sites.
Reset and advance postage fees that should be included.
Postal Advocate Credit/Overcharges
Savings Stats
Savings Type
Vendor Credit: Equipment
# of Transactions Total Savings
296
$ 633,858.00
Loyalty points that go undredeemed or cashed in for personal use.
October 21, 2015
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Recover Lost Postage from Dormant Accounts
We track down postage from terminated or forgotten meter accounts.
✓
1
Create online visibility to every postage account and refill.
✓
2
Format vendor requests to validate funds.
✓
3
Fill in refund request forms.
✓
4
Validate that funds have been received back.
✓
5
Document all savings and notes.
The majority of funds we
find are still with the
mailing vendors.
Postal Advocate Lost
Postage/Recovery Stats
We have found over $2,000,000 in
the last 24 months mostly residing
with the mailing vendors.
October 21, 2015
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enterprise
Advocate – Enterprise Asset Management System Dashboard
Spend Ratio
Site equipment
cost compared to
the postage usage
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.
October 21, 2015
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enterprise
Advocate - Dashboard
*The data above is for demonstrative purposes only. Data does not represent true spends and costs.
October 21, 2015
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enterprise
Advocate - Dashboard
Highlights
•
•
•
*The data above is for demonstrative purposes only. Data does not represent true spends and costs.
Complete visibility to all
mailing spends by
location.
Detail for multiple
vendors.
All account numbers are
stored in one simple to
access place.
October 21, 2015
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Postal Advocate - No Risk Savings Model
We will do a detailed no cost or obligation
analysis outlining savings potential
•
Fees – 40% of any documented savings
(10% for State Unclaimed Funds)
– Only when the savings has been
implemented or funds recovered.
– Detailed savings statements and
invoices documenting each
transaction.
– Online visibility to all savings and
fees.
– No cost web based enterprise asset
management system.
October 21, 2015
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No Cost or Obligation Mail Audit
•
Completed in 2-3 weeks
•
Outlines spend and specific savings opportunities
•
Minimal customer involvement
Savings Summary
Locations
Maintenance
On Call
Meter Rentals Agreements Maintenance
Lease
Total
Postage
Spend Ratio
0.00
Item
Current
2015
2016
2017
Savings
Combined
Savings
$0
$0
$0
$0
$0
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
October 21, 2015
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POSTAL ADVOCATE
74-POINT ENTERPRISE ASSET MANAGEMENT AUDIT PROCESS
RISK-FREE NO
COST SAVINGS
ANALYSIS
DEFINE
ONGOING EAM
STEPS
3 STEPS
COLLECT
11 STEPS
14 STEPS
DEFINING SAVINGS
IMPLEMENTATION
STEPS
CLIENT
ANALYSIS
23 STEPS
7 STEPS
CREATE
VISIBILITY
CREATE PLAN
4 STEPS
4 STEPS
IDENTIFY LOST
POSTAGE
8 STEPS
October 21, 2015
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Summary
 Visibility: We will provide you a web dashboard to all mail spends, applications and
pricing.
 Savings: We will be monitoring your account looking for savings in equipment and fees.
 Recovery: We will find and recover any lost funds or overpayments from
dormant/orphaned accounts.
 Simplicity: We will make mail related spends easy to manage.
 Support: We represent the best in the industry and will act as your advocate on all mail
related questions.
 Risk Free: You only pay us when we can document specific savings.
October 21, 2015
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Questions?
Contact info: (20pt)
October 21, 2015
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