eBills

Invoice  Statements  Credit Note  GRV’s  PoD’s, Purchase Orders and more

Document Master ensures secure, compliant electronic saving, retrieving, viewing and delivery of any hard copy documents such as invoices, statements, delivery notes as well as pay-slips, salary slips, contracts, and so on and provides a legal replacement for the traditional hardcopy warehouse archiving, storage, posting, printing and delivery of documents.

How it works

• Upload Raw Data or Scanned Documents –  You upload your data (raw data, print stream or scanned documents) to our servers e.g. Statements, Invoices, Payslips, PoD’s, GRV’s Credit Notes, Waybills  or other. Data is automatically archived and automatically indexed for retrieval.

• Compilation - Our system then compiles the data into 128 bit encrypted PDF, tamper-proof documents, according to your specifications i.e. logo, layout, adverts, financial information and so on.

• Advise - We advise you when the process in complete and documents are ready to be distributed.

• Release - You authorise the batch release, online.

• Send - We send the encrypted tamper-proof PDF documents to your clients or staff, by the media channel determined by your client i.e.  email, fax, SMS, FTP, website or even post , if required.

Cost Savings

Electronic delivery, electronic archiving, electronic retrieval and digitising of documents results in immediate cost savings :

• Electronic storage is logically cheaper than storing in large custom built warehouses or even in your own archive rooms
• Electronic retrieval of documents is faster than manual retrieval
• Automated electronic filing is much faster and more accurate than manual interventions
• Postage costs are logically more expensive than electronic delivery

 In addition, documents are delivered in minutes, rather than days or weeks. This means your bills get paid faster and you can track if delivered or not.

Queries

Compliance

Not only does the Document Master solution comply fully with the regulations laid down by the ECT Act, The Companies Ac, The ECT Act, auditing requirements and the South African Revenue Service for the electronic delivery of documents, it also allows you to search for critical documents, retrieve, view, send and resend them, by email or fax, to the required destinations in a compliant, tamper proof 128 bit encrypted form. 

Features:

• No specialised 3rd party decryption software required – all you need is free Adobe Reader for PDF documents.
• Secure archiving and management of documents – we comply with all legislation.
• All data is easily accessible online by authorised end-users – retrieve documents in an instant.
• 128 bit encryption meets SARS and The Company Act requirements – documents are safe with us, on our online storage systems.
• Ability to put direct payment interface in place – automate payment process.
• Documents customised and in full colour – professionalise your presentation.

Benefits:

• Secure and compliant – so no need for you to keep up with legislation. We do ensure compliance.
• Fast, cost effective and more reliable than paper-based delivery – saving you time and money.
• High Adoption rate – because it is easy to use (clients and staff like the system).
• Reduces debtors days – which improves your cash flow.
• Improves customer relations - through quick and convenient delivery of secure documents and fast response to queries.
• Environmentally friendly  - eliminates paper use.
• Costs : Once off fee to load document to the system and  then -

• No user licence fees
• No software costs
• No annual licence fees
• No costs to search and retrieve documents        
• No costs to access and view documents
• No costs to resend documents by email (faxes at Telkom rates)
• No new PC’s or servers required – because we offer a hosted solution
• Immediate controlled access by authorised persons

Successful companies communicate with their clients using our eBilling Marketing module…..almost for free marketing !!!   Sell more to your clients. Get clients to refer you to their contacts.