“Custom
Cut Inc. relies
on the exchange of documents with our customers and
subcontractors via Internet fax to support numerous core business
processes”, said David Collins, CEO at Custom Cut Inc.,
Inc. “When we researched Internet faxing options it was
clear Venali Internet Fax was the best choice. We were able
to fulfill all the business requirements that were set with
a single solution, which required virtually no investment. Using
Venali Internet Fax along with other PC applications delivers
per-project savings of $20,000 or more and gives us a solution
to support our targeted 3X growth.”
Custom Cut Inc. Implements Venali Desktop
Fax Services to Support and Drive Company’s Projected Growth
of $10 Million to $30 Million
the company
Custom Cut Inc. provides custom millwork, fixture installation,
project management, maintenance and commercial remodels for the
internal look,
feel and set up of major retailers such as GAP®, Starbucks®,
Kinko's® and
Old Navy®. Corporate headquarters are in Las Vegas, Nevada with
additional locations in California and Michigan. Founded in 1998,
Custom Cut Inc. is
licensed and bonded — employing thousands of subcontractors
throughout North America.
the challenge
Since its founding in 1998 Custom Cut Inc. has grown steadily year
after year. However, this steady growth potential was reaching its
limits by 2003, due in
part to internal workflow methods and manual processes. With the
dramatic growth momentum that had occurred, employees and management
were losing control of the intensive paperwork processes generated
by customers, vendors and subcontractors. The amount of manual processes
and lengthy document turn around led to misplaced/lost documents
with no accountability process, excessive priority/overnight delivery
charges and billing delays.
Hundreds of critical documents were faxed to the offices on a daily
basis. Previously, as faxes were received, one of the processes
that was in place required office workers to send photocopies of
these documents by overnight delivery to Project Managers at job
sites across the country. As Project Managers received the paperwork,
they were required to write approvals
and provide signatures for many of these documents. The next course
of
action involved the Project Managers returning the documents to
the office
by overnight delivery. The signed documents received from Project
Managers and incoming faxes to the offices required processing and
manually filing in
the office, only to be referenced again numerous times by other
employees.
A very similar process to the one listed above was followed for
financial & legal documents, except this exchange of documents
involved numerous external parties which required several additional
steps to complete these tasks.
Venali delivers… "per-project savings of $20K
or more and gives us a solution to support our targeted
3X growth"
Custom Cut Inc. needed
a solution to streamline the workflow process, one
that would allow for accountability
and elimination of manual procedures; increased productivity
and reduction
of costs to support the growth of
the company.
the strategy
Custom Cut Inc. hired a new Chief Financial Officer, David Collins
— to specify and implement new processes. Collins studied the
current paperwork process, then prepared a restructured workflow
that supported and streamlined the exchange of documents with numerous
external relationships, including their valued customers and subcontractors.
Collins stated that the most effective way to exchange this necessary
paperwork is via Internet faxing. The plan was executed by implementing
Microsoft Office 2003, where Collins chose Venali Internet Fax Services,
which is integrated in the Microsoft suite of desktop productivity
applications.
The new process using Venali Internet Fax was structured to:
Send and Receive all in-bound & out-bound paperwork as a
fax through Microsoft Outlook 2003 e-mail program
Manage Faxes by using e-mail folders and setting “routing
rules”
Digital signatures placed directly on faxes that required signing
Utilizing
Venali Internet Fax Services enabled Custom Cut Inc. employees
to fax, file and sign all documents electronically from
their desktop and notebook PC’s. Key benefits of
the Venali Internet Fax Solution for Custom Cut Inc. include
the following:
Reduced &
Optimized Staff Costs
Project
Managers were "freed" from managing
paperwork and were able to devote as much as
30% more of their time to managing the project
The
need for Project Coordinator headcount was dramatically
reduced
Middle management administrative employees
were no longer required for paper and file management.
The new scheme required only task-level clerks;
saving the company tens of thousands in annual
HR costs.
Increased
Productivity
Paperwork
processing has gone from several days to less
than a single day
Individual
document tasks that are repeated hundreds of
times per week required up to 50% less time
to complete
Other Key
Benefits
Channeling
faxes directly to the users e-mail eliminated
"lost" faxes
All
fax activity is logged digitally and archived
for more effective management of people and
processes
Savings of several hundred
dollars per week occurred by elimination of
packages being sent back and forth by overnight
mail
