Optio® Software, Inc. (OTCBB:OPTO) a leading provider of software solutions dedicated to helping customers optimize, manage and improve the complete lifecycle of document-intensive processes, today announced that Canadian customer, Matrix Technology, Ltd., has saved three full-time employees up to 29 hours per week in document processing and inventory fulfillment by utilizing Optio’s document design and distribution solutions.
“We’ve only been using Optio for a year and each month we add a new form to our library,” said Andrew Quick, Matrix Technology’s Operations Manager. “With Optio the new forms don’t really even represent a form to me anymore; each represents a procedure that we are improving or a process that we are eliminating. It’s been a pleasant surprise that a solution that I thought was going to save paper is actually saving time and employee resources.”
Established in 1977, Toronto-based Matrix Technology Ltd. is the premier Canadian electronic materials distributor to industry leading OEMs in the aerospace, electronics, telecommunications and transportation markets. Matrix Technology utilizes Optio’s solutions in tandem with their SYSPRO enterprise resource planning system.
Accelerating Invoice and Purchase Order Processing
Matrix Technology reduces document printing and mailing costs by sending invoices to their customers electronically. The company follows the same process when it comes to sending purchase orders to their suppliers. “We can print a copy or send a pdf version via e-mail directly to our supplier, who can then process the order without waiting for that piece of paper to arrive through the mail,” said Quick. “Optio’s document distribution capabilities have turned out to be among the system’s most important benefits.”
Matrix initially purchased the solution to eliminate the cost of forms design and printing, but ultimately found that the Optio solutions were capable of much more. “It wasn’t until after we did a business operations review with our technology partner, Phoenix Systems, and a third party consultant that we decided to use Optio’s solutions to improve warehouse operations.”
Savings in Time and Resources
Matrix Technology has realized significant savings in both time and resources by utilizing Optio’s solutions. “We used to print three copies of each invoice, separate them, put them in filing folders and put them in order. Now we just print them through Optio and put them online and half of them get e-mailed directly to customers. The employee that used to handle that every day for two hours now spends about 10 minutes on the same tasks with Optio, resulting in a time savings of about nine hours per week.”
Optio’s solutions also save time for the employees that process the company’s packing slips when their products are ready to be shipped out. “Before Optio we used to pull all types of documentation from our receivers in terms of quantities of products that had been received and match our incoming orders up to our outgoing shipping documents. Our employees now get informed instantly about what we have received via e-mail. They no longer have to search for data to fulfill orders. This saves our company another two hours per day for two individuals. When you add that up on a weekly basis, the results are impressive,” said Quick.
Forms Design Capabilities
Optio’s DesignStudioTM and e.ComIntegrateTM solutions enable Matrix to design new form templates for use throughout the organization. “Currently we have about 12 form templates that we have developed for every-day use. If we had paid for the design of 12 forms it would far outweigh the cost of DesignStudio. Probably the best decision we made in IT was to decide to do the forms design ourselves with Optio,” stated Quick. “It also gave us the independence to easily make changes. We’re very happy that Phoenix Systems, introduced us to Optio’s solutions,” he added.
About Phoenix Systems
For more than 25 years, Newmarket, Ontario-based Phoenix Systems has helped small to medium-sized businesses effectively compete by implementing and supporting technology that results in increased efficiencies and reduced costs. For more information about Phoenix Systems, visit www.pho-sys.com.
About Optio Software, Inc.
Optio Software, with 25 years of experience and more than 5,500 clients, worldwide, provides software solutions dedicated to automating, managing and improving the entire lifecycle of document-intensive processes, while extending the value of our customers’ Enterprise Resource Planning (ERP) and Hospital Information Systems. Headquartered in Alpharetta, Ga., Optio Software maintains European, Middle Eastern and African (E.M.E.A.) headquarters in the United Kingdom and sales offices in the United States, France, Germany, and the Netherlands. For more information about Optio Software or to contact a local Optio sales manager, contact us at 770.576.3500 or visit our website at www.optio.com.
Copyright © 2007 Optio Software, Inc. All Rights Reserved. Optio is a registered trademark and DesignStudio and e.ComIntegrate are trademarks of Optio Software, Inc. Other companies and products mentioned in this document are the property of their respective owners.
Optio Software, Inc.
Laura Adams, 770-576-3582
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ladams@optiosoftware.com