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Product Details | Cost Savings

High volume forms, where thousands have to be filled in each year, offer the greatest opportunities for cost saving. However, where forms are very long and complicated, there can be a good business case for switching to Toplevel OfficeForms, even though volumes are not high. Because of the enormous variations in volume and complexity business savings can range from as little as £10,000 per annum up to £500,000 or more.

Using OfficeForms also keeps the IT costs down compared to bespoke IT projects. This is because forms are easy and quick to develop and importantly they're also easy to maintain because it doesn't require costly IT skills to change wordings or add new questions when making amendments in the future.

Below we list the principle sources of business savings from online service forms.

1. Data collection savings

When forms are filled in on paper, then typed into a computer system, Toplevel OfficeForms electronic form filling creates two major cost saving opportunities.

1. The cost of the time taken to enter information onto the computer can be saved by transferring information directly from the electronic form into the computer system.
2. The cost of transcription errors is saved. Inevitably, with a paper-based system, some information will be mistyped into the computer. Incorrect prices, dates or addresses can have serious consequences for some business processes.

2. Increased accuracy

Toplevel OfficeForms ensures forms are filled in correctly from the start by using techniques such as mandatory fields. Paper forms can not do this and, consequently, have a high rejection rate of around 25%. When a paper form is rejected, someone has to return them to the originator to amend - a very expensive process.

3. Prepopulation saves time

Prefilling a Toplevel OfficeForms electronic form with a member of staff's name, location and number, removes the tedious job of filling in this information every time a form is completed. This feature is well received by staff and encourages them to move away from paper onto new electronic ways of working.

4. Prefilling with data from the previous form

This applies where people regularly submit similar forms. For example, if someone does the same trips each month, then they probably put in similar expense claims each month. The ability to start this month's claim with last month's, and just change a few sections, saves time and money.

5. Prefilling form 'sets'

Sometimes the same information has to be filled in on a set of forms which can be tedious and time consuming. Toplevel OfficeForms electronic forms save time and money by asking for the information once, then automatically inserting it into the rest of the forms in the set.

6. No more lost forms

The loss of important paper forms could have high cost implications. Toplevel OfficeForms electronic forms can not get lost. They are held safely in the system and can be printed as needed.

7. Big savings on print costs

Toplevel OfficeForms generates minimal amounts of printed material. In contrast, paper systems carry very high print costs, particularly where print jobs, such as multi-part sets, are outsourced. If the paper form layout changes, there may be the additional cost of throwing away existing stocks.

8. Lower distribution costs

Toplevel OfficeForms can be distributed to branches or regional offices at the touch of a button. In contrast, the cost of sending out paper forms can be high. In addition to postage costs, there are other costs, such as the time taken to stuff the envelopes, write the addresses and deliver for postal collection.

Improved Ways of Working:

9. Faster distribution improves customer service

Toplevel OfficeForms move around the organisation faster than paper forms, so service times can be shortened. This can be crucial to some business processes. Benefits vary, from 'fast action saves lives', to improving customer service.

10. Easier analysis

Analysing information on paper is time consuming, whereas, information on Toplevel OfficeForms electronic forms can be easily extracted for analysis. It is easy to sort and search the various types of claims to look for patterns and possible cost savings.

11. Faster access to information

Storing forms electronically gives authorised users easy access from their desktops, rather than having to search through a filing cabinet.

12. Greater legibility

Toplevel OfficeForms electronic forms are easy to read. Handwritten forms are difficult to read, giving rise to errors and queries.

Product Details | Cost Savings

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