For years, businesses have relied on manual mailing processes—printing, packaging, labeling, and dropping off documents at the post office. It’s a tedious, time-consuming task that often gets overlooked when companies seek automation. While email and digital communication have taken over many aspects of business, postal mail remains a necessity for invoices, tax forms, compliance documents, contracts, and more. With Smartes’ NetSuite mailing solution, businesses can send physical documents as easily as sending an email—directly from NetSuite. Whether you need to send a single contract, batch mail hundreds of invoices, or run a mass marketing campaign, Smartes makes the process fast, effortless, and error-free.
This blog will explore just how easy it is to send mail using Smartes’ NetSuite mailing solution. We’ll walk through the three simple ways to send documents and help you determine which method is best for your needs. Additionally, we’ll address common misconceptions about automating business mail and explain why they no longer apply in today’s automated landscape. Finally, we’ll discuss how Smartes’ mailing solution enhances both business efficiency and customer satisfaction, ensuring professional and reliable mail delivery every time.
Common Misconceptions
Many businesses hesitate to automate their mailing processes due to concerns about cost, complexity, or necessity. Let’s address some of the most common concerns and explain why they no longer apply.
#1: “Automating mail is too expensive.”
Many companies assume that mailing automation requires a costly investment in software, hardware, and ongoing maintenance. However, Smartes’ NetSuite mailing solution actually reduces costs by eliminating the need for manual printing, postage errors, and labor-intensive tasks. With automation, businesses no longer have to purchase materials for mailing nor do they need employees spending hours handling outgoing mail. The overall cost savings far outweigh the initial investment, making automation an affordable and strategic move.
#2: “Implementing a mailing solution is too complicated.”
A common fear among businesses is that automating mail will require significant IT resources or a steep learning curve. In reality, Smartes’ integration is designed for simplicity. There’s no need for specialized training, and because it works directly within NetSuite, users can continue using the platform they already know. Setup is straightforward, and sending mail is as easy as clicking a button—no complex configurations or additional software required.
#3: “We don’t send enough mail to justify automation.”
Even businesses with low mailing volumes benefit from automation. Manually handling even a few documents per day adds up over time, leading to inefficiencies, lost productivity, and potential errors. Automating your mailing process ensures accuracy, saves valuable employee time, and guarantees professional, timely document delivery—no matter how frequently you send mail.
#4: “Customers prefer digital communication, so we don’t need physical mail.”
While email and digital documents are widely used, physical mail is still required in many industries. Regulatory documents, compliance notices, and legally binding contracts often must be sent through postal mail. Additionally, some customers and businesses still prefer printed documents for record-keeping, security, or personal preference. Rather than replacing postal mail, automation enhances it, ensuring that businesses can meet all customer and compliance needs effortlessly.
How Smartes’ NetSuite Mailing Solution Works
1. Send Mail Directly from a NetSuite Record
- Open an Employee, Customer, or Vendor record in NetSuite.
- Select the document you want to mail from the Letter field.
- Click Save, then hit the Send Mail button.
- The document is printed, packaged, and mailed automatically.
Best For: Sending tax forms, contracts, or individual invoices to employees, customers, or vendors without leaving their NetSuite record.
2. Batch Sending via the NetSuite File Cabinet
- Upload multiple documents to the Postal Mail folder in the NetSuite File Cabinet.
- Review and verify that all files are correct.
- Select the Postal Mail folder and click Send.
- All documents are processed, printed, and mailed in one batch.
Best For: Businesses that need to bulk-mail invoices, compliance documents, or company-wide announcements to multiple recipients at once.
3. Drag-and-Drop List View Sending
- Open a customized list view of recipients (such as Employee Letters or Customer Notices).
- Drag and drop the correct document into each recipient’s Letter field.
- Click Send Mail for the entire list, processing everything in one step.
Best For: When you need to quickly assign different documents to multiple recipients and send them all at once.
How the NetSuite Mailing Solution Improves Customer Satisfaction
Faster, More Reliable Deliveries
Customers expect invoices, tax forms, and contracts to arrive on time. Delays can lead to missed payments, compliance issues, or frustration. With Smartes, mail is sent promptly and accurately, preventing these issues and ensuring smooth business operations.
More Professional and Secure Communication
When customers receive official documents in a polished, professional format, it enhances your business’s credibility. Automation ensures that all documents are printed and mailed correctly, eliminating the risks of misplaced, damaged, or illegible documents.
Better Compliance and Accountability
In many industries, mailing certain documents isn’t optional—it’s required. Automating the process ensures timely and compliant delivery, reducing the risk of non-compliance and maintaining business integrity.
Transform your Mailing Process with the Smartes NetSuite Mailing Solution
Manual mailing processes are more than just an inconvenience—they drain time, increase costs, and introduce unnecessary risks of human error. In a world where businesses strive for greater efficiency, relying on outdated mailing methods can hold you back. However, Smartes’ NetSuite mailing solution eliminates these challenges, allowing businesses to automate and streamline their postal mail operations with just a few clicks.
By integrating seamlessly into NetSuite, this solution makes sending physical mail as simple as sending an email. Whether you need to mail individual invoices, batch-send compliance documents, or distribute important customer communications, Smartes provides an intuitive, scalable, and cost-effective solution that adapts to your needs.
Companies that embrace mail automation will not only save time and resources but will also enhance customer satisfaction, ensure regulatory compliance, and create a more professional business presence. With fast, reliable, and error-free mail delivery, your organization can focus on what truly matters—growth, customer relationships, and operational excellence.
Now is the time to future-proof your mailing process. Stop wasting time with manual mail and start automating today. Contact us to learn how you can install this solution in your NetSuite environment.