Secure e-Statements

Automated secure content delivery: Examples include pay stubs, invoices, statements, financial & banking reports & transactions, price books.

Why Professionals Use Secure e-Statements

Today, most professional services organizations manually create and print invoices, statements or confidential notices, place them in envelopes, and mail them to clients.

Secure e-Statements automates and securely delivers any kind of high volume emails and attachments overnight, that were previously sent by PDF, mail, fax, or courier.

• Securely emails any kind of statement including confidential invoices, pay stubs, confirmations, or notices directly to external recipient existing inboxes.
• Guarantees delivery of statements and provides proof that the statement was received by individual recipients.  Prevents statements such as “Sorry, I never received it” or “It got stuck in spam” and significantly shortens payment and notification cycles.
• Eliminates the need for building a secure portal where clients link through to a website and have to remember logins and passwords to access their information. Now, all relevant information is securely delivered via email or attachments to clients without the need for additional steps and linking outside their inboxes.
• Provides an immediate savings of 80% or more by eliminating waste and costs associated with creating, printing, mailing or faxing invoices or notices.
• Supports green initiatives and qualifies organizations for carbon credits or an Energy Star rating from the EPA.

How does Secure Automation and Content Delivery work?

e-Statements is bundled with Email Encryption Plus and all its features and benefits apply.

• e-Statements’ API automatically extracts statement details from any third party database used by professional services organizations.
• Content is generated in a format that is ready to be sent directly to clients’ existing inboxes via encrypted email (within the body of the encrypted e-mail or by attachment).
• High volume e-mails and attachments can be released to recipient inboxes outside normal business hours in a ‘lights-out’ operation.
• Securely deliver thousands of automatically-generated overnight e-mails which could include employee pay stubs, invoices, account statements, financial and banking reports and transactions, health claim transfers,  price books.
• Email Encryption Plus features are used to guarantee email delivery and track and prove when an invoice has been received, read, printed, saved or deleted.
• Data Leak Prevention features are used to authenticate recipients, and set recipient permissions including limitations for replying to, forwarding, saving or printing emails and attachments.

Significant Reductions in Costs and Carbon Footprint

Organizations concerned about paper consumption have traditionally relied on fax or PDF distribution of monthly statements.

Secure and fully automated,  e-Statements’ powerful set of APIs allows the organization to connect any existing application or engine such as ERP, HR or custom applications. Every transaction currently produced as a PDF, or at worst, printed, can now be securely delivered electronically without any changes to existing internal workflow. An immediate cost savings of 80% or more is realized by eliminating costs associated with printing and mailing or faxing monthly statements.  Individual transaction costs are reduced from an average of $1.50 to a few pennies. On average, customers save more than $11,500 per month for every 10,000 statements.

Used for e-billing purposes, a reduced processing and collection time of about 10 days can be realized compared to the process of manually creating, printing and mailing every invoice. Every statement is delivered securely to every stakeholder’s existing mailbox, using their existing email address.

The Secure Messaging Platform allows an organization to fully track not only when the information was received and read, but also track if it was printed.  Gone are the days where clients claim to not have received overdue invoices.  And information sent to the wrong person can quickly be recalled, even if already read by the recipient(s).

By eliminating paper consumption related to regular distribution of information, an organization can communicate and demonstrate to their clients that they are actively participating in protecting the environment. Providing recipients the option to ‘self print’ their statements directly from their secure mailbox has shown a reduction in paper consumption of more than 80%. Distributing information via secure email to large groups such as when sending employee statements or client invoices and statements, significantly reduces the organization’s environmental footprint (paper production, logistics, fuel for couriers and regular mail carriers). An organization’s corporate ‘green image’ is enhanced and may qualify for carbon credits or an Energy Star rating from the EPA.

Illustration Example & Benefits: e-Statements delivers pay stubs

• Securely emails pay stubs, T4′s or W2′s, and any other confidential notices to employees – using the same security technology as internet banking.
• Because Email2 is compatible with any platform, e-Statements also sends pay stubs and other notices to an employee’s own personal email address such as Yahoo or Gmail. Eliminates the need for assigning a corporate email address to every employee – which is not always feasible for non-office or non-professional workers.
• Allows employees to print the pay stub on demand.
• Replaces PDF files so there are no documents saved on the employee’s desktop at home or at work. Reduces the risk of losing unsecured confidential employee information which the organization is responsible for protecting.
• Allows employees to ask questions about their notices by engaging in a secure and asynchronous email dialogue with HR or Payroll. Eliminates the need for phone support or challenges with phone tag, long phone queues, and time zone differences.
• Provides employees with the ability to manage their personal information or changes (such as name, address and phone number) in the Account section of the web Secure Message Center.  Email2′s API automatically updates the HR or payroll database with the changes.
• Allows HR or Payroll to track employee actions after the pay stub is sent.  Track (and prove) if the notice was received, read, or printed. Generates monthly reports for HR on the fly.
• Provides HR or Payroll with recipient controls features including preventing the employee from forwarding the pay stub; or completely recalling any pay stubs sent in error – even after the employee has read the email and accessed the pay stub.
• Fully integrates with existing accounting/HR/Payroll databases means no infrastructure change for the organization.
• Automates workflow for HR or Payroll. Provides capability to trigger ‘Send’ command in batches.
• Email2′s API creates a secure employee login form directly on the organization’s intranet or website. Provides employees with direct access and login to the Secure Message Center (web private mailbox).
• Provides an immediate savings of 80% or more by eliminating waste and costs associated with creating, printing, mailing or faxing invoices or notices.
• Supports green initiatives and qualifies organizations for carbon credits or an Energy Star rating from the EPA.