Automated vendor and customer communications is essential to increase efficiency and cash flow, and reduce costs. It’s not possible, however, unless you replace missing email addresses in your customer and vendor master data. If you are missing email responses to your automated communications it could be that you have invalid, incorrect or stale email addresses in your customer and vendor master data. You can uncover and correct problems with email addresses. The place to start is with a thorough cleansing of your master data.

Cleansing Application

Invalid, incorrect and stale email addresses in customer and vendor master data can lead to problems, additional costs, disputes, unauthorized deductions, and upset customers. It can also keep you from reaching all your vendors and customers with automated communications. If you think you are missing emails, then a data cleanse could help identify and fix problems.

A software tool like BriteVerify can be used to cleanse your master data. It is an email validation application, which you can run your master data through to discover emails which are no longer active or valid.

Pitfall of Using Personal Email Addresses

When a vendor or customer contact quits, or is fired or laid off, you may not always receive notification of a change, and if you provide a self-service portal for customers, they may not always update their master data. It is a real problem when there is a change and you only have personal email addresses for AP and AR contacts, because you now have no email addresses.

You then have to spend the time and effort to obtain new contact information. When this happens, be sure to get company email address for your AP and AR contacts such as AP@XYZco.com and AR@ABCco.com.  You can also get personal email addresses for your contacts.

Don’t suffer through the problems created by missing, incorrect, invalid or inactive email addresses. Cleanse your master data to replace inactive email addresses and fix invalid ones to keep your customer and vendor master data up to date.

Automating business processes is not as daunting a task as you may think. With a connected accounting solution for your AR and AP teams to coordinate work with customers and vendors, you can go digital and enjoy the benefits of office automation.

Lockstep, a leader in cloud-based connected accounting solutions, can help you boost productivity and optimize cash flow with:

  • Digital Onboarding – Collect master data directly from your customers and vendors
  • Accounting Inbox – Make it easy to divvy up work and track progress
  • Smart Automation – Automate menial task with accounting integration
  • Online Accounts – Give customers and vendors online access to their accounts

Lockstep is an experienced software partner that can help you increase efficiency and accelerate cash flow.

If you would like to learn more about how you can benefit from connected accounting solutions, please contact Lockstep at www.lockstephq.com.