Mail-Shop is the leading Direct Mail Order Management System that meets the needs of companies providing Direct Mail services. Mail-Shop is Quick-to-Install’ and Easy to Use’.

If you are serious about making bottom line improvements to your operation, or just want to keep better track of your jobs and postage, Mail-Shop is built for your business.

Mail-Shop is available in a wide-range of packages designed to meet the specific needs and budget of your organization. Additionally, our on-site configuration and training ensures that you begin streamlining your organization and cutting costs immediately. Mail-Shop is an open system that provides your organization with maximum flexibility for customizing the application to meet your business needs. Moreover, this flexibility has provided our customers with the ability to begin entering estimates and orders within days of completing the implementation and training.

Mail-Shop has helped our customers by addressing the following issues:

  • Duplicate data entry
  • Production planning and job scheduling
  • CRM tracking customer calls and setting reminders
  • Slow turn around on invoices
  • Postage reconciliation
  • Inaccurate inventory
  • Providing information and reports for management decisions
“Mail-Shop increased our sales by 20% without hiring any new front-office staff. It has increased our profitability and our bottom line has never been better! I also get vital information about my company at the touch of a button which allows me to make better decisions about my business. In short, Mail-Shop gives us the tools to make more money while working less. It has made a huge difference to our company, and I sleep better at night.”
  • Emmet Marshall II
  • President, Mail-Ad
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Introduction

Mail-Shop is the industry leading business management software, designed specifically for Direct Mail Companies. Mail-Shop was designed to help you manage your workflow at the point where it comes into your company, through to the point that you deliver the completed project and invoice your customer. Mail-Shop is a powerful but user-friendly tool designed to help improve your company’s productivity and efficiency.

Use the menu on the left to view specific details about the many features available in Mail-Shop software.

With Midnight Fulfillment you can provide your customers with:

  • Secure online storefronts
  • Online reports
  • Email event notifications
  • Order status and package tracking
  • Accurate, real-time inventory count

While you enjoy:

  • Out-of-the-box, industry standard workflow tools
  • Low-cost, hosted SAAS delivery model
  • Accurate, transaction-based inventory tracking
  • Easy to configure storefronts
  • Stanadard managerial reports

Estimates

Mail-Shop Estimating allows you to create, update, track, and send comprehensive and professional estimates to your customers and prospects. You will be able to build an estimate with the Mail-Shop standard service pricing matrix, and then customize the estimate as needed for the customer or the specific project. A major benefit is reduced data entry all of the information you enter in the estimate will transfer to a work order with a single click.

Features of Mail-Shop Estimates include:

  • Create a complete yet comprehensive estimate in under 2 minutes
  • User-friendly wizards guide you through complex service pricing
  • Email estimates directly to your customers from the system
  • Estimate single or multiple quantities
  • Automatically estimate postage
  • Track and manage estimate status and dispostion
  • Provide postage estimate as needed
  • Quickly copy existing estimates and orders to a new estimate

Order Management

Mail-Shop Order Management assists you in the creation and tracking of orders and jobs as they flow through your shop. The order management module utilizes the same services and wizards that were used to generate your estimate pricing as instructions for your work orders. Your Customer Service team can build work orders with instructions broken out by user-defined departments and attach materials required for each job. Work order reports communicate all necessary information to operators, production management, and warehouse personnel.

Features of Mail-Shop Order Management include:

  • Single-click creation of order from estimates allows all data to be transferred from estimate
  • Copy existing work orders to save time on repeat jobs
  • Link required material components to be used on the job
  • Enter department-specific job instructions
  • Print job jacket documentation (work orders, staging tags, materials requisition, etc.)
  • Build multiple package or version jobs into a single work order
  • Track postage affixed on the job
  • Link pertinent documents to the work order for others to view
  • Track order progress through your shop
  • Create invoices directly from the work order details

Inventory Management

Mail-Shop Inventory Management provides you with the tools needed to effectively and efficiently manage the flow of your own and your customers materials in your shop. Combined with our Palm Inventory and Online Customer Service Module (OCSM), users can give their clients real-time access to inventory levels in your warehouse. Mail-Shop helps you establish and abide by workflow procedures that can eliminate many of your inventory headaches, including lost or misplaced inventory, handling leftover materials, and better utilizing your warehouse space.

Features of Mail-Shop Inventory include:

The ideal solution, online storefronts allow individuals to create an order directly into the system

    • Batch inventory receipt of multiple materials
    • Streamlined material receipt process
    • Detailed material movement tracking reports
    • Warehouse location management
    • Pickup/Delivery report creation for drivers
    • Available inventory and many other inventory analysis reports

Service Pricing

One of the main benefits of implementing Mail-Shop is consistent and standardized pricing. The services or tasks that your company performs for clients have base and minimum pricing attached to them, along with possible volume discount percentages. For more complex services, Mail-Shop Pricing Wizards allow you to configure series of factors to help build the price for exactly what you are doing for the customer.

Features of Mail-Shop Pricing include:

  • Standard service price list
  • Powerful pricing wizards allow for variable pricing
  • Service Pricing Matrix and Pricing Wizards are customized for your company
  • Volume discounts for each service
  • Customer specific pricing
  • Ability to update prices on estimates and orders as needed

Invoicing

Mail-Shop provides the tools and details required to invoice your customers directly from the Order Management module. Once the job is complete in your shop, and has been dropped at the PO or delivered to the client, you can choose from several versions of invoice report formats for your customers.

Features of Mail-Shop Invoicing include:

  • Uses the detail built in the work order as the source for invoice details
  • Fully detailed invoices showing services, postage and instructions
  • Summarized invoices showing only department totals
  • Email invoices directly from Mail-Shop
  • After invoicing, can link invoice information to several leading accounting programs

Advanced Postage Accounting

Mail-Shop SQL provides advanced postage accounting tracking of customer postage funds as they travel through your company. You will be able to track funds received from customers and apply them directly to several different jobs, or hold them in an escrow account for future jobs. Detailed reports allow for quick analysis of customer postage account balance and status.

Features of Mail-Shop SQL Postage Accounting include:

  • Receive customer postage advances 
  • Track customer escrow balances
  • Apply leftover funds to services balance 
  • Refund leftover customer funds or escrow balance
  • Earmark/reserve postage funds for specific orders
  • Track postage device inventory

Purchase Orders

Mail-Shop allows you to create and track purchase orders that may be for general purchases as well as for purchases specifically related to an existing order. When purchase orders are connected to orders, they provide valuable information for the calculation of overall job profitability. Using the Mail-shop purchase order system also allows you to take control of company and departmental purchases.

Features of Mail-Shop Purchase Orders include:

  • Link cost of purchased items to work orders
  • Manage and maintain important vendor information
  • Select specific inventory items to be purchased from vendors
  • Push purchase order line items to work order line items
  • Email purchase orders to vendors directly from Mail-Shop

Accounting Integration

Mail-Shop has been developed to easily integrate accounting information to several accounting packages. Mail-Shop will allow for the export of detailed invoice and postage receipt information to your accounting system, so that your accounting staff will not waste time entering invoices manually. Not only can this save a great amount of time, but it can also significantly reduce keypunch errors.

Mail-Shop integrates with the following leading accounting packages:

  • QuickBooks
  • PeachTree
  • MAS90
  • Great Plains
  • AccPac
  • Simply Accounting
  • BusinessWorks
  • DACEasy
  • SAP

Customers

Mail-Shop provides a valuable tool not only for simply storing customer address and contact information, but also for managing your customer and prospect relationships. The CRM Module allows users to schedule calls, emails, and appointments with customers and prospects, along with reminder pop-up windows. All activities can also be recorded so that you can track valuable customer information via historical calls, emails, and direct discussions.

Features of Mail-Shop CRM/Customers include:

  • Customer records with multiple contacts and addresses
  • Customer Type designator to differentiate between customer and prospect records
  • Schedule appointments for CSRs and Sales Reps with alarm reminders
  • Automatically log customer email communications in contact history
  • CRM Activities List provides customer service daily to-do list
  • Enter customer specific pricing

Production Management

Mail-Shop helps you plan for and manage the flow of jobs through your shop. Jobs are visible through a variety of tools on screen and printed reports that serve as a centralized resource for your staff. Through the use of the Mail-Shop Job Board as well as an on-screen schedule, Owners, Production Managers, CSRs, and other staff have a quick, interactive view of summary information on jobs and tasks currently in-house at their fingertips. This information is vital to answering customer inquiries and making decisions on production capabilities and priorities.

Features of Mail-Shop Production Management Include:

  • Interactive Job Board displays all In-house jobs, including status
  • Dynamic sort and view options on Job Board
  • Quick Link from Job Board to job detail and schedule information
  • Simple Indication of tasks and jobs completed (includes real-time link from the Virtual Kiosk)
  • Production Reports and Schedules
  • Provides tools for Production Planning Meetings
  • Manage completion of individual tasks within orders
  • Quick update of job quantities from a centralized location

Scheduling

The Mail-Shop Scheduling Module is designed for organizations that need to optimize the production planning and scheduling functions.

The Direct Mail industry needs flexibility in scheduling jobs and responding to customer demands. The Mail-Shop Scheduling Module has been designed specifically for the Direct Mail industry, making it easy to quickly change schedules in response to daily mailing deadlines.

Features of Mail-Shop Scheduling Include:

  • View jobs by task
  • View all jobs scheduled to drop in the week 
  • View color coded job priorities
  • View Schedules by month, week, job, and task
  • View pertinent information for all jobs on the schedule
  • Easily change schedules
  • Quickly link to details of the job
  • Generate hardcopy schedules and reports

Job Costing

Mail-Shop offers two variations of Job Costing depending on the version (Access or SQL Server) of Mail-Shop your organization selects. Both versions allow you to track total employee time and the time logged against a job to determine profitability. The SQL Server version also provides the ability to capture productivity rates by employee, machine, and shift to assist your organization in evaluating production staff, management, and pricing of services.

Features of Mail-Shop Job Costing include:

  • Maintain employee time records for payroll
  • Analyze employee productivity
  • Calculate profitability of a job
  • Analyze pricing models and variables
  • Monitor job costs through detailed reports 
  • Optimize labor costs by leveling resource allocation

Reporting & Analysis

Mail-Shop provides you, as the owner, with tools to analyze your revenue streams, labor costs, and profitability of customers/clients. This information can assist in you in justifying additional capital expenditures, target highly profitable clients, and discover your most productive employees.

The built in reports also assist your staff in managing their projects as well as answering customer requests.

Features of Mail-Shop Reporting include:

  • Manage prospects and customers for marketing opportunity
  • Analyze employee productivity
  • Calculate profitability of a job
  • Analyze pricing models and variables
  • Review sales figures and comparisons by customer, job and service
  • Manage purchasing, customer postage, inventory, job issues and production
  • Readily print, email or export all report data

Palm Inventory

Mail-Shop Palm Inventory provides a method for extremely accurate tracking of inventory usage and movement in your warehouse. The Palm Inventory Unit complements the Mail-Shop Inventory Management System by streamlining the Inventory Tracking process.

Features of Mail-Shop Palm Inventory include:

  • Allows for mobility around the warehouse
  • Print barcoded labels for warehouse locations and inventory items
  • Transaction report to review before committing transactions to inventory
  • Includes handheld Palm Unit designed for warehouse environment
  • Ability to move, subtract, and add inventory as transactions occur

Shop Floor Data Collection

The Mail-Shop Shop Floor Data Collection (SFDC) system provides Direct Mail companies with a cost effective means for capturing real-time Timesheet and Job Tracking data on the production floor. Utilized in conjunction with the SQL Server version of Mail-Shop, SFDC collects immediate Job-Costing data, which is available to management for profitability and productivity analysis. SFDC also functions as a Time Clock Data Collection system, where employees utilize the system to log hours for payroll purposes.

The Shop Floor Data Collection system utilizes standard Barcode Scanners connected to computer workstations running on an organization’s local area network.

Features of Mail-Shop Shop Floor Data Collection include:

  • Time clock data capture
  • Capture employee break time
  • Payroll reporting
  • Job-costing data capture
  • Productivity analysis by employee and shift
  • 2 standard supplied barcode scanners
  • Utilization of networked computers as collection points
  • Supports multiple shifts in multiple locations
  • Differentiation between production and non-production time 
  • Job profitability analysis

Smartphone Applications

Query Anything provides users with mobile access to critical business information.

Query Anything is an agile and easy-to-use application that transforms your Apple Iphone, Apple Ipad, Android phone, BlackBerry phone into a flexible tool for querying your company’s database.

Query Anything is an indispensible tool for owners, managers, and IT groups who need more information at their fingertips, anytime, anywhere. It is also perfect for supplying key people with up-to-the-minute progress reports on sales data, production stats, accounting info, transactional data, inventory levels, and more. Take your information sharing and reporting services to the next level today with this powerful app.

Query Anything requires the purchase and installation of a server-side component that will provide for the connections to your database. This module, which is easily configurable, is available for all SQL Server databases.

Once the server-side component is installed, Query Anything will link to your Mail-Shop, Digi-Shop, or Midnight SQL Server database, allowing you to navigate your data, view critical benchmarks, and make key business decisions based on up-to-the-minute information.

Includes the following features:

  • Complete set of powerful management reports, ready to use
  • Email any report from right from your smartphone
  • Define user groups and privileges for each report
  • Create personalized reports for anyone to view on their smartphone or the web
  • Create and customize your own reports using native SQL views

To deploy the server side component – Query Anything requires either Midnight or Mail-Shop/Digi-Shop SQL v8.3 or higher, and a Microsoft Windows Server running IIS and Asp.net.