The Kolmeo platform transforms property management. Micro Image powers the Kolmeo back-office with Inbound Mailroom and Intelligent Document Processing.
Challenge
Kolmeo, a smart platform for real estate agents across Australia, required an outsourced solution to manage their physical inbound mail, invoices, and property-related correspondence efficiently. Their goal was to remove all manual handling of documents and gain efficiencies from the application of an outsourced back-office document process. Documents are time-sensitive, so they needed a solution that ensured fast turnaround and accurate processing.
Solution
- Daily Mailroom Digitisation: Each day, incoming physical mail, including invoices and correspondence, is sorted, scanned, and indexed. Every document is indexed under the relevant real estate agent, ensuring fast retrieval for ongoing processing.
- Utility and Body Corporate Invoice Management: Kolmeo handles utility bills, body corporate fees, and other property-related documents by processing them and storing them in a secure cloud-based system. This ensures all critical documents remain accessible anytime.
- Automation of Document Classification: Auto-classifying documents and automatically extracting key data has removed the need for manual data entry. With all mail handling, sorting, and categorisation fully outsourced, the team at Kolmeo is free to focus on other core business activities.
- Surge Management: Normally about 2,500 invoices and 700 pieces of correspondence are digitised monthly. These volumes can fluctuate at peak periods (e.g. issuing of council rates notices and key utility provider bills). Outsourcing the end-to-end process solved this demand issue, ensuring same-day turnaround regardless of volume.
Outcomes
- Enhanced Efficiency: Same-day outsourced processing allows Kolmeo staff to remain focused on other business-critical tasks.
- Improved Accuracy: The digitisation process includes 3 quality assurance steps, reducing errors and ensuring documents are accurately indexed and easily retrievable when needed.
- Cost Savings through Intelligent Document Processing: Outsourcing this process has increased Kolmeo’s operational efficiency and reduced costs. With high-speed digitisation and automated data capture included in the solution, the savings were significant enough to redeploy two FTE to other critical roles.
Kolmeo says: “Outsourcing the mailroom has saved time, resources and money. It’s just more efficient given the high-speed digitisation, automated capture and auto classification of documents.”
Read the Micro Image x Kolmeo case study.
