Savills
4,500 property documents sent without printers or franking machines
Savills is a FTSE 250 real estate services firm that relies on timely, accurate communications with tenants and landlords. By moving 4,500 monthly invoices, credit notes and remittances to Postworks’ hybrid mail service, Savills replaced unreliable printers and franking machines with a faster digital workflow.
The Challenge
Unreliable office equipment was delaying essential property communications
For Savills, outgoing post was a business-critical part of property management. Every month, thousands of invoices, credit notes and remittances needed to reach tenants and landlords accurately and on time to support cash flow, maintain strong client relationships and keep financial processes moving. The team printed each document onto headed paper, waited to use the envelope inserter, passed every envelope through the franking machine and then completed a physical trip to the post office.
Even routine daily post took between 15 and 30 minutes to process, while monthly invoice runs consumed five to six hours. Quarterly runs could take at least a full working day. When the folder inserter failed, employees from across the office were pulled away from their usual responsibilities to fold and stuff envelopes by hand. Time that should have been spent improving service, protecting margins and supporting growth was instead lost to repetitive administration and unreliable machinery.
A closer look at the results
4,500 documents processed every month
Invoices, credit notes and remittances are now sent digitally.
Hours of postroom work removed
Clear visibility over every letter
Savills can now check the progress and history of its post
The Turning Point
Rising equipment costs made manual post unsustainable
Franking machines had originally offered Savills a practical way to reduce postage costs, but the wider expense of the process was becoming increasingly difficult to justify. The equipment occupied office space, required regular consumables and came with maintenance contracts, rental charges and top-up fees.
Every document still depended on employees operating several pieces of machinery before someone physically took the completed post to the collection point.
Savills began looking for a simpler process that would reduce both cost and administration without creating additional complexity for its teams. An internal IT contact introduced Postworks, and a tailored demonstration showed how the service could process complex system outputs, apply letterheads, add attachments and manage different document layouts automatically. It also provided reporting and visibility that traditional franking equipment could never offer, making the case for change clear.
“Postworks offered a solution and it does what it says on the tin. We are so much happier using Postworks. If a client needs last-minute batches posting, we can just say yes and fulfil the job with a few clicks.”
Neil UnworthHead of Property Management, Savills
The Outcome
Savills now sends high-volume post in a few clicks
By switching to Postworks, Savills has replaced ageing printers, envelope inserters and franking equipment with a digital postal process that is faster to manage, easier to monitor and able to support changing workloads.
Key Results
⏱️ Invoice runs take less staff time
High-volume monthly and quarterly mailings are completed without hours of printing, folding and manual envelope preparation.
📊 Every mailing is easier to track
Teams can review current and historic batches, providing clearer oversight than traditional postroom equipment allowed.
💷 Equipment and processing costs are reduced
Savills no longer relies on franking consumables, maintenance contracts, top-up fees and repeated machine repairs.
🏡 Post can be managed from any location
Digital workflows keep important tenant and landlord communications moving when employees are working away from the office.
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