FAQ - Frequently Asked Questions

It's simple: we print, process and send documents for companies and organizations. Most of our customers use our services to print, process and send mail. These are:

• Statements and invoices,
• Personalized letters,
• Mail merge lists,
• Payment requests,
• Utility bills,
• Newsletters, inserts and leaflets,
• Calendars,
• Gifts,
• Mandates,
• Car service campaigns,

The absolute best way to find out if we can help you with your printing, processing and shipping tasks is to contact us with an inquiry.

Of course! We have a lot of experience in this area. Just contact one of our team consultants or via contact form. After determining the details, we will send you an offer tailored to your needs and the needs of your tenants. Remember that you only pay for services provided. Your tenants will be served in a professional manner, using all elements of maintaining the confidentiality of correspondence.

Of course! Geography is neither a problem nor a limitation. Your headquarters can be on any continent. Our tariffs and postal fees are more favorable for customers who want to send correspondence around the world from Poland rather than from the country where they are based. By sending us electronic correspondence via secure servers:

• we will print it according to your instructions,
• will be enclosed in previously prepared company envelopes,
• we will charge postage,
• will be sent to the indicated addresses,
• after sending you will receive confirmation of sending.

We guarantee that thanks to this solution you will pay much less than in your home country.

Even today, but it's entirely up to you. Once you contact us, discuss pricing and decide to give it a try, we'll ask you to send us an actual file to test - this process is of course free of charge or obligation. Once you have approved your sample, it is up to you to give us permission to start printing, processing and shipping. You set the pace yourself.

Of course! We have extensive experience in this area. Just contact one of our team consultants or via contact form. After determining the details, we will send you an offer tailored to your needs. Remember that you only pay for services provided.

All files or ready-made lists we receive have a guaranteed processing time of 24 hours. Files received by 8:00 a.m. are printed, processed and sent the same business day. Letters collected from customers are delivered to the post office on the same day, regardless of the collection time.

Of course! In addition to electronic orders for printing, processing and sending correspondence, we also collect ready correspondence from customers. We can register such correspondence, prepare lists, send books of registered letters, prepare the so-called yellow confirmation of receipt - whatever you wish - and deliver it safely to the post office. You can also provide us with correspondence prepared completely to be taken and posted at the post office.

Of course it is! If different locations are located in Warsaw, the correspondence may be collected by our courier. When there is no need for personal collection, and the locations are outside Warsaw, you can use the Printing and Mailing Services service, sending it to our server for further processing.

Yes, all our customers save time and money by outsourcing their printing, processing and shipping. This is because we specialize in what we do and have spent years perfecting the process from start to finish. The truth is that we have the knowledge, machinery, specialized staff and supplies to ship documents more efficiently than you can. By using the help of experts and specialists, you not only make the most effective choice for your company, but also free your own staff from tedious work to perform more important tasks at a higher level.

We have worked with dozens of companies over the years and can help anyone who needs to regularly send documents to customers, such as bills, invoices, statements, newsletters, notices, leaflets, regulations, anything else.

More specifically, we have worked with the following types of companies and organizations:

• Homeowners and housing communities,
• Hospitals, clinics, laboratories, medical centers and doctor's offices,
• Property management companies,
• Rental agencies - real estate, equipment and consumer goods,
• Utility providers (water, electricity, telephone, etc.),
• Internet service providers,
• Newspapers, radio stations and other media,
• Banks, credit unions and lending companies,
• Financial companies and investment companies.
• Debt collection companies,
• Technology companies,
• Hardware stores,
• Pool and landscape maintenance companies,
• Dry cleaners,
• Non-profit Agencies,
• Website developers,
• Car manufacturers,
• Car showrooms.

Although we are based in Warsaw, Poland, we serve clients throughout Europe. Therefore, geography is not a problem or limitation. As a postal operator, we guarantee that your mail will reach its destination very quickly and as cheaply as possible.

Outsourcing abroad may, in certain circumstances, take away jobs from people or compromise the quality of products or services. However, you don't have to worry about any of these problems when you outsource your correspondence with BackOffice Outsourcing because we specialize in printing, mailing and processing. We can actually do the job faster, better and more accurately than most companies can in-house. We do this so that your employees can focus on more lucrative tasks.

Of course we can! The software and printers we use to print, process and send all kinds of documents enable us to create a more pleasant, clear and informative format.

No problem! The minimum volume that is most economical for both BackOffice Outsourcing and our client is 100 pieces per month. Experience and data show that less than 100 units per month will not benefit either party. Our current clients send from 100 to 80,000 letters per month. This allows us to offer exceptional, personalized customer service and ultra-fast response and turnaround times that larger outsourcing providers often cannot provide to smaller clients.

No problem! If you give us enough time to prepare, we will even help you test your new software. Some of our customers undergoing software changes find it helpful to run statements and invoices in both the old and new software versions to ensure a smooth transition. We'll be happy to help you with the change and make sure your updates don't impact your shipments in any way - just let us know what's going on.

Of course we can! Just contact us before printing, processing and sending your invoices and statements. Tell us the message you want to selectively include, and specify which messages you want to include it in. If you want to make sure your "message" is in the right place and in the right mailings, simply review your documents online before committing them to printing and processing.

We are waiting for such challenges, It's no problem! The scope of service is decided by the contractor. Documents to be sent can be sent in the form of files placed on a secure server, traditionally in paper form or via e-mail to dedicated addresses. BackOffice Outsourcing distributes the forwarded correspondence to individual recipients, acting according to the contractor's guidelines, sending it to the recipients via e-mail or traditionally on paper in the most economical way, combining correspondence to one addressee into one shipment.

No problem! BackOffice Outsourcing helps you process complaints with the postal operator, performing all necessary complaint activities for you.

Of course! We have developed methods of reducing and cutting unnecessary costs when sending mass correspondence.

We can prepare correspondence by identifying the same addressees scattered in thousands of pages of print files and pack all correspondence to the same contractor in one envelope.

Not necessarily, but it is possible. We have a simple two-page contract that outlines the responsibilities of both parties and provides for annual renewal unless the service is terminated. Unlike many other outsourcing providers, we do not require a formal contract. We often act on the basis of an order sent electronically. Our philosophy is that if we do not provide a customer with excellent service, no written contract can bind the parties.

BackOffice Outsourcing sends the settlement to the e-mail address in the form of an invoice for service, in accordance with the scope of services indicated by the contractor in the contract or order.

It is absolutely possible. For this purpose, it is worth giving clear and reliable instructions. This can also be specified in the contract. You indicate how you should be held accountable. It is possible to invoice separately or transfer fees to individual companies - or even more specifically - to individual cost centers in your companies.

Yes! We can insert your logo at the top of the document, as a background in the form body, or both. We believe that your logo is a great marketing tool that will help you identify yourself, build your brand and make your documents look great.

If you want to add your logo to your statements, invoices or mailings, we provide instructions and guidance, and help you with the layout.

If you send amounts of correspondence that a postal operator such as Poczta Polska will qualify for a "corporate shipment" contract with the so-called marked "F" and "FM", we will help you complete all formalities leading to the signing of appropriate contracts. These agreements guarantee lower, individually negotiated rates with the postal operator.

Sure! Just send your content and we can prepare and print it - in black and white or color. We just need a little advance notice. We can also include promotional ads or anything else you want. If you would like to supply the insert yourself, simply send it to us in time to include it in the appropriate correspondence.

Moreover, if we cannot print the design ourselves, we can outsource it to our partners, which you will surely be satisfied with.

You can send us files anytime, every day, every week, every half a month, every month - whenever you want. You can send files to us 24 hours a day, seven days a week - our servers never sleep!

After processing the files, shipment will be made and confirmed by the postal operator with an appropriate document, which we can deliver to you in the form you wish.

If you want! We will post processed invoices, statements, demands or other letters on a server to which only you have access. You can see and review them at any time.

Of course! We also specialize in this. You can order any number of envelopes for sending your correspondence. We will produce as many envelopes as you want. You don't have to order large quantities that you won't be able to stock.

No problem! We cooperate with envelope manufacturers and suppliers throughout Europe. At your request, we can import any envelopes you want. We do this to make your correspondence professional and noticeable by recipients. Our offer includes envelopes like you've never seen before. This may inspire you to commission us with unusual and spectacular shipments of correspondence to your clients.

Not necessarily. This is an individual decision of the contractor and is not required. However, we encourage our customers to have a separate "fee collected" agreement with Poczta Polska to avoid unnecessary margins. We provide free assistance in concluding such a contract and in controlling the settlements used by Poczta Polska.

Absolutely! All you need is that your company is based in Warsaw and you specify "Urząd Pocztowy Warszawa 4" as the sending facility in the e-Nadawca system. BackOffice Outsourcing will collect the correspondence from your office and take it to the post office indicated above.

Please contact one of our team for this purpose consultants. We will help you as best we can.

This is the contractor's decision. We have different models of cooperation. We operate flexibly. The service can be centralized for outsourcing from Warsaw, solutions with remote cooperation can be provided, and the service can also be enabled selectively only for individual branches.

No problem! Call us today on +48 222 66 88 22 / +34 919 93 33 33 to speak to one of our team members and get your questions answered. You can also send us a quick email at bok@boo.sos.pl and we will contact you as soon as possible.