By Pete Kimbrell

SaaS-based Document Management Systems Drive Solutions Sales

Software-as-a-Service (SaaS) has become a viable IT option to replace business applications traditionally installed, deployed and maintained in-house. For business equipment providers this represents an an opportunity to compete in a complex marketplace.

Just as standalone analog copiers have evolved into full-featured network multifunctional devices, the copier sale has become part of the richer solution sale. Many dealers, in an attempt to deepen their relationships with clients, are trying to integrate document management software into their business equipment proposals. This is the natural progression of the solution sale in our marketplace. Unfortunately, adding a document management system (DMS) into the mix can also create problems for the sales and support teams. New software always triggers flags for the prospect’s IT department. Problems with installation, software compatibility, hardware resources, and end-user training force dealers to provide systems analysts and engineers to support the sale. Unanswered questions can stall the sales cycle, delaying or even killing the deal. For a large sale, dealers may be willing to confront these obstacles. For smaller proposals, however, sales reps may feel that it’s not worth their time. Luckily, document management systems are also evolving. For budget-minded small- and medium-sized businesses, the Software-as-a-Service (SaaS) model can be an easy on-ramp to DMS, helping to eliminate the typical objections to the sale. What is SaaS? Simply put, it’s a software delivery model in which software vendors host and operate their applications over the internet. An application, built from the ground up by the SaaS provider, can be securely deployed to multiple clients simultaneously. There is no hardware or software for the client’s company to install or maintain, making SaaS easy to implement and simple for the client’s IT department to manage. This spells big advantages for copier dealers: • Unlike an on-site system, the SaaS model requires little installation involvement from the dealership. A good SaaS provider will have experience working with copier dealers and will know how to support pre- and post-sales activities. • SaaS solutions generally require no additional IT resources. All hardware and software is configured and maintained off-site in a secure facility and there are no hardware or software maintenance agreements to pay for. Backups of a client’s documents are done automatically, improving disaster recovery plans. The provider may even routinely send searchable backups directly to the client. • SaaS eliminates the need for desktop PC rollouts and support. Software updates and patches are handled by the provider, so every client always uses the most current version. A web browser interface allows documents to be available anytime and anywhere through a secure, encrypted internet connection (the same type of connection used in online banking). • Because SaaS providers are independent of equipment manufacturers, most document management systems are compatible with all makes of MFP—a great situation for dealers who work with multiple lines of copiers. • SaaS usually has a lower total cost of ownership than the alternatives, providing a healthy gross profit and a continuing annuity for the dealer. To complete any solution sale, dealers must be able to meet their prospects’ needs. The option of using an SaaS document management system adds risk-free value to proposals, helps sideline the resistance of IT departments, and prevents deal-breaking delays. Pete Kimbrell has worked in the copier industry since 1986 and has specialized in document management for the past seven years. His consulting company, Kimbrell & Associates, handles the West Coast Dealer Channel for SaaS-based DGVault (www.DGVault.com). You can contact Pete at 888-845-9998 or at pete@kimbrellassociates.com.

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