Fuel Distributor Cuts Costs with MPS

Leading Fortune 500 Retail Fuel Distributor Save Over $900K in Print Costs

Customer Summary

One of the largest Fortune 500 companies specializing in retail fuel distribution and convenience store operations faced inefficiencies in its document management and printing processes. With over 1,500 locations across 33 states and a workforce of nearly 2,500 employees, the company struggled to control costs and streamline operations.

Challenges

Document-related expenses exceeded $80,000 per month, IT teams were spending over $10,000 monthly troubleshooting print and scan issues, and outdated equipment was creating operational bottlenecks.

When devices failed, store managers were forced to ship them back for service, leaving locations without functional printers for days. Employees often had to juggle customer service duties while manually scanning documents on outdated machines, leading to wasted time and repeated errors.

A scalable, cost-effective solution was needed to standardize operations, eliminate inefficiencies, and improve store productivity.

Implementation

Implementing a Nationwide Managed Print Solution

To address these challenges, the company partnered with Flex Technology Group to implement a Master Managed Print Service and Lease Agreement, covering its expanding footprint of over 1,500 locations. The solution included the deployment of over 2,400 standardized Lexmark XM3250 devices, consolidating a fragmented fleet into a streamlined, high-performance infrastructure. By transitioning to a single-source vendor model, FlexT eliminated redundancies, optimizing both costs and service delivery.

With a cloud-based Client Portal, IT teams gained real-time visibility into device performance, reducing troubleshooting efforts. Integration with ServiceNow allowed for automated service ticketing, drastically cutting down IT intervention time. Onsite service was introduced to eliminate the need for store managers to ship devices back and wait days for replacements. Additionally, FlexTG provided a $169,000 buyout to clear the net book value of previously purchased ScanFront scanning devices, further accelerating cost reductions.

By implementing a standardized infrastructure, the company reduced per-store monthly costs from $53 to $45, leading to $144,000 in annual hard cost savings while improving store operations.

Results

Increased Efficiency and Compliance Across Operations These initiatives delivered measurable improvements in workflow automation, compliance, and operational efficiency:

Enhanced Document Management: Switching from I Synergy to DocuWare streamlined HR, invoices, and compliance workflows, eliminating manual handling and speeding up retrieval. This cut administrative burdens while boosting accuracy and efficiency.
Optimized Label Printing Compliance: Implementing 750 Zebra Direct Thermal label printers standardized expiration dates, nutritional facts, and ingredient details, ensuring compliance with food labeling laws. This reduced legal risks and improved food safety.
Reduced Labor Burden: Automating document management eliminated manual scanning and filing, freeing up employees’ time and increasing productivity across departments.

By modernizing its document management and labeling processes, the company improved operational reliability, reduced compliance risks, and positioned itself for continued growth and efficiency.

OPERATIONAL COSTS REDUCED BY 20%

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3,175h LABOUR HOURS SAVED

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MANUAL CALLS ELIMINATED

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+$900,000 ANNUALLY

Impact

Over $900K in Annual Savings and Increased Efficiency. These initiatives delivered significant financial and operational benefits:

Monthly operational costs were reduced by 20%, saving hundreds of thousands annually in document-related expenses.
Faster scanning processes saved 3,175 labor hours per month, returning an estimated $762,000 in annual regained employee wages.
Automated issue resolution and onsite service ensured seamless operations, eliminating manual service calls placed by store managers relating to device failures.

By standardizing print and document management across all locations, the company improved service reliability, reduced costs, and increased workforce efficiency while positioning itself for continued scalability and expansion.