Elbląg City Hall and Asseco show how to effectively implement e‑Deliveries

Every year, Elbląg City Hall carries out the mandatory mailing of property tax information, delivering over 60,000 envelopes with documents. In previous years, the process took several weeks, involving a significant number of employees and generating high operating costs. This year, however, thanks to the implementation of e-Deliveries and integration with the accounting system of Asseco Data Systems, the city saved more than PLN 300,000 on the mailing of tax decisions.

Sending property tax information is quite an organizational challenge for local governments. In 2024, the process lasted 33 days, involving 31 employees. To complete the task on time, they needed to work after hours and on weekends - in total, the officials gathered 834 overtime hours. The mere delivery of letters to taxpayers also presented numerous difficulties. Envelopes intended for Elbląg residents were distributed by the City Hall employees. In 2024, that task involved 33 people, and the total cost of their work amounted to PLN 382,695.

In order to shorten the time of the whole process, reduce the involvement of employees and lower costs, Elbląg City Hall decided that it needed to implement a solution streamlining the entire procedure. The most important goal was to increase the convenience of residents and improve the team's work.

Integration with e-Deliveries through cooperation with Asseco

This year, the property tax assessment was carried out using e-Deliveries - the electronic equivalent of registered mail made it possible to deliver tax documents digitally to those with a dedicated inbox. Residents with no inbox received a traditional paper version of a tax decision, which was prepared and delivered by the Polish Post Office.

A key component of this project was Asseco's accounting system, which allowed for a full automation of the process. Thanks to its integration with e-Deliveries, all documents were automatically processed and sent, eliminating the need for manual preparation of mail and handling of returns. The tangible benefits of the implementation were quickly visible. This year, Elbląg City Hall reduced the number of employees involved from 31 to five, and shortened the process time from 33 to just five days. Material costs were completely eliminated and mail distribution costs were significantly reduced. According to the city hall's calculations, carrying out the tax assessment using e-Deliveries brought savings amounting to over PLN 300,000.

Education and environmental protection

In addition to lower costs and better organization of the office's work, the use of e-Deliveries for sending tax decisions also brings numerous environmental benefits which has to do with reduced paper consumption. In the past, more than 200,000 sheets of paper and 60,000 envelopes were prepared, at a cost of PLN 68,823. The printing of tax decisions involved a cost of PLN 50,184.

As both the City Hall representatives and Asseco experts emphasize, the broad scale of the benefits of using e-Deliveries to send mass mailing will be known when more companies and residents set up their dedicated mailboxes. Therefore, it is necessary to conduct educational campaigns presenting why it is worth using e-Deliveries.

"The success of e-Deliveries in Elbląg is an excellent example of the benefits that workflow digitization can bring. Ongoing contact via dedicated inboxes is a major convenience not only for the city hall, but also for residents and businesses. We are expecting that in the case of companies that often exchange correspondence with the local government, the scale of savings will be really significant," explains Jakub Buczyło, Director in the Field Administration division in Asseco Data Systems.

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