6 Benefits of a Digital Mailroom Solution

Handle your mail the right way by turning your current physical mailroom into an on-site or off-site digital mailroom where every piece of mail will be turned into a digital format to speed up the whole mailroom process and make things that much more easier in the mailroom. As your business expands and grows, so does your mail.

Automatic mail management will make all the difference in how much success you’d reach at a fast rate. No longer have an important piece of mail get lost or a package sent to the wrong recipient or have your mailroom operators lost in bundles of paper mail trying to sort it all out and filter it accordingly.

Let me explain to you why a digital mailroom is vital for your business and how it’ll save you time and money while improving your business at the same time. It’s about time you joined the 21st century, don’t you think?

Why is a digital mailroom important for your business?

As you thrive to grow your business, your mail also grows accordingly. Mailroom management software consumes a lot of your employees time by manually sorting, filtering and distributing the mail. Physically handling your mail not only is a slow process and takes time but will get in the way of your businesses productivity and is cost-effective. Let technology step in and give you a hand organizing your mail efficiently. You can choose to either handle your mail onsite where you would have full control over it by looking into an onsite digital mailroom or you can use mailroom outsourcing where all your mail will be handled by mail experts from on offsite location. A digital mailroom offers a quick solution to automate the mailroom with advanced technics to convert physical mail into digital information. Hence, reducing labor costs and saving time, leaving you the benefit of focusing and improving your businesses core values instead, creating a smooth workflow and increasing productivity.

Benefits of a Digital Mailroom:
Mail Automation:

By using virtual mailroom software like the secure solution Mail Labs offer, you will organize all paper mail and packages in the most convenient way possible needing nothing but an internet connection.

The software is a cloud-based solution allowing all mail exchanges to be processed and stored online. All you’ll need is a document scanner either on your tablet or smartphone, no other equipment required. You scan the envelope or package and upload it to the cloud. Then you can sort the mail and assign it to the correct recipient. They will receive an email notification with the new mail and will log into a secure website where they will be provided with multiple options to choose from on how they would like to handle the piece of mail. They will send the request to either, open & scan, forward, shred or recycle the mail they can even choose to deposit checks; the mailroom operator will receive the request and take action. Once the request is taken care of, the operator can send a confirmation to the customer letting them know.

All your customers will have 24/7 access to all incoming mail whether using an onsite or offsite digital mailroom, all from the convenience of their smartphone or computer. Whether you run a small business with a small mailroom or a big business with many branches and even more mail, an automated mailing system will be the best solution for you.

  • No Pricey Equipment:

Only a scanner is needed to upload mail, subscriptions, invoices, packages or more on the secure server. You won’t need to download any apps or buy any tools. The software solution offers everything you need to sort, filter and distribute your mail.

  • Reducing your costs and saving money:

No need for too many employees to get your mail sorted out! With a digital mailroom solution, manual labor costs will be exceptionally reduced. Everything will be distributed and sorted out electronically. This will not only sort mail but will help filter mail quickly reducing the volume of personal mail and providing more time for mail operators to focus on essential mail and valuable tasks. Not to mention the instant savings that will be made on paper storage and delivery fees since it almost eliminates the cost of physical mail delivery with mail can be scanned and delivered electronically on the spot.

Companies like Mail Labs offer this service at a conveniently low price! They offer a free demo of the software allowing you to experiment it first then based on your usage, a solution is presented suitable for your business with the pricing. Once the software is set up from your end, you’re ready to start sorting. With free training offered both remotely and in person and your very own manual, no hidden fees or start-up costs. It also eliminates

How you decide to invoice your customers is fully up to you, featuring customized subscription plans for your customers with your own pricing. 

  • Mail Security and Traceability:

Your mail is tracked from the second your piece of mail is scanned until it is delivered to you. And even after that, it is still stored on the digital cloud storage until you request for it to be recycled. Mailroom operators are able to create barcode labels or mail ID for each piece of mail or package to keep an eye on from when it enters the mailroom until when it is out for delivery. This feature is crucial when dealing with important, personal mail. This not only speeds up the delivery process but it also creates unity between all the business departments or branches. Mailroom solutions also offer area assignments (ID) where you can assign specific recipients to a section in the mail room (a department) to make it easier to track their packages. Monitoring and tracking all mail in the mailroom will reassure security and guarantee another mail piece will never be lost again because it’s all digitally taken care of!

  • Accelerated Mail Delivery:

Faster deliveries will not only make things easier in the mailroom where the operator won’t need to get off his chair to deliver the mail but it’ll also enhance customer relations. Because the customer response time will be twice as fast which is a huge benefit especially when handling time-sensitive mail, it won’t only create a better workflow for your business but it will increase your credibility with customers. Mail will be delivered instantly to the intended person, at the right time.

  • Remote management over your mail:

All digital mail correspondence is cloud-based, you can receive your mail wherever you are and decide what to do with it, whether it’s opening it, forwarding it, recycling it or shredding if it contains critical information. No longer will work be interrupted by trips to the mailroom or needing to head to Head Quarters for your mail. If you’re mostly traveling for work, you can still receive your mail regularly. The user-friendly interface allows you to view all mail clearly and separate into folders, sort by date or filter by the sender for your convenience.

Mailroom operators have the ability to add as many customers/ recipients as they like and once the account is created; the person will receive login credentials to start checking their mail.

Various Industries benefiting from Digital Mailrooms:

Many businesses can benefit from this service in addition to noticeably increasing business productivity. This solution is ideal for shipping, postal and mail centers because it will conveniently give them the luxury to process all their customers mail electronically. Healthcare institutes like hospitals or financial companies and banks will be able to securely correspond with all sensitive, personal or important statements will be cloud stored without jeopardizing any employee or customer information being exposed. Colleges and Universities can use this service for a streamlining correspondence between professors and their students, assisted living facilities can benefit from this service allowing the elderly access to their mail without needing to go anywhere. Virtual Mailroom services are expanding throughout all industries more every day.

Thanks to the advancement of technology, you never have to worry about your mail cluttering, getting lost or being sent to the wrong person again. Alternate your mailroom today to a digital mailroom by managing your mail automatically through secure software that will sort and distribute mail for you!

Give your customers the comfort they deserve by providing them with full access and control over their mail electronically. Manage your mail the most cost-efficiency, convenient way possible. Mail Labs is now offering the chance to add your customized logo on all mail exchanges such as invoices, notifications and more. All inbound and outbound mail will be branded with your logo promoting your business while preserving a professional image.

 A digital mailroom is for any business, small or big that wants to succeed and exceed!