Digital incoming mail

Would you like to have access to your business mail anytime and from anywhere? Use our digital incoming mail service to receive your letter mail items on the same day in digitised format. Upon request, we will also classify your data, extract data, and make them available in a machine-readable format. Our digital incoming mail service saves time and money and makes sure that your information is easier to find. Take the first step towards the paperless office!

Efficient incoming mail management

Nowadays, businesses receive documents and information via an ever-increasing number of channels. The amount of information that needs to be processed on an everyday basis can also be a challenge. This leaves little time for those truly important tasks such as customer assistance. Let us help you get things under control by digitally recording, classifying, archiving, and sharing your documents with the correct recipients. In addition to your incoming mail, we also offer digitisation service for your invoices,orders and forms.

What digital incoming mail is the right option for you?

If you would like to receive all your physical incoming mail electronically on the same day, our basic digital incoming is what you need. Our premium digital incoming mail goes beyond that and additionally classifies, extracts pre-defined content, validates it and makes all documents received via physical or digital channels available to you in a machine-readable format.

  • Maximum security standard
  • Processing done on the same day
  • Maximum data quality

Our basis digital incoming mail makes location-independent work easier and allows users to ac-cess daily mail from their home office. Electronic delivery shortens processing times, which in turn increases customer satisfaction.

  1. Incoming daily mail
    We will receive your daily mail at our production facility via redirection service,  Private Business Plus PO box, collective envelope, or early-morning collection.
  2. Sorting and preparing
    We will review your daily mail following parameters defined by you, remove envelopes, and prepare them for digitisation. 
  3. Digitisation
    Our employees will digitise your mail items using high-end scanners and convert them to a standard electronic format (e.g., PDF, JPG, or TIFF).
  4. Electronic delivery
    We will send you all digitised documents electronically, using our mailroom solution, SFTP server, SharePoint Online, or via e-mail.
  5. Archiving, forwarding, or disposal
    Original mail items will be forwarded to you according to your specifications, archived for an extended period of time, or automatically disposed of after a period of 30 days in a process that meets data protection regulations.

Our success stories

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Introducing a comprehensive solution for your daily mail: our premium digital incoming mail! In addition to electronic delivery of your items, we will also classify them automatically and extract data contained therein. Data quality will be evaluated by our employees and by artificial intelligence.

  1. Physical and digital incoming channels
    Each and every day, your company receives countless information in physical or electronic format via letter, e-mail, or contact form in your app.
  2. Consolidating information
    All incoming channels reach us in one place. Physical mail items are identified right at the mail distribution centre and transferred to us before the distribution and forwarding process begins. This ensures swift processing.
  3. Digitisation
    We open physical mail items and our employees digitise them using high-end scanners. They determine what kinds of letter items will be processed and which ones will be forwarded to you unopened.
  4. Data extraction and classification
    The fully digitised information from all channels is subsequently classified by our software using self-learning algorithms and artificial intelligence. Data contained therein will be extracted following parameters defined by you.
  5. Quality assurance and validation 
    To ensure the highest possible data quality, our employees will check extracted data. This combination of artificial and human intelligence ensures a quality level of over 99 % of correctly extracted data.
  6. Conformity review
    All data will be subject to a conformity review as defined by you. This might include a check for valid postcodes, correct customer numbers, or signatures.
  7. Delivery
    The newly structured data will then be shared with your company and all downstream IT systems for further and automated processing. As a matter of course, we use encrypted processes such as SFTP, SharePoint Online, e-mail/TLS or our mailroom solution.
  8. Archiving
    After processing, we will return physical documents such as letters to you or store them for a determined period of time. Afterwards, these documents will either be moved to your archive or disposed of in compliance with data protection regulations.

Our success stories

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