Best Mailroom Management Solutions

Long gone are the days when most businesses would have a physical mailroom where they handle their mail. Instead, thanks to technology, most businesses are going green with their mail and turning their physical mailroom into a digital one where every mail is turned into a digital format. But why?

6 Reasons Why You Should Consider Mailroom Management Solutions

Better for the environment

This transformation helps the environment by eliminating all that paper that would’ve been wasted but greatly benefits the business.

Faster than ever

Digital mailroom solutions speed up the whole mailroom process substantially. It also makes it much easier to handle more mail as your business grows larger.

Save money

It is also cheaper and more secure. You will no longer pay for the paper, stamps, envelopes, or all of that. You will pay only for the scanner and the service fees, and that’s it.

Peace of mind

You will also never lose a mail, or worse, have it sent to the wrong recipient.

Better Customer service

Automatic mailroom solutions also mean better customer service.

Remote Management

It gives you the freedom to manage your mail from anywhere in the world.

Okay, now that you know why an Automatic Mailroom Management Solution is essential for you or your business, let’s see your best options and talk about each of them, what they offer, how much they cost, and what devices you can use them on.

Note that the features mentioned above exist in all the services we will talk about, so when discussing features, we will focus on what makes each service different from the others.

Shall we begin?

PostScan Mail

Post Scan Mail is a Digital Mail Management Service designed to help businesses conveniently handle their mail online. Its features, functionality, and customer service are well-received by most customers.

Features:

Mail Forwarding

With Post Scan Mail, you can choose which items you want, where you want to send them, and when they will automatically send them anywhere in the world.

Physical Mail Storage

Post Scan Mail offers free storage of mail for 30 days, after which you can still store them for a small monthly fee or get rid of them.

Filters

Automate online management to new levels with Post Scan Mail, as you will be able to move certain mail items to specific folders automatically.

You will also automate certain operations for certain mail items, such as scanning, recycling, Shredding, or transferring mail.

Packages & Pricing

Extra Fees:

Devices Supported:

Web-based, Android, iOS, access online anytime, anywhere, from any device.

Business Size:

Post Scan Mail offers three packages that should fit most business sizes.

iPostal1

iPostal1 is a Digital Mailbox Service that was founded in 2007. They are a virtual mail store but also provide virtual mail management software to mailbox store operators.

Features:

Fully functional, real street addresses

iPostal1 doesn’t offer PO boxes. They provide real street addresses that you can get with your personal or company mailbox number. With those addresses, you can receive mail and packages from any carrier and be used for banking.

Business Phone& Fax

iPostal1’s virtual office plans include a phone number (local or toll-free) for your company that you can get with a personalized greeting, voice mail, phone forwarding (domestic and international), and dedicated phone fax as well!

Direct Deposit

iPostal1 can deposit checks directly into your account, so you don’t need to worry about the security of checks left in the mailbox while you aren’t there to pick them up.

Unpack boxes and forward items separately.

You can ship a box containing many items to your mailing address and let iPostal1 unpack the boxes and forward them separately to the different locations you want them sent to.

Packages & Pricing

Devices Supported:

Web-based with Android/iOS applications available

Business Size:

iPostal1 offers many packages and plans that should satisfy most business sizes.

Traveling Mailbox

Traveling Mailbox is a mail scanning solution that allows businesses to view their mail online. They provide real street addresses and will receive, open, and scan your mail if you want them to. They can also forward, shred, hold, or return mail.

Features:

Good Integration with Evernote

With Traveling Mailbox, you will be able to have your scanned PDFs sent automatically to your Evernote account.

Folders

Create and sort your mail into folders to keep everything organized and easy to find.

Mail A Letter Directly

With Traveling Mailbox, you will be able to mail a letter directly from your account without the need to take this time-consuming trip to the box office.

Receive the scanned documents in minutes.

Thanks to Traveling Mailbox’s QuickScan, you can receive the contents of your envelope within a few minutes!

Packages & Pricing

Traveling Mailbox offers three plans: The basic plan, the extended plan, and the small business plan.

Devices Supported:

Traveling Mailbox is online-based, and it has Android and iOS applications as well.

Business Size:

Traveling Mailbox tries to reach all business sizes with its plans. They also offer enterprise plans, including dedicated account managers, high mail scanning volumes, virtual receptionists, and many other services.

Earth Class Mail

Earth Class Mail allows your business to scan your mail and handle it only 24/7. With this Mailroom Management Solution, you will be able to choose from a national network of addresses, get your mail scanned, and take action on them online with ease.

The service will also sync any necessary invoices straight to Bill.com or forward them immediately to your accounting department. Earth Class Mail has handled 10 Million Mails since 2006 for thousands of businesses.

Features:

Privacy and Security

Earth Class Mail’s security standards guarantee the confidentiality and security of your mail. They meet the strict demands of even the largest corporations and government agencies.

More Addresses

Earth Class Mail offers 61 addresses in different cities across the country. However, you should note that many of those are USPS PO boxes, which means they only receive deliveries from USPS.

Experienced Customer Service

Earth Class Mail is battle-tested and has scanned over 10 Million pieces of mail and 100 Million pages since 2006. Their team’s experience is one of their most vital points and one of the best in the business, and it shows.

Flexibility in Payment

Earth Class Mails allows you to move between plans quickly or cancel at any time.

Packages & Pricing

Earth Class Mail offers 4 Pricing Plans:

Devices Supported:

Earth Class Mail is web-based, which means you can access it from any device connected to the internet.

Business Size:

As you can see, Earth Class Mail offers plans that fit all business sizes.

MailForm

Mailform was designed to make handling mail easier. No more stamps, no more envelopes, and no more clutter in your workspace. Mailform will take care of it and handle your mail for you; it mail files, send invoices, send documents, print, stamp, and post your mail for you.

Handling mail has never been easier and more convenient.

Features:

Ease of use

Mailform doesn’t have a steep learning curve, and you will learn how to use it quickly and easily.

Automatically import what’s important.

Do you need to import contacts? Some documents? Mailform will automatically import the stuff that’s important to you so you can be ready to go in no time.

Integration made easy

Mailform integrates smoothly with Google Drive, Intuit Quick Books, Google Documents, and many more 3^rd party apps.

Will even mail postcards

Do you want to send a postcard quickly? Cool! Just upload your design or image, add a message, and Mailform will send the postcard to you. It is that easy and that quick.

Volume Discounts

Do you handle larger volumes of mail? Then, you can get a discount on the service and save money. You can also get deals on lower volume but recurring orders.

Quick Start with sign-up

That’s right; you can try the service with QuickStart without signing up.

Packages & Pricing

For High volumes, discounts start at 5 Recipients. You can calculate how much the service will cost you on their website page.

These prices are not the cheapest, so smaller businesses may be better off seeking less costly solutions.

Devices Supported:

It is a web-based service, but an Android Application is available.

Business Size:

Mailform is better for Enterprises and large businesses than for smaller ones due to its high prices.

EZTrackit

EZTrackIt helps corporate, residential, and university mail centers handle their mail better by automating and optimizing their mailroom operations to improve profitability, accountability, and overall productivity.

The solution will significantly help a team increase productivity by reducing the time to log and track incoming packages, staff, residents, and other on-site recipients.

Features:

The Easiest Tracking

EZTrackIT offers the easiest way to track a package. It is simple, efficient, and accurate.

Automatic Database Cleansing

One of the newest features EZTrackIt has been offering lately is the automation of the database cleansing process. Here’s how it will go: Once you upload further information, the process will go through your database and delete any records that were never used.

Notify Recipients

With EZTrackIt, you will be able to send notifications to package recipients so they can be on alert for the incoming package.

Constantly Improving

EZTrackIt cares about the customers and their needs and wants them to have the best experience. This is why the service is constantly improving. New Features are added frequently. Again, this is because they listen to their customers.

Packages & Pricing

EZTrackIT offers three packages:

Silver: 500 Recipients, with each additional 200 recipients costing $50.

Gold: 1000 Recipients, with each additional 1000 recipients costing $50.

Platinum: 5000 Recipients, with each additional 5000 costing $50.

SqBx

SqBx tracking software is a cloud-based software designed to mobilize items’ delivery and track it easier than ever before. It will eliminate the clutter from your office, no more paperwork in the mailroom than the efficient software.

SQBX software will collect electronic signatures from any device you have. They will also design a solution that meets your needs and budget.

Features:

Easy to install

The software will be up and ready in no time.

Great for organizations with multiple sites

Organizations with multiple sites and campuses will enjoy SQBX package tracking software to track their operations at each location.

SuperUser Access

The software allows for what is called Super User Access. The superuser will be able to see and review the operations of all sites and their productivity. The superuser will also be able to generate company-wide reports.

Across Platform Compliance

Whatever device you are using, you will always have access to the software with a click wherever you are.

Packages & Pricing

Unfortunately, SQBX doesn’t publicly release its pricing. However, a free trial is available.

Devices Supported:

The service is cloud-based and should run well on any device connected to the internet. An Android application is also available.

Business Size:

SQBX is a good option for large businesses and enterprises that will benefit from its features.