August 12, 2022

Mailroom Automation: A Step Towards More Efficient Operations

Emails can be a huge source of truth for companies relating to various aspects of the process and transaction. Yet handling mails in a SME as well as a large enterprise is a task in itself. Learn about mailroom automation and the benefits associated with it.

Mailroom automation has become a popular way to streamline the postal process and improve efficiency. Automating certain tasks in the mailroom, such as sorting and delivering mail, can significantly reduce the amount of time needed to run the operation. This article will explore the different types of mailroom automation and how they can benefit your business.

What is Mailroom Automation?

Mailroom automation is a process or technology used to simplify and automate the handling of incoming mail by an organization. Automation can include such tasks as creating, routing, and sorting email, archiving, and tracking communication.

Mailroom automation can be used to improve the efficiency of an organization's email management and communication processes. By automating certain tasks, administrators can reduce the time needed to perform these tasks, which in turn can improve the flow of communication within an organization. Additionally, automated mailroom processes can help administrators track and monitor communication activity.

Types of Mailroom Automation

Mailroom automation has come to be a norm in most workplaces. Automating tasks in the mailroom can save time and improve efficiency. There are many different types of mailroom automation, so it is important to know what is available and what will work best for your business.

One popular form of automation is barcoding. With this type of automation, all incoming mail is scanned and automatically categorized based on the barcodes on the envelope. This saves time because the mail can be sorted and the need to wait for an employee to open it can be eliminated.

Another popular form of mailroom automation is scanning and sorting by mail class or sender. With this type of automation, all incoming mail is scanned and the contents are sorted according to certain criteria, such as company size, department, or category. This saves time because the mail can be sorted and the need to wait for an employee to open it can be eliminated.

Yet another popular form of mailroom automation is using smart labels. With this type of automation, labels are attached to all incoming packages and then the contents are automatically scanned and sorted into appropriate folders. This saves time because the mail can be automatically sorted and waiting for an employee to open it can be eliminated.

Benefits of Mailroom Automation

When it comes to keeping your business running smoothly, automation is key. With automated mailroom processes in place, you can reduce the time needed to process mail, and free up your employees to focus on more important tasks. Here are some of the benefits of automation in the mailroom:

  • Reduced Processing Time: With automated mailroom processes in place, you can reduce the time needed to process mail by up to 50%. This means that your employees can spend their time doing things that are more important, like serving customers or generating revenue.
  • Improved Efficiency: Automation helps improve your business’s overall efficiency. Mailroom automation helps you keep track of what’s going on in the mail room at all times, which allows you to make more informed decisions about how to allocate your resources. This leads to faster turnaround times for shipping and delivery, as well as improved customer service.
  • Increased Security: Automated processes help increase your organization’s security. Because mail is automatically routed and tracked through a system, it’s easier to identify and prevent any malicious activity. Additionally, automated processes help ensure that all of your mail is processed quickly and accurately. This means fewer delays.

How to Implement Mailroom Automation?

Mailroom automation is the process of automating tasks in a business office so that it is more efficient and effective. Automation can include anything from sending outgoing mail to tracking invoices. When implemented correctly, automation can help reduce costs, increase productivity, and make your office run smoother.

There are a few different ways to implement mailroom automation. One popular way to automate the mail room is through mailing lists. Mailing lists allow you to send out messages to a group of people and then have the messages automatically sent out to the members of the mailing list. This allows you to keep track of what needs to be done, and also allows employees to stay up-to-date on important news or information.

Another way to automate the mail room is through tracking systems. Tracking systems allow you to keep track of what has been sent out and received, and also allow you to see which emails have been opened. This information can help you determine which emails need more attention, and also helps employees stay organized and efficient.

How do you Select the Best Mailroom Automation Software?

There are a number of factors to consider when choosing the best mailroom automation software. The following are some of the key considerations:

  • Cost: Many mailroom automation software programs range in price from affordable to pricey. It is important to identify the needs that the software will address and decide on a budget before making a purchase.
  • Features: Some features are essential for some businesses, but not for others. It is important to determine what features will be necessary for your business before making a purchase.
  • Ease of use: The software should be easy to use, even for inexperienced personnel. The user interface should be intuitive and require minimal training to operate.
  • Organization capabilities: The software should allow users to manage their mailroom in a systematic way, including tracking incoming and outgoing mail, creating labels, and sending automated messages.

Recommended Software and Services to help automate your mailroom

There are so many tools out there to help us automate our mailroom. Some of the most popular software and services include:

PackageX Mailroom

PackageX Mailroom is a cloud-based email management solution that helps organizations manage and automate their email processes. With PackageX Mailroom, users can easily create, send, receive, and archive emails. Plus, the solution provides users with insights into their email activity so they can better manage their inboxes.

At PackageX, they take email communication seriously. Their team of experts uses the latest tools and technologies to ensure that your email experience is top-notch. Whether you are an individual user or a business with a large email list, they can help you get the most out of your email marketing efforts.

Their email package includes:

  • A powerful email editor with the drag-and-drop capability to make design changes on the fly.
  • A customizable contact form that lets you easily gather data from your subscribers.
  • A powerful autoresponder that sends automated updates to your list every time you publish a new post.

Envoy Delivers

Envoy Deliveries is a simple email management software designed for small to midsized businesses. The software helps users to organize and manage their email, calendars, and contacts. Envoy Deliveries is available in a free and paid version. The free version includes limited features, while the paid version offers more features such as contact management, calendar scheduling, and bulk email sending.

If you're looking for an easy and affordable way to manage your mailroom, check out Envoy Deliveries. This simple mailroom management software lets you keep track of your deliveries, send invoices with tracking information, and more. You can also use it to manage your customer information and contact lists.

Notifii Track

Notifii is an email management software that helps users to keep track of their mail, contacts and calendar. The software allows users to view and manage their email, contacts and calendar in one place. Notifii also has a search feature that makes it easy to find information about specific items.

Notifii Track is a powerful and user-friendly mail management software. It enables users to manage their email in a friendly way, ensuring that all important emails are received and dealt with in an efficient manner. The software offers a range of features to help users keep track of their email correspondence, including the ability to create folders, filter emails by subject, sender, or date, and add attachments.

QTrak – Package Management Software

QTrak is a comprehensive package management software suite that makes it easy to keep your software up-to-date and in sync with the latest releases. With QTrak, you can keep track of which applications are installed on your machine, manage updates automatically, and quarantine problematic files.

QTrak is a package management software that helps you manage your software applications and their dependencies. It makes it easy to find, install, and uninstall applications, as well as keep track of which versions are installed. QTrak also integrates with other tools, such as source control systems and build automation tools.

Parcel Tracker

Parcel Tracker is an excellent digital package tracking program that has been specifically created for residential buildings. The software includes a host of useful features that make it an excellent inbound package tracking tool. Users can log all packages, scan, label, receive email notifications, and enable a digital delivery log with Parcel Tracker.

If you want to focus on your business instead of tracking packages, you should have a package tracking system that saves you time. Parcel Tracker will then become the most effective software for managing package rooms.

Earth Class Mail

Earth Class Mail is a virtual mailroom software that helps businesses manage email and tasks from a centralized platform. The software offers features such as task management, email organizing, bulk mail processing, and more. With Earth Class Mail, businesses can improve their communication and work efficiency while reducing costs associated with traditional email systems. It includes features such as email tracking, archiving, and sorting. EarthClass Mail is available in a subscription model and has been praised for its ease of use and powerful features.

iLobby Deliveries – Mailroom Management App

iLobby Deliveries is a mailroom management app that streamlines the processing of incoming mail. The app allows for quick and easy access to all mail data, including sent and received messages, timestamps, and contact information. Users can also view detailed reports on their mail processing performance.

If you’re like most small businesses, you probably don’t have a dedicated mailroom. That means your employees have to sort and deliver the mail themselves. This can be a time-consuming and frustrating task, especially if your employees are randomly sorting and delivering the mail without any organization or system.

That's where iLobby Deliveries comes in. iLobby Deliveries is an email delivery management app that lets your employees organize and send the mail more quickly and efficiently. With iLobby Deliveries, your employees can easily sort and deliver the mail by category, schedule, or recipient. Plus, it creates a centralized location for your employees to store their incoming mail archives.

iLobby Deliveries is perfect for businesses with a small staff who need to manage the mailroom efficiently. It's also great for businesses with a scattered office layout who want to improve communication between departments.


Mailroom automation can significantly speed up the process of handling incoming mail, saving both time and money. By automating certain tasks like sorting and scanning, you can free up your staff to do more important work, and ensure that all incoming mail is processed as quickly as possible. Automation also makes it easier for you to keep track of what is happening in the mailroom so that any issues can be dealt with immediately.

About us: If you are looking for an automated document processing solution, we offer VisionERA. VisionERA is an intelligent document processing platform capable of automating document processing for wide range of documentation use cases. It can easily process unstructured documents, offers DIY workflow, and requires minimal manual intervention.

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