Mailroom Outsourcing: Ensure Business Continuity by Digitizing a Key Source of Inefficiency
Eliminate your paper-based mailroom and overflowing inboxes, quickly delivering critical documents to your in-office and remote employees for processing, wherever they are located.
MetaSource’s Digital Mailroom Services
If you receive critical documents through a physical mailroom—or as email attachments—and they take too long to open, sort and distribute to your in-office and remote staff, consider a virtual mailroom instead.
Processing bottlenecks can prevent your employees from promptly managing invoices, answering customer and vendor inquiries, and other documents that arrive by mail. From damage to vendor relationships to actual costs in the form of late fees or missed opportunities, mailroom inefficiency has a price tag – and it’s no bargain.
How Outsourcing Your Mailroom Works
MetaSource’s Digital Mailroom Process
At MetaSource, we receive all your incoming mail at one of our secure document scanning and processing facilities located throughout the country. We also monitor a dedicated email inbox to process your incoming digital documents. Let us take care of receiving, opening, sorting, indexing, classification, and electronically distributing your digitized documents and data to your employees.
Let us handle your:
- Invoices
- Purchase orders
- Membership, credit and loyalty program applications
- Employment applications
- Grievance and appeals communications
- Legal documents
- Claims and EOBs
- Surveys
How Can a Digital Mailroom Make Your Business Run More Efficiently?
By outsourcing your mailroom, you not only expedite document processing, but also:
- Increase efficiency
- Lower costs
- Ensure business continuity as employees work from home
- Strengthen document security and reduce fraud
- Speed up turnaround times
- Ensure compliance
- Improve customer service
- Automate your business processes
- Gain a competitive advantage
- Enable staff to focus on value-added work
- Reduce the need for office space so you can do more with your square footage
- Eliminate satellite mailrooms and centralize receipt and processing
Real Businesses, Real Results with MetaSource
Representative digital mailroom clients and impact:
EoS Fitness
25% more productive AP department, 30-40% lower invoice error rate, $50k saved in stop-payment fees
Medical Center
30k monthly invoices processed with 99% data entry accuracy within 24-48 hours
VNSNY
$6k in reduced annual storage costs with 40k member forms processed in under 24 hours
For some clients, we also operate a contact center to obtain missing information or clarification on the applications, surveys and other mail received. We also provide a trailing document scanning and processing service for our mortgage lender clients that incorporates mailroom scanning.