Digital Mailroom Solutions

Organizations are struggling to effectively enable remote work, overcome staffing challenges, and meet customer expectations…and inefficient, physical mailrooms intensify these issues.

The right digital mailroom solution, on the other hand, can eliminate them.

Digitize, Automate & Transform Your Mailroom

MetaSource’s mailroom outsourcing solution was built to provide a new, modern way of handling incoming documents. Powered by intelligent document processing (IDP) technology, it can help you not only digitize your mail and automate document delivery but completely transform the way mail is handled throughout your organization.

How Mailroom Outsourcing Works

When you outsource your mailroom to MetaSource, we receive all your incoming files at one of our secure document scanning facilities or pick them up at your location. We then handle everything from opening and sorting your mail, to digitizing and indexing it using document scanning and capture technology, to electronically distributing it to your employees.

1 Mail & emails sent to MetaSource

2 Mail opened, prepped, & digitized

3 Data capture & quality control

4 Automated workflow for review & approval

5 Zero-touch processing

We can even monitor your incoming emails, extract any attachments and embedded files, and format them for automated document processing.

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Benefits that Span Your Entire Organization

MetaSource’s mailroom automation solution delivers organization-wide benefits, such as:

  • Eliminate manual tasks
  • Enable remote work
  • Save time
  • Reduce costs
  • Ensure business continuity
  • Strengthen document security
  • Save storage space
  • Improve customer service
  • Boost productivity
  • Ensure compliance

How You Can Use a Digital Mailroom

When it comes to mailroom automation use cases, the possibilities are endless. The right solution makes it easy to manage all kinds of incoming documents, such as:

  • Invoices
  • Purchase orders
  • Claims
  • Membership, credit, and loyalty program applications
  • Employment applications
  • Grievance and appeals communications
  • Legal documents
  • Mortgage trailing documents
  • Surveys

Many companies use digital mailroom services to streamline invoice processing. MetaSource can securely manage and process your physical and electronic invoices, saving your employees time and reducing labor costs.

Another popular application is claims processing. Insurance companies outsource their mailrooms to expedite this time-sensitive task and, in turn, increase productivity, enable remote work, and improve customer service.

Real Businesses, Real Results with MetaSource

The top intelligent document processing companies don’t just offer best-in-class digital mailroom solutions. They also have a track record of success. Here’s a sneak peek into MetaSource’s:

EōS Fitness

  • 25% more productive AP department
  • 30-40% lower invoice error rate
  • $50,000 saved in stop-payment fees

Medical Center

  • 30,000 monthly invoices processed with 99% data entry accuracy
  • Reduced time-to-pay to 24-48 hours


  • $6,000 in reduced annual storage costs
  • 40,000 member forms processed in under 24 hours

Frequently Asked Questions

How does a digital mailroom work?

Your paper mail is sent directly to a unique post office box and picked up daily by us. Your documents are immediately opened, scanned, and indexed and either delivered to you for further processing or placed into an automated workflow for review and actions to be taken by your staff. With a digital mailroom, you never have to handle paper mail again.

Can you receive and process my email as part of your digital mailroom service?

Yes! Your email is sent to a dedicated email box monitored by MetaSource. Utilizing advanced technology, we open the mail and prepare the attachments, or embedded documents, for processing. Your digitally optimized and indexed email is either delivered to you for further processing or placed into an automated workflow for review and actions to be taken by your staff. With a digital mailroom, your inbox will never be overflowing again.

How is digital mail delivered to our many departments and people?

MetaSource provides a cloud-based platform where the mail is automatically routed to the appropriate recipient(s) based upon your business rules. If needed, specific tasks can be assigned to users to ensure proper processing. Alternatively, MetaSource can upload the digitized mail to your existing platform.

Can you receive and process checks?

Checks can be processed and deposited into your bank account(s), returned to you, or forwarded to your current lockbox provider.

What factors influence the cost of a digital mailroom solution?

When searching for the right digital mailroom solution for your business, cost is likely top of mind. But much like mailroom automation solutions themselves, the answer to the ultimate question, “how much does a digital mailroom cost?”, isn’t one size fits all.

Here are some key factors that influence the price:

  • Incoming mail volume
  • Document types
  • Document management software needs
  • Workflow requirements
  • Software integration needs
  • Turn time requirements
  • Level of customization

Learn more about digital mailroom solutions

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