It is truly shocking that in 2024, businesses are still required to rely heavily on physical mail. There are critical communications from banks, the IRS, and other agencies that can only happen through traditional postal mail. And when your business begins to scale, potentially switching addresses or expanding to new locales, staying on top of these communications can be extremely complex, time consuming, and distract from what is most important — growing your businesses.
Even larger and more established businesses can run into issues managing the mail. Many receive tremendous volumes of physical mail and checks — so much that it requires dozens of staff hours each week to ensure nothing slips through the cracks.
But there’s good news: mail scanning services can drastically reduce the time and money spent on mail management, no matter the size of your business.
Some of the leading mail scanning services today streamline business mail operations, keeping you organized and removing the tedious manual elements from many mail-related operations (like depositing checks and shredding junk mail).
Here, we’ll take a closer look at mail scanning services and their many benefits. Then, we’ll examine the key features and advantages of five leading services to help you identify which best align with your business’s unique needs and goals.
Explore how andros saved over 20 hours a month managing mail with Stable
Exactly what they sound like, mail scanning services handle mail management, allowing businesses to leverage automation that eliminates the time-consuming burden of manually sorting, storing, and disposing of mail items.
Research shows that the average business owner spends about 68% of their time handling day-to-day administrative duties. Only about 32% of their time is spent on tasks that focus on moving the business forward (like strategic planning and long-term goals). With a mail scanning service that reduces the manual work involved in mail management, business owners, and their operations counterparts, have greater flexibility to focus on more important work, like growing and scaling their business.
Mail scanning services also let you quickly and easily identify important mail so you can make expedient business decisions. When your mail is digitized, instead of rummaging through physical mail manually looking for items from a certain sender, you can use a quick keyword search for the sender’s name.
From scanning incoming mail and forwarding packages, to depositing checks and extracting key information, mail scanning services securely digitizes the entire mail management process end-to-end, so you can handle mail more efficiently and effectively than ever before.
The benefits of utilizing a mail scanning service are manifold, including the following:
Mail management services receive, sort, and manage mail on your behalf. If your business receives large volumes of paper mail, a mail scanning service can help save on storage space, costs, and the time you (or a staff member) would spend manually organizing and forwarding it.
Similarly, digitization services further save time and space by eliminating physical mail all together. When mail is digitized, you can pull up the document you’re looking for with a quick keyword search, and instantly assign it to an appropriate team member, making it easier to locate and process important mail.
More than half of office professionals spend more time “digging for files they need” than they do on actual work, according to Wakefield Research and Elastic.
On top of that, 58% of office workers identified the ability to quickly search for files and documentation as a “top-three problem.”
By scanning and digitizing incoming mail, mail management services make accessing incoming digital mail from anywhere easy and convenient via user-friendly software. Rather than searching through physical files, employees simply conduct a quick online search.
And unlike with a P.O. Box, scanned mail can be easily accessed from wherever you are — 24 hours a day.
Physical files are inherently at risk, from fire and theft to environmental damage and human error. In the best-case scenario, the result is wasted time. But in the worst case? Sensitive data falls into the wrong hands to the detriment of your company, employees, and customers.
On the other hand, converting files to digital form minimizes these threats while protecting and preserving documentation. Some mail scanning services, like Stable, include permission and roles management, allowing you to limit who has access to certain mail.
It’s clear that handling physical mail can be inconvenient. But the impact can be profound when amplified across your organization.
The previously cited Wakefield report concludes that this “loss of time negatively impacts companies and cultures as workers waste energy that would be better spent on planning, strategy and overall company growth.”
This means that physical mail isn’t just a hassle; it can actually harm employee morale, erode company culture, and detract from your bottom line.
More businesses are choosing to work with mail scanning services because of their powerful potential to drive efficiency for their organization. Which begs the question: how do you select the best mail scanning service for your operation?
Here’s a breakdown of five leading mail scanning services to consider.
With the mission of making it simple for businesses to operate from anywhere, Stable simplifies and streamlines mail management by providing a permanent address and virtual mailbox for scanning mail, forwarding packages, depositing checks, and more.
Offering more than 600 local mailing addresses for receiving mail, PostScanMail gives businesses complete control. The company receives, scans, and uploads the front of mail to an online portal, which customers access to request opening and further scanning, recycling, or forwarding.
It is important to note that not all plans include mail scanning, and there are limits to the number of items that can be scanned monthly. A higher-tier and costlier plan may be required if you require mail scanning, or want more flexibility.
Anytime Mailbox is a secure cloud-based platform that makes viewing and managing your mail from your computer or mobile device easy. After selecting a physical street address from the Anytime Mailbox network of locations, users choose a service plan that suits their needs.
Unfortunately Anytime Mailbox has a plethora of hidden fees. For example, Anytime Mailbox limits the amount of mail you can receive for everything but their unlimited plan. Make sure you take into account the additional cost you may incur before moving forward with this provider.
US Global Mail provides virtual mailbox solutions for individuals, small businesses, enterprises, and expats — all via a virtual mailbox. Services include viewing, scanning, and shipping.
While US Global Mail has strong reviews and a good reputation, Stable combines affordability, excellent service, and a more comprehensive suite of features, making it the better choice for many customers.
An early entrant in virtual mailbox forwarding and mailroom management software, iPostal1 is a digital mailbox service that also includes scanning, mail forwarding, and other mail management services for everything from streamlining business operations to package theft prevention.
iPostal1’s reliance on third-party mail centers can result in inconsistent service quality across locations, which may be a concern for customers prioritizing reliability. Additionally, while its pricing appears competitive, hidden fees for services like in-person mail pickup or premium addresses can quickly increase costs, making it less transparent and predictable than some alternatives.
Looking for help managing your physical mail from anywhere with a premium business address? Whether you’re looking for the best virtual mailbox and best virtual address for individuals and businesses, or the best corporate mailing services for receiving and sending mail, Stable’s mail management services are an innovative solution to the challenges of running a remote, distributed, or fast-scaling company.
Stable provides permanent virtual addresses and mailboxes to streamline your business' mail operations. We securely digitize your mail so that you can scan, forward, shred, or even deposit checks from anywhere in the world through our intuitive online dashboard. Start driving efficiency and create your Stable address today.
It is truly shocking that in 2024, businesses are still required to rely heavily on physical mail. There are critical communications from banks, the IRS, and other agencies that can only happen through traditional postal mail. And when your business begins to scale, potentially switching addresses or expanding to new locales, staying on top of these communications can be extremely complex, time consuming, and distract from what is most important — growing your businesses.
Even larger and more established businesses can run into issues managing the mail. Many receive tremendous volumes of physical mail and checks — so much that it requires dozens of staff hours each week to ensure nothing slips through the cracks.
But there’s good news: mail scanning services can drastically reduce the time and money spent on mail management, no matter the size of your business.
Some of the leading mail scanning services today streamline business mail operations, keeping you organized and removing the tedious manual elements from many mail-related operations (like depositing checks and shredding junk mail).
Here, we’ll take a closer look at mail scanning services and their many benefits. Then, we’ll examine the key features and advantages of five leading services to help you identify which best align with your business’s unique needs and goals.
Explore how andros saved over 20 hours a month managing mail with Stable
Exactly what they sound like, mail scanning services handle mail management, allowing businesses to leverage automation that eliminates the time-consuming burden of manually sorting, storing, and disposing of mail items.
Research shows that the average business owner spends about 68% of their time handling day-to-day administrative duties. Only about 32% of their time is spent on tasks that focus on moving the business forward (like strategic planning and long-term goals). With a mail scanning service that reduces the manual work involved in mail management, business owners, and their operations counterparts, have greater flexibility to focus on more important work, like growing and scaling their business.
Mail scanning services also let you quickly and easily identify important mail so you can make expedient business decisions. When your mail is digitized, instead of rummaging through physical mail manually looking for items from a certain sender, you can use a quick keyword search for the sender’s name.
From scanning incoming mail and forwarding packages, to depositing checks and extracting key information, mail scanning services securely digitizes the entire mail management process end-to-end, so you can handle mail more efficiently and effectively than ever before.
The benefits of utilizing a mail scanning service are manifold, including the following:
Mail management services receive, sort, and manage mail on your behalf. If your business receives large volumes of paper mail, a mail scanning service can help save on storage space, costs, and the time you (or a staff member) would spend manually organizing and forwarding it.
Similarly, digitization services further save time and space by eliminating physical mail all together. When mail is digitized, you can pull up the document you’re looking for with a quick keyword search, and instantly assign it to an appropriate team member, making it easier to locate and process important mail.
More than half of office professionals spend more time “digging for files they need” than they do on actual work, according to Wakefield Research and Elastic.
On top of that, 58% of office workers identified the ability to quickly search for files and documentation as a “top-three problem.”
By scanning and digitizing incoming mail, mail management services make accessing incoming digital mail from anywhere easy and convenient via user-friendly software. Rather than searching through physical files, employees simply conduct a quick online search.
And unlike with a P.O. Box, scanned mail can be easily accessed from wherever you are — 24 hours a day.
Physical files are inherently at risk, from fire and theft to environmental damage and human error. In the best-case scenario, the result is wasted time. But in the worst case? Sensitive data falls into the wrong hands to the detriment of your company, employees, and customers.
On the other hand, converting files to digital form minimizes these threats while protecting and preserving documentation. Some mail scanning services, like Stable, include permission and roles management, allowing you to limit who has access to certain mail.
It’s clear that handling physical mail can be inconvenient. But the impact can be profound when amplified across your organization.
The previously cited Wakefield report concludes that this “loss of time negatively impacts companies and cultures as workers waste energy that would be better spent on planning, strategy and overall company growth.”
This means that physical mail isn’t just a hassle; it can actually harm employee morale, erode company culture, and detract from your bottom line.
More businesses are choosing to work with mail scanning services because of their powerful potential to drive efficiency for their organization. Which begs the question: how do you select the best mail scanning service for your operation?
Here’s a breakdown of five leading mail scanning services to consider.
With the mission of making it simple for businesses to operate from anywhere, Stable simplifies and streamlines mail management by providing a permanent address and virtual mailbox for scanning mail, forwarding packages, depositing checks, and more.
Offering more than 600 local mailing addresses for receiving mail, PostScanMail gives businesses complete control. The company receives, scans, and uploads the front of mail to an online portal, which customers access to request opening and further scanning, recycling, or forwarding.
It is important to note that not all plans include mail scanning, and there are limits to the number of items that can be scanned monthly. A higher-tier and costlier plan may be required if you require mail scanning, or want more flexibility.
Anytime Mailbox is a secure cloud-based platform that makes viewing and managing your mail from your computer or mobile device easy. After selecting a physical street address from the Anytime Mailbox network of locations, users choose a service plan that suits their needs.
Unfortunately Anytime Mailbox has a plethora of hidden fees. For example, Anytime Mailbox limits the amount of mail you can receive for everything but their unlimited plan. Make sure you take into account the additional cost you may incur before moving forward with this provider.
US Global Mail provides virtual mailbox solutions for individuals, small businesses, enterprises, and expats — all via a virtual mailbox. Services include viewing, scanning, and shipping.
While US Global Mail has strong reviews and a good reputation, Stable combines affordability, excellent service, and a more comprehensive suite of features, making it the better choice for many customers.
An early entrant in virtual mailbox forwarding and mailroom management software, iPostal1 is a digital mailbox service that also includes scanning, mail forwarding, and other mail management services for everything from streamlining business operations to package theft prevention.
iPostal1’s reliance on third-party mail centers can result in inconsistent service quality across locations, which may be a concern for customers prioritizing reliability. Additionally, while its pricing appears competitive, hidden fees for services like in-person mail pickup or premium addresses can quickly increase costs, making it less transparent and predictable than some alternatives.
Looking for help managing your physical mail from anywhere with a premium business address? Whether you’re looking for the best virtual mailbox and best virtual address for individuals and businesses, or the best corporate mailing services for receiving and sending mail, Stable’s mail management services are an innovative solution to the challenges of running a remote, distributed, or fast-scaling company.
Stable provides permanent virtual addresses and mailboxes to streamline your business' mail operations. We securely digitize your mail so that you can scan, forward, shred, or even deposit checks from anywhere in the world through our intuitive online dashboard. Start driving efficiency and create your Stable address today.
