Managing physical mail is a bothersome process that feels stuck in the past. You may receive a hundred pieces of mail a month, 70% of which can go in the shredder, but miss that IRS notification or $100K check and you’re in big trouble. Luckily there is an easier way to do it, that ensures compliance, speed, and accuracy of all mail handling. Here’s how:
Some companies may have closed down their offices during the pandemic and never opened back up. Others may have multiple locations, but only one individual — in one location — to manage it all. Or maybe you’re just incorporating and need to figure out where important documents will be sent (that isn’t your home).
Virtual addresses can help. A virtual address is a permanent business address that you can legally use for tax agencies, governments, vendors, and more. All your mail will be sent to this address and digitized so you can access everything in the cloud (hence, your address is “virtual”).
Even if you have an office location, or multiple office locations, virtual address providers can help you set up forwarding of your mail to another location, so you can gain the benefits of a virtual address while keeping your current address.
Virtual addresses go hand-in-hand with virtual mailboxes. When physical mail is received at the processing center, it is immediately scanned and digitized in a secure dashboard for your team to review.
Virtual mailboxes allow you to route mail to a variety of teams instantly, tag your mail for easy searchability in the future, auto-notify individuals when they receive a piece of mail, and take immediate action on the mail (like electronically cashing a check or shredding the physical piece). This way, you’ll never miss an important piece of mail, and you’ll ensure it gets where it needs to go without delay.
Some virtual mail providers even auto-shred any spam or advertisements that are received so you don’t have to sift through junk.
Even if you do have a physical office location, sorting, storing, and managing the mail can take a lot of time. When your mail is digitized, it is accessible in perpetuity, without the need for physical storage space (although many providers also offer to ship any important documents or packages that you’d like to hold onto in person). You’ll also have a complete history of who does what to each piece of mail, or any conversations that may happen in conjunction with a scanned document.
Integrate your virtual mailbox with existing systems that you may use (or are planning to adopt as a part of your digital transformation process) for an even more automated process. Want a team member to receive a Slack notification any time a piece of mail is ready for them to review? That’s possible.
Accidents are bound to happen with physical mail — whether that’s misplacing a notice, dropping a cup of coffee on an invoice, or even being a victim of theft. With so much investment in cybersecurity to protect from online threats, physical offices can often be a vulnerability for data breaches.
Make sure that your virtual mailbox provider is equipped with proper security measures to protect your data (whether that's HIPAA compliance or SOC 2 certification), and that they have virtual controls in place like encryption to keep your mail safe.
Just because some processes remain stuck in the past doesn’t mean your business has to be. Modern solutions like virtual mail management are essential for streamlining operations and ensuring your team can focus on what truly matters. By digitizing outdated workflows, you’ll save time, reduce costs, and gain a competitive edge.
Want to learn more about how to digitally transform your organization beyond virtual mail solutions? Download our guide here.
Managing physical mail is a bothersome process that feels stuck in the past. You may receive a hundred pieces of mail a month, 70% of which can go in the shredder, but miss that IRS notification or $100K check and you’re in big trouble. Luckily there is an easier way to do it, that ensures compliance, speed, and accuracy of all mail handling. Here’s how:
Some companies may have closed down their offices during the pandemic and never opened back up. Others may have multiple locations, but only one individual — in one location — to manage it all. Or maybe you’re just incorporating and need to figure out where important documents will be sent (that isn’t your home).
Virtual addresses can help. A virtual address is a permanent business address that you can legally use for tax agencies, governments, vendors, and more. All your mail will be sent to this address and digitized so you can access everything in the cloud (hence, your address is “virtual”).
Even if you have an office location, or multiple office locations, virtual address providers can help you set up forwarding of your mail to another location, so you can gain the benefits of a virtual address while keeping your current address.
Virtual addresses go hand-in-hand with virtual mailboxes. When physical mail is received at the processing center, it is immediately scanned and digitized in a secure dashboard for your team to review.
Virtual mailboxes allow you to route mail to a variety of teams instantly, tag your mail for easy searchability in the future, auto-notify individuals when they receive a piece of mail, and take immediate action on the mail (like electronically cashing a check or shredding the physical piece). This way, you’ll never miss an important piece of mail, and you’ll ensure it gets where it needs to go without delay.
Some virtual mail providers even auto-shred any spam or advertisements that are received so you don’t have to sift through junk.
Even if you do have a physical office location, sorting, storing, and managing the mail can take a lot of time. When your mail is digitized, it is accessible in perpetuity, without the need for physical storage space (although many providers also offer to ship any important documents or packages that you’d like to hold onto in person). You’ll also have a complete history of who does what to each piece of mail, or any conversations that may happen in conjunction with a scanned document.
Integrate your virtual mailbox with existing systems that you may use (or are planning to adopt as a part of your digital transformation process) for an even more automated process. Want a team member to receive a Slack notification any time a piece of mail is ready for them to review? That’s possible.
Accidents are bound to happen with physical mail — whether that’s misplacing a notice, dropping a cup of coffee on an invoice, or even being a victim of theft. With so much investment in cybersecurity to protect from online threats, physical offices can often be a vulnerability for data breaches.
Make sure that your virtual mailbox provider is equipped with proper security measures to protect your data (whether that's HIPAA compliance or SOC 2 certification), and that they have virtual controls in place like encryption to keep your mail safe.
Just because some processes remain stuck in the past doesn’t mean your business has to be. Modern solutions like virtual mail management are essential for streamlining operations and ensuring your team can focus on what truly matters. By digitizing outdated workflows, you’ll save time, reduce costs, and gain a competitive edge.
Want to learn more about how to digitally transform your organization beyond virtual mail solutions? Download our guide here.
Managing physical mail is a bothersome process that feels stuck in the past. You may receive a hundred pieces of mail a month, 70% of which can go in the shredder, but miss that IRS notification or $100K check and you’re in big trouble. Luckily there is an easier way to do it, that ensures compliance, speed, and accuracy of all mail handling. Here’s how:
Some companies may have closed down their offices during the pandemic and never opened back up. Others may have multiple locations, but only one individual — in one location — to manage it all. Or maybe you’re just incorporating and need to figure out where important documents will be sent (that isn’t your home).
Virtual addresses can help. A virtual address is a permanent business address that you can legally use for tax agencies, governments, vendors, and more. All your mail will be sent to this address and digitized so you can access everything in the cloud (hence, your address is “virtual”).
Even if you have an office location, or multiple office locations, virtual address providers can help you set up forwarding of your mail to another location, so you can gain the benefits of a virtual address while keeping your current address.
Virtual addresses go hand-in-hand with virtual mailboxes. When physical mail is received at the processing center, it is immediately scanned and digitized in a secure dashboard for your team to review.
Virtual mailboxes allow you to route mail to a variety of teams instantly, tag your mail for easy searchability in the future, auto-notify individuals when they receive a piece of mail, and take immediate action on the mail (like electronically cashing a check or shredding the physical piece). This way, you’ll never miss an important piece of mail, and you’ll ensure it gets where it needs to go without delay.
Some virtual mail providers even auto-shred any spam or advertisements that are received so you don’t have to sift through junk.
Even if you do have a physical office location, sorting, storing, and managing the mail can take a lot of time. When your mail is digitized, it is accessible in perpetuity, without the need for physical storage space (although many providers also offer to ship any important documents or packages that you’d like to hold onto in person). You’ll also have a complete history of who does what to each piece of mail, or any conversations that may happen in conjunction with a scanned document.
Integrate your virtual mailbox with existing systems that you may use (or are planning to adopt as a part of your digital transformation process) for an even more automated process. Want a team member to receive a Slack notification any time a piece of mail is ready for them to review? That’s possible.
Accidents are bound to happen with physical mail — whether that’s misplacing a notice, dropping a cup of coffee on an invoice, or even being a victim of theft. With so much investment in cybersecurity to protect from online threats, physical offices can often be a vulnerability for data breaches.
Make sure that your virtual mailbox provider is equipped with proper security measures to protect your data (whether that's HIPAA compliance or SOC 2 certification), and that they have virtual controls in place like encryption to keep your mail safe.
Just because some processes remain stuck in the past doesn’t mean your business has to be. Modern solutions like virtual mail management are essential for streamlining operations and ensuring your team can focus on what truly matters. By digitizing outdated workflows, you’ll save time, reduce costs, and gain a competitive edge.
Want to learn more about how to digitally transform your organization beyond virtual mail solutions? Download our guide here.
