This post will explain mailroom management software. In this review, we’ll look at some of the top online mailroom management tools for effectively organizing and running commercial mailrooms. Over the one-time several years, there has been an unexpected increase in critical mailroom functions, including package scanning, logging, sorting, alerts, and pickup, due to the growth of the e-commerce sector and the high number of consumers who shop online.
Even while traditional mailing systems are still in use, outdated workflows are finding it more and more challenging to manage all correspondence. According to a survey, the global market for mailroom management software was worth $321 million in 2018 and is projected to grow to $466 million by 2027.
11 Powerful Digital Mailroom Management Software In 2022
In this article, you can know about mailroom management software here are the details below;
This shows that many businesses have been utilising such software to cut down on operating expenses and mistakes. We wanted to locate the best mailroom management software out of the many options available.
1. PackageX Mailroom – Digital Mailroom Automation Software
The finest mailroom management software for businesses, according to our list, is PackageX Mailroom.
This package room management software in the cloud gives you all the resources you need to effectively scan and log incoming and outgoing mail, inform recipients, gather proof of pickup, and more.
You can set up your mailroom and streamline every step of the process using PackageX Mailroom.
Package Label Scanning Using OCR
The software’s robust optical character recognition (OCR) technology, which can read bar codes, QR codes, and even handwritten labels, significantly decreases package scanning time and increases operational productivity for mailroom workers.
Automated Reminders and Notifications
The completely automated notifications and reminders offered by PackageX Mailroom are another helpful feature. Staff members of the mailroom are no longer required to manually make calls or send emails. As soon as a label is scanned, notifications are automatically delivered to the appropriate recipient. This is another mailroom management software.
Smart Dashboard on the Web
PackageX Mailroom not only helps your mailroom workers work less, but it also helps you gain more knowledge about all the mail items your company receives on a daily basis. A web-based dashboard offers management personnel helpful analytics so they may make data-driven mail handling decisions for any firm.
Mailroom’s reputation speaks for itself; it is trusted by eminent businesses around the world, including WeWork, Delaware Valley University, Goucher College, and others.
Key Elements
- Notifications: With just one click, send targeted recipients email notifications to serve as immediate reminders.
- Scanning: With its OCR capability, you can scan barcodes, QR codes, and even handwritten labels.
- Assistance: By putting customers first in workflows, constant customer support is provided. After that, it analyses the data and develops a data-driven mailroom operations strategy to improve client happiness.
- Reports: Keep you informed of the important events taking place within your company. This will assist you in assessing major trends and making the best predictions for your particular line of business.
- Digital Mailroom: You may use contactless mailroom functionality thanks to smart features. Operators can quickly gather e-responses from receivers for follow-up action on mail items received in their name thanks to digital mailroom functionalities. With only one click, receivers can ask for mail forwarding, holding, scanning, and trashing.
- Various Platforms: Easily accessible through the Google Play Store or the Apple App Store Additionally, the mobile application supports up to 17 languages to give consumers wherever in the world a positive experience.
2. Envoy Deliveries – Simple Mailroom Management Software
Envoy Deliveries is the second item on our list of the top Mailroom Management Software. Envoy, one of the top mailroom management programmes, is recognised as a market leader in the visitor management sector and trusted with thousands of deliveries each day.
With the help of this capable mail management programme, make the most of your space and minimise the headache of package accumulation. With your Envoy Mobile, you easily scan the package to activate the software. The owner is then informed to pick up their delivery when the device automatically recognises them.
The receivers receive prompt notices and reminders that make it easy for them to locate their deliveries. Additionally, the software requests a signature from the recipient of the packet for added protection.
In addition to its impressive capabilities, Envoy Deliveries is affordable and simple to use. The software distinguishes itself from other mailroom management programmes for this reason.
Key Elements
- Alerts: notify staff members anytime a delivery is prepared for pickup.
- Delivery log: This feature enables you to view each delivery’s status. You can access the thorough records from any location or device.
- Recording: lets you use your phone to snap a picture of each delivery.
- Security: request a signature from the recipient of the goods. Every time a delivery is made, it has the ability to take a picture of it.
- Analytics: By spotting trends, you can scale your mail process and enhance operations. Additionally, it provides you with a window into your company through weekly reporting in the form of graphs and charts.
3. Notifii Track – Mail Management Software
A cloud-based mail management tool called Notifii Track was created with the user’s time savings in mind. It operates by using its many effective features to manage all of the users’ parcels and mail. Also check construction estimating software.
This is another mailroom management software. Notifi Track, one of the best mail management applications, features a simple user interface. Additionally, the software includes a strong collection of features that are ideal for managing enterprises, properties, and educational institutions.
The software also offers a feature-rich mobile app that lets you quickly manage your workflow from a mobile device. If you want an app that can serve multiple purposes, you should definitely get your hands on this great one.
Key Elements
- Inform your employee in person when their mailroom-bound personal and work parcels arrive. Either a text message or an email will contain the alert.
- The software’s “Search” feature enables quick searches for package information. By looking up a name, tracking number, or unit number, it accomplishes this.
- Prepares orderly weekly/monthly reports. You may view monthly totals, pending packages, and a lot more using this.
- Enables you to send the recipient a picture of the package taken with your phone or tablet. This aids in the package’s verification even prior to delivery.
- Controls the volume of packages you receive, arranges mailroom activities, and speeds up pickup. This facilitates receiving your packages more quickly.
- Establishes an effective connection with you thanks to its strong central hub for automatic text and email notifications.
4. QTrak – Package Management Software
QTrak has more than 30 years of experience in the software and application of mail delivery systems, and it has earned a spot on the list of the top package management programmes.
This user-friendly management programme is a simple yet effective way to keep track of and arrange all of your goods.
The monitoring app’s availability on numerous well-known platforms is the best feature among all the fascinating features it has. Additionally, the app established itself in the market by providing incredible features at a reasonable price.
Additionally, the software’s most recent cloud database app makes the procedure of delivery tracking a breeze. It safely stores all the package information, including the name of the recipient, the delivery time, the routes, and a lot more.
Key Elements
- Multiple Platform: Easily interacts with many platforms. It works well on various devices, including the iPhone, Samsung Galaxy, iPad, LG Tablets, iPad Mini, and iPod Touch.
- Security: You can scan packages directly from your phone thanks to this. The shipment tracking data is subsequently transferred over your wifi or cellular connection to a secure cloud database.
- Notifications: prompt notification of recipients to pick up the package and secure deliveries. You can choose between single, varying, or group mailbox allocations.
- Contactless Pickup: enables receivers to accept deliveries without making any physical touch. The app stores all of the information, including receipt, route, and pickup information.
- Reports: produces weekly and monthly personalised reports. Simply choose the type of reports you want, and they will appear on screen automatically.
- Tracking: The software keeps a record of each transaction for enhanced security. Even the time the shipment was picked up is included.
5. Parcel Tracker – Parcel Management Software
A excellent digital package room software created especially for residential complexes is Parcel Tracker. Parcel Tracker has gained a management of popularity among its rivals thanks to its 35,000 managed units and 250,000 tracked packages.
Numerous useful features are incorporated into this outstanding inbound package tracking software. Parcel Tracker provides all the capabilities required to offer its users everything they could possibly need, including tracking all of the shipments, scanning, labelling, email/text notification, and enabling digital delivery log.
If you want to spend less time tracking goods and more time concentrating on your business. The best package room management software will then turn out to be Parcel Tracker.
Key Elements
- Scanning: enables you to scan numerous packages at once. The name of the recipient and the delivery route are just two of the details that are saved.
- As evidence, a fast scan of the package label reveals the tenant’s name. Having documentation that the package was delivered to the intended recipient is helpful.
- Delivery Log: This feature shows a digital delivery log with all the package data.
- Notifications: generates prompt reminders right away following the quick scanning of all packages. Additionally, you can add your brand’s logo and customise the notifications that are sent out.
- Reports: keep you informed about business developments. It operates by producing weekly reports that enable you to evaluate the management of your mail.
- Security: provides high security by requesting an app signature from the recipient of the package.
- Contactless Pickup: By scanning the barcodes, this service offers a contactless experience. You can then easily locate your package thanks to it.
6. Earth Class Mail – Virtual Mailroom Software
Earth Class Mail is a capable digital mailroom automation software that was introduced in 2004. The software reduces the user’s workload by giving them access to a virtual mailbox. It offers various fun features that help save time and money.
The software supports all kinds of enterprises and gives them access to their mail online. Your postal mail is taken in and sent to a virtual address, which is how it operates. This is another mailroom management software.
The company’s secure facilities then examine the mail. You are then able to access your Earth Class account to check your mail. You can forward or keep it once it has been fully digitalized depending on your requirements.
The software syncs up without a hitch with many well-known systems. Additionally, the business gained notoriety through collaborating with organisations like Lyft, Reddit, and Zapier.
Key Elements
- Automatically links your data to the proprietary system or cloud storage service of your choice. The list also covers QuickBooks, Google Drive, and other services.
Your physical mail can be kept there for up to 30 days. Your inbox stores virtual mail that is accessible at any time, anywhere.
- Keeps the necessary digital copies while securely destroying any physical documents that are no longer needed. It aids in both increasing storage and organising and prioritising your mail.
- Lessens the number of times you need to visit the bank by scanning the checks, checking them, and then completing your deposit slip.
- Sorts your mailroom into different accounts and uses custom tags to organise it.
- Earth Class Mail gives customers access to their postal mail around-the-clock, on any device, and from anywhere.
- Scans every piece of mail and parcel you get so you may save, forward, or keep a record of it.
- With the help of HIPAA-certified specialists, the software creates high-resolution PDFs. Additionally, you can send it to the addressee with only one click.
7. iLobby Deliveries – Mailroom Management App
One of the top package management programmes, iLobby Deliveries introduces cutting-edge solutions to the industry. The software has amazing capabilities that make it simple for you to keep track of and manage deliveries, pickups, and mail.
With the help of this robust mailroom management software, you can automate package management at your front desk and prevent mail pile-up. The software has established itself well in the sector because to its user-friendly UI and a number of useful functions.
The software offers everything, including tracking deliveries, managing mail, scanning, and sending employees immediate notifications.
Key Elements
- Reminders: up until the employees pick up their package, reminders are regularly sent to the employees. Additionally, it instantly compares the employee records before sending notifications.
- Review: gives concise summaries of all the correspondence you have received. It includes information such as the name of their carrier, tracking numbers, and delivery status.
- Record: By documenting who signed for the package, verification and security are ensured. It also includes the carrier, status, and tracking number for the delivered mail.
- Scanning: this process photographs the Shipping Label while scanning the package. The carrier, delivery status, and the employee who signed the label will then be tracked.
- Allows you to handle an endless amount of mail and packages. Additionally, it manages your mail without any restrictions.
- Tracking incoming and outgoing packages simplifies the process of package/mail pickups and deliveries. It lessens the amount of mail that accumulates in the mailroom.
8. EZTrackIt
Are you sick and weary of spending countless hours managing and arranging your mailroom? Just relax; we’ve got you covered. With years of experience and a skilled team on board, EZTrackIt will simplify the process of managing your business. Also check Amazon PPC software
No other mailroom management software delivers the variety of fascinating features that EZTrackIt does. The software assists with tracking your packages, clearing out unnecessary data from the database, displaying reports, and much more.
The nicest aspect of this room management software programme, besides its incredible functions, has to be its “Lock field.” You can use this feature to lock the details of a certain package. Users that must receive many deliveries from one person find it to be quite helpful.
Key Elements
- Reports: Enables postal managers to keep track of and manage mail and packages. It generates reports that are succinct but contain all of the week’s major events.
- Contactless Shipments: These packages let recipients pick them up directly from their phones. The notification link will be shown, and the recipient will receive his present right away.
- Database cleaning: when you upload new data, this swiftly analyses your whole database. The undesirable files are then all instantly deleted.
- Lock Fields: This feature enables you to save/lock certain information for numerous packages. You won’t have to enter a package’s data again thanks to this.
- Notifications: alerts the receivers that a shipment is waiting for them to pick it up. Additionally, it notifies the recipient that the parcel is on its way and provides information on the mailroom’s pickup hours.
- Consumer service: provides a team of experts who are on call around-the-clock to address customer inquiries.
- Security: backs up the cloud-based database used to store package data. To guarantee recipient pleasure, it can be accessed whenever and from any device.
9. SwipedOn
This is another mailroom management software. This effective mailroom management programme made its debut in the market with a host of fantastic features. SwipedOn offers the ideal set of tools for efficient mailroom management thanks to its strong connections with platforms like Azure Active Directory and Microsoft Active Directory.
SwipedOn unexpectedly appeared during the epidemic and offered innovative features like contactless sign-in, visitor screening, and more. It enables package delivery and receipt without any interaction between customers and staff.
The software also helps to organise the mailroom by giving the staff access to a delivery log. It is beneficial to maintain track of every delivery, including its time, recipient, and other details.
Key Elements
- Notifications: promptly alerts the staff each time a visitor arrives. Additionally, it features the visitor’s images, making it simple to find them.
- Evacuation Management: This effective “cloud-based system” continuously logs everything, including who is on-site or in your facility.
- Customization: This feature enables you to personalise the sign-in so you can interact with your guests. It assists you in marketing and promoting your business to the intended audience thanks to its simplified dashboard.
- Security: visitor agreements are securely captured and recorded. Additionally, it deals with any demands that visitors read and sign a non-disclosure agreement for your company.
- Visitor screening: reduces the need for unneeded employee interaction. By giving you the opportunity to inquire about visitors’ current health status, it helps you keep vigilant for signs that a high-risk person may be approaching your place of business.
- Contactless Sign-in: enables visitors to use their smartphone to sign in by scanning a QR Code. It then displays the QR code at your front desk, allowing guests to securely check in.
- Label Scan: This feature enables the courier to scan the product’s label. The instructions for where to leave the package are provided as soon as the recipient’s name is found to match.
10. Switch
Software for a secure digital package room called Switch was created especially for small firms. You should choose Switch to efficiently organise your mailroom.
It is among the best mailroom management programmes and offers a wide range of essential features. Switch makes sure that your staff members don’t waste time managing and preparing mail, but rather encourages them to focus on more crucial responsibilities.
You must upload your document in order for this online digital mailroom automation software to function. Mail is then sent to the correct address when it has been printed.
Key Elements
- Secure: secure data encryption maintains the privacy and confidentiality of all of your mail. Additionally, there is no human involvement and everything is totally automated.
- Availability: enables sending letters and mail online whenever it is convenient, regardless of when the Post Office is open.
- Reports: gives you a bird’s-eye view of everything that is going on. You may examine the quantity of letters submitted, time saved, money consumed, and other information on the main dashboard.
- Email notifications will be sent to you informing you of the monthly statement and order summary.
- Expense tracking: This feature enables you to keep track of the money you spend on organising your mailroom. It operates by examining the amount spent and contrasting it with past monthly data.
- Payment: offers you a variety of payment options. PayPal and credit/debit cards are accepted for payment.
- Import: This feature enables you to import your address book so you can find out the addresses of every recipient. The XLSX file format is supported.
11. SphereMail
The last software on our list of the top package room management programmes is SphereMail. Use SphereMail to manage your mailroom so you don’t have to put in a lot of work. The ideal way to deliver digital mail to your clients remotely is using our simple digital package room software. This is another mailroom management software.
For remote workers, the software’s easy start-up feature manages and signs them up for office mail automatically. Additionally, it enables your staff to scan, forward, and destroy email from anywhere.
The “Live answering service” offered by this digital mailroom automation software is one of its main benefits. It allows users to specify and personalise greetings. Additionally, it enables the capability of providing the receptionist with a predetermined set of responses to client inquiries. Also check work order software
Along with its unique features, this platform is really useful and helps your business grow. It gives you a flexible way to make more money and supports business growth.
Key Elements
Shipping labels: instantly prints pre-paid shipping labels. It makes use of numerous postal services, including USPS, CANADA POST, UK ROYAL, FedEx, and DHL.
- Access: enables online management and organisation of your mail from any location at any time, including from a mobile device.
- Receptionist Service: Offers consumers a qualified live answering service. Depending on your business needs, you can configure a personalised response with a unique greeting.
- Shred mail to get the clutter out of your mailbox. It functions by preserving critical mail and deleting outdated and pointless messages.
- Open API: enables easy website integration. Additionally, it enables you to transparently offer mailroom management to your customers.
- Billing Information: These provide insightful reports that enable you assess your monthly spending. It presents graphs or charts that represent the weekly or monthly billing records.
- Scanning: enables you to send virtual mail to recipients by scanning packages with a mobile device. Additionally, it saved all the details pertaining to the recipients, address, delivery method, and more.
Frequently Asked Questions for Mailroom Management Software (FAQs)
1. Mailroom management: what is it?
An area (room/office) where mail and packages are received, managed, and delivered is called a mailroom. Mailroom management is a service that handles the mail for a particular business, organisation, or structure. The management of mail begins as soon as it is received and continues until it is delivered.
Automating the entire process—from collecting the mail at its origin to delivering it to its final destination—is a key component of mailroom management. It also involves telling you when the mail is delivered, tracking consignments across numerous locations, and much more.
2. How Should a Mailroom Be Set Up?
Mailrooms of various organisations all over the world frequently utilise handwritten logs to record package receipts. Excel spreadsheets have helped some businesses modernise their working environments, but data entry still takes a lot of time.
You must therefore be familiar with mailroom organisation in order to save your valuable time. In order to successfully arrange their mailroom, people are spending more money today on mailroom management software.
These package room management tools not only help them manage and organise their mailroom, but also streamline the entire software. Mailroom management software includes everything from receiving mail through scanning, labelling, delivering, and tracking.
3. What is electronic mail?
Electronic mail is another name for digital mail. It entails converting incoming paper mail into digital mail through a scanning process. You can then electronically deliver the mail to the designated location.
Many firms have switched from the conventional form of mailing to digital mail as a result of the development of technology. The use of a digital mailbox is required to send or receive digital mail. Send, receive, and keep mail with this safe online service.
4. How Does the Mailroom Operate?
There are various steps in the standard mailroom job process. A person is hired to work in a mailroom to carry out these duties. Accepting and sorting incoming mail typically kicks off the process.
The task of delivering the mail to the confirmed/authentic recipients is then completed. Additionally, the mailroom handles the delivery of outgoing mail.
The outgoing mail is set up for delivery, including correct labelling and packaging. Additionally, the overnight distribution and logging of mail are part of the process. Additionally, mailroom employees are responsible for maintaining the facility’s supplies of stamps, tape, and envelopes.
Continuous tracking of incoming and outgoing mail is another step in the process. Additionally, an order is placed to replenish the supplies as soon as the stock level drops. To automate mailroom operations, several businesses utilise mailroom management software.
5. The best mailroom management software, which one is it?
You will find that the Mailroom Management Software that best satisfies the requirements and needs of your company is the finest for you. The features, functions, and price that a user purchases determine the software’s quality.
When it comes to mailroom management software, it should be able to offer some of the fundamental functions that each user need. It must include features including automatic notifications, label scanning, a digital log, and the requirement for the recipient’s signature prior to pickup.
Consequently, it is important to initially be clear about your requirements before purchasing software for your business. Take a free trial of the software you plan to use in the following stage. Knowing whether the software will benefit you or not will be helpful.
Conclusion
Even while mailroom management software may not be crucial to the operation of a company, it is nonetheless crucial. The software keeps you focused on your company’s most important activities while also assisting in keeping your mailroom orderly.
You should always take the time to research any software before selecting it, including those on the list above. It is preferable to request a free trial before making a final decision on a certain piece of software. In this manner, you may determine whether the software can satisfy all of your needs.
We have compiled a list of some of the top mailroom management programmes to assist you in making your choice from a vast selection of software. So, decide wisely and share with us in the comments which software you prefer!