Take control of incoming post and
email with Digital Mailroom and
Email Management solutions.

As a busy professional services firm, your team handles a constant flow of incoming client and matter-related correspondence from multiple sources in multiple formats. This includes emails, hard copy post, contracts, letters, forms, HMRC documents, PDFs, and everything in between.

But if you’re relying on manual processes to sort, scan, and distribute that information to the right people in a timely way, things can quickly become inefficient. Errors also start to creep in. Valuable fee earning time is spent filing and searching for documents instead of focusing on billable work and client service.

What if managing your incoming correspondence was simple?

Letters are digitised as they arrive. Emails are automatically captured and organised. Everything is classified, named and stored securely in your firm’s DMS/CMS platform, ready for your team to access instantly, wherever they are working.

Introducing Digital Mailroom and Email Management solutions…

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Goodbye

Manual sorting, lost documents, and wasted time…

Hello
Digital Post.

Digital Mailroom and Email Management solutions make handling all your incoming correspondence effortless.

They capture, classify, and store digital or hard copy post and emails securely, giving your team instant access whenever it’s needed.

Everything is organised, easy to find, and audit-ready.

How it works.

1. Input

Physical post, correspondence, emails, and digital files, from portals, MS Teams, and client data sharing platforms.

Electronic channels:

Portals
Email
Office365

Hard copy channels:

Post room
Desktop scanner
MFDs

2. Capture & Classify

Incoming post and correspondence are scanned, and emails and digital files are automatically profiled and captured. Key details are identified so documents can be organised by client, matter, or project using consistent naming conventions and mixed matter detection. This applies regardless of any existing tags or classifications, ensuring everything is captured whether your firm generated or received the correspondence.

3. Distribute & Route

Correspondence is sent to the right person or team for action. Most items are processed automatically (typically 90%+ for referable documents), with any exceptions routed for review.

4. Direct to DMS

Automated alert notifies post room and matter owner that item has been filed in DMS.

5. Collaborate & Action

Staff can review, assign, and act on documents quickly, with colleagues interacting seamlessly and collaboratively with any central post team.

6. Track

Audit trails record who accessed or handled each item, ensuring compliance and visibility across the team.

7. Archive

Documents are securely stored in matter files, DMS, ERP, or cloud storage. By linking the electronic version to physical version, everything is easy to find for future reference or audits.

Spend More Time on Billable Work.

Sorting mail, scanning documents, and filing emails can quickly eat into valuable time.

Digital mailroom and email management solutions take care of these tasks automatically, organising correspondence as it arrives and routing it to the right
place and person quickly.

That means less time spent on admin and more time focused on billable work and delivering value to your clients.

*Saves an hour a day, per person.

Reduce Filing Errors.

Manual processes make it easy for documents to be misplaced or filed incorrectly.

Digital capture and classification help ensure every piece of correspondence is stored in the right place, unnecessary duplication is reduced, and mixed matters within scanned documents or email attachments are identified automatically. That means less risk of lost files and stronger support for your firm’s compliance and governance requirements.

With fewer errors and less time spent searching for information, your teams and firm can work more efficiently and with confidence.

Up to 40% of documents received don’t get filed correctly or at all.

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Secure and Compliant.

Professional services firms handle sensitive information every day.

Digital mailroom and email management solutions store correspondence securely with consistent naming conventions and mixed matter alerts. They provide clear audit trails, helping you maintain compliance and protect client data.

You’ll always know where documents are stored, who saved them, and who has access to them, giving you complete peace of mind.

Identify mixed matters in emails – typically 4% of all emails.

Access Information Instantly.

When correspondence is stored digitally in the right matter or instruction file, it’s easy for your team to find exactly what they need.

Whether they’re in the office, working remotely, or in another location, documents are always accessible.

No more searching through inboxes, filing cabinets, or shared folders. Your team can gain faster insights, act sooner, and provide informed advice with all relevant information at their fingertips.

Work Smarter Across Teams.

Shared access to captured correspondence means teams can review, assign, and act on documents together, without delays or duplicated work.

Access can be tailored by role, client, or matter, so the right people see the right information at the right time.

Teams can work more efficiently together, with complete visibility across every document.

Having correspondence captured, organised and accessible in a structured way, also makes it easier for your firm to leverage the benefits of AI.

Deliver Better Client Service.

When information is easy to find, your team can respond to clients more quickly and keep projects moving forward.

Correspondence can be shared, reviewed, and actioned without delays.

With improved visibility, accuracy, and collaboration, your clients receive a faster, more reliable service. Your reputation for excellence grows, while improving productivity across the business.