How the Digital Mailroom Works

Your business mail, digitized and organized.

An IRS notice sits in a mailbox for three weeks. By the time someone checks, the response deadline has passed. A state compliance warning gets buried under junk mail. A bank statement with fraud alerts goes unread.

Physical business mail is a liability when you’re not at the address every day. The digital mailroom fixes this: we receive your mail, scan it within 24 hours, and send you the documents you can actually read — from anywhere, on any device.

The process

1. Mail arrives

   Mail sent to your registered agent address is received at our secure facility.

2. We scan it

   Within 1 business day, mail is opened and scanned at 300 DPI. Both sides are captured.

3. We categorize it

   Our system identifies the sender and document type (IRS notice, state filing, junk mail, etc.).

4. You're notified

   You receive an email notification with a preview. Urgent items (IRS, state agencies) trigger immediate alerts.

5. You take action

   View, download, forward, or shred—all from your dashboard.

What gets scanned

Mail Type	Action
Government notices	Scanned immediately, urgent notification
Bank statements	Scanned, categorized as financial
Business correspondence	Scanned same day
Junk mail	Logged but not scanned by default
Packages	Held for forwarding or pickup

You can change junk mail handling in Settings → Mailroom. Some customers want all mail scanned regardless of type.

Mail address

Your registered agent address is:

[Your Company Name]
[Registered Agent Address Line 1]
[City, State ZIP]

Find your exact address in Company → Documents → Registered Agent.

This address is where the state sends official documents, and where you should direct any business mail you want digitized.

Notification settings

Control how you hear about new mail:

Mail Type	Default Notification
IRS notices	Email + push immediately
State filings	Email immediately
Legal documents	Email immediately
Bank/financial	Email within 1 hour
General business	Daily digest
Junk mail	None (visible in dashboard)

Customize notifications in Settings → Mailroom → Notifications.

Response times

Item	Processing Time
Regular mail	Scanned within 1 business day
Urgent items (IRS, state)	Scanned same day, immediate notification
Packages	Logged same day, held for instruction
Mail forwarding	Ships within 2 business days

Security and privacy

Physical security

• Secure, access-controlled facility
• Background-checked staff
• Mail handled by trained personnel only

Digital security

• Scans encrypted at rest and in transit
• Access limited to authenticated users
• 90-day automatic retention (configurable)

Compliance

• SOC 2 Type II certified facility
• HIPAA-compliant handling available
• Audit logs for all access

What the mailroom doesn’t do

• Open packages — We log receipt but don’t open packages
• Respond to mail — We notify you; you take action
• Legal advice — We categorize, not interpret
• Same-day forwarding — Shipping takes 1-2 business days after you request it

View your mail

Access scanned documents.

Take action on mail

Forward, download, or shred.