Digital Mailroom Services
Your Teams Lose $19,732 Per Person, Per Year to Manual Document Handling. Here Is How to Stop It.
Invoices, contracts, compliance documents, and correspondence arrive across mail, fax, and email with no unified workflow. Stalling teams, compounding compliance risk, and leaking cost at every step. XBP Digital Mailroom captures, classifies, and routes 100% of inbound documents automatically into the systems your teams already use.
- HIPAA Compliant
- SOC 2 Type II
- SSAE 18 Certified
- GDPR and SOX Ready
95%
Auto Classification
vs. 20 to 30% industry average
67%
Processed in 60 Min
from arrival to delivery
30%
Lower Operational Costs
achieved in year one
Get Your Custom Digital Mailroom Plan
Tell us your volume and channels. We will show you exactly what XBP handles, how fast it deploys, and what it costs.
Built for Organizations That Cannot Afford Document Delays or Compliance Gaps.
Many digital mailroom projects stall because vendors treat physical mail and digital processing as separate problems. XBP operates the full stack: physical pickup, high-speed scanning, AI extraction, automated routing, and system integration under one contract, one SLA, and one point of accountability.
XBP goes live in 30 days, is compliant from day one, and is backed by 30 years of business process automation experience serving organizations across banking, insurance, healthcare, and government.
One Vendor. One Contract. Zero Assembly Required.
Full-Stack Managed Service
Physical pickup, scanning, AI processing, routing, and integration handled end-to-end by one vendor under one SLA.
85+ Secure Processing Centers
Timestamped chain-of-custody tracking and compliance-grade document destruction at every site across North America.
Deploy in Days, Not Months
Enterprise-scale deployments in as few as 8 days. 80,000 users onboarded in 60 days. Backed by 30 years of expertise.
7,000+ Integrations, No IT Lift
Direct connectors to your ERP, CRM, and core platforms plus 7,000+ applications via Zapier. No custom development required.
Six Capabilities.One Vendor. Zero Gaps.
Many organizations rely on 3 to 4 vendors to cover physical mail, scanning, routing, and integration. XBP manages the full stack from secure receipt and high-speed scanning to AI classification and direct system delivery, under one contract and one accountability chain.
Multi-Channel Document Intake
Correspondence arrives everywhere. Nothing connects it.XBP captures every inbound document including mail, fax, email, and portals in one secure centralized intake workflow. No document falls outside the process.
High-Speed Scanning and Digitization
Paper documents stall the moment they arrive.Every page including envelopes and attachments is converted to searchable, indexed digital files. The physical bottleneck disappears from day one.
AI Classification and Data Extraction
Manual review slows every downstream team.95% of documents are classified automatically. Critical data is extracted and structured with no manual sorting, no re-keying, and no delays building in the queue.
Automated Routing and Delivery
The right document rarely reaches the right team on time.Customizable routing rules deliver every document to the correct team or system automatically. 67% are processed within 60 minutes of arrival, without a single manual handoff.
Audit Trails and Compliance Controls
Incomplete chain-of-custody is a direct compliance liability.Timestamped audit trails on every document support HIPAA, GDPR, SOX, and NARA requirements. Every touchpoint is tracked from envelope receipt to secure destruction.
System Integration and Workflow Automation
Disconnected systems mean manual re-entry and lost data.Direct connectivity to your ERP, CRM, or core platform plus 7,000+ applications via Zapier. Custom workflows created in minutes with no coding and no IT project required.
From Physical Envelope to Digital Workflow, Automatically.
One intake. One platform. One audit trail from every channel, into every system, without a single manual step.
Documents Enter
Every piece of inbound correspondence including mail, fax, email, and portals is captured in one secure centralized intake workflow. Nothing enters your organization untracked.
AI Extracts Data
OCR and AI classify each document type and extract critical information, converting unstructured content into searchable, structured, machine-readable data automatically.
Teams Receive What They Need
The right document reaches the right team or system without manual handoffs. Finance, legal, operations, and compliance all receive information on the same automated schedule.
Every Step Is Tracked
Timestamped audit trails and compliance controls provide complete chain-of-custody visibility from arrival through secure destruction, ready for any audit at any time.
The Documents Your Business Runs On — Handled Without Delays.
From eliminating operational bottlenecks to accelerating cash flow and enabling distributed workforces — every use case is served by the same managed platform.
Eliminate Operational Bottlenecks
Manual sorting, re-entry, and informal routing delays compound silently across every department that touches inbound documents. XBP centralizes every channel into one automated workflow — removing the bottlenecks that cause teams to miss SLAs and create compliance gaps without realizing it.
Accelerate Financial Workflows & Cash Flow
Invoices, remittances, checks, and payment instruments captured and processed with rules-based routing to finance and treasury — automatically. Integrated Remote Check Deposit backed by infrastructure processing $700M+ annually accelerates cash availability without a separate workflow.
Strengthen Compliance & Audit Readiness
Complete, timestamped chain-of-custody from envelope receipt to secure destruction — supporting HIPAA, GDPR, SOX, and NARA requirements. When regulators arrive, you're not scrambling to reconstruct a paper trail. It's already built, documented, and exportable.
Enable Distributed & Hybrid Teams
Critical mail arrives at offices while your teams work from anywhere. XBP digitizes and delivers correspondence to remote and distributed staff within minutes of receipt — eliminating physical mail dependency and keeping workflows moving regardless of where people are working.
Organizations That Stopped Managing Paper. Started Moving Faster.
- Mortgage Firm
$10M+
Annual savings after loan volumes doubled in 18 months and the manual document system could not keep up.
20% cost reduction. 15% storage savings. Digital-first intake that grows with the business.
Know How We Did It- Fortune 500 Insurer
$35M
Estimated savings over 10 years after XBP took over end-to-end mail operations from a failing internal facility.
$20M in accelerated cash availability. 30% annual cost reduction. Every SLA exceeded from day one.
Know How We Did It- Top U.S. Bank
8 Days
Full enterprise digital mailroom deployed for 55,000 remote employees with zero business disruption.
800 backlogged documents cleared. Full compliance maintained. Secure digital access active from day one.
Know How We Did It- Professional Services Firm
60 Days
80,000 users onboarded across multiple locations with physical mailrooms fully retired.
Mail distribution cut from days to minutes. SSO and LDAP integration. IRS compliance met from day one.
Know How We Did ItEvery Day You Wait Is Another Day of Lost Productivity, Missed SLAs, and Compounding Compliance Risk.
XBP deploys in as few as 8 days. One vendor. One SLA. 100% of inbound documents captured, classified, and routed automatically, backed by 30 years of enterprise document automation experience.