Are you looking for a mail scanning service to help automate key business functions? In this article, we will look at the top reasons why your business should invest in this service. Some of the top advantages we’ll look at include saves time, increases mail security, helps you avoid spam, and you can access the mail worldwide.
Mail scanning is typically offered by virtual mailbox services such as Business Anywhere. It’s part of a package of services that aims to make life easier for businesses. By the end of this article, you’ll understand the value and why it’s a worthwhile investment.
What Is a Mail Scanning Service?
A mail scanning service receives physical mail on your behalf and scans the mail. The mail is essentially transformed into a digital version, which you can view by logging into your account. However, you will need to submit a form with the postal services so that the mail scanning service can legally accept your mail.
Here at Business Anywhere, we offer a professional mail scanning service. We offer one of the best services in the industry, and our pricing is competitive. Still not convinced about the merits of these services? Then continue reading for the top advantages.
8 Mail Scanning Service Advantages
Now let’s turn our attention to the 8 mail scanning service benefits that you shouldn’t overlook.
1. Saves Time
These services will save you a lot of time since there’s no need to manually open your mail. It takes a shorter amount of time to look at your dashboard and browse through the mail. This is especially true when virtual mailbox services offer a modern dashboard.
The time you save with mail scanning services frees you up for other business tasks. Also, you don’t have to worry about fitting in time during the day to look at mail that might be important.
2. Saves Money
The mail scanning service pays for itself since there’s no need to hire an employee to go through the mail. The function is outsourced for a fraction of the cost. The saved money can go toward other parts of your business.
Furthermore, these services are inexpensive and are affordable for even businesses on a tight budget. This means that you can invest in the service right away and use them to scale your business.
3. Security
The security of your physical mail may improve by using virtual mailbox services. That’s because they can keep the mail in a secure location, which takes another load off your mind. On the other hand, if you were to receive mail at your business location, you’ll need to invest in secure lockers and even a safe.
However, you need to choose a service that has a good track record of keeping the physical mail secure. Any breaches can reflect badly on your business if customer personal data were to get compromised.
4. Help you Avoid Spam
Businesses like regular folk can receive a large amount of spam mail. Getting rid of this unwanted mail can be time-consuming. Fortunately, the mail scanning services can get rid of this spam mail, so you never have to deal with it.
In fact, such services will not scan spam mail, which means you’ll never know about it in the first place.
5. Access Mail Worldwide
You can access your scanned mail at any location in the world where you can get online. This is handy if you are currently taking a business trip yet want immediate access to time-sensitive mail.
However, make sure to choose a mail scanning service that works fast. Ideally, the service will scan the mail on the same day that it’s received. This ensures you get quick access to mail that might be holding you back from making a key decision.
6. Employees Can Access Mail
You can provide access to sensitive mail to specific employees. This might be required when an employee needs the mail for their work. Let’s say that several employees need access to the same piece of physical mail. Well, having a digital version is more practical since employees can have access simultaneously.
Typically, business mail scanning services provide a dashboard where clients can log in to view mail. You can provide user access with varying permissions. However, the range of features and access privileges you can play around with varies based on the service you choose.
7. Easier to Work With Scanned Mail
Working with scanned mail is more practical because it’s a digital document. Therefore, you can edit and copy the text using your word processor. This means you can instantly work with the mail and share it with anyone outside your business.
8. Organization
Finally, organizing your mail is one of the biggest advantages of using a mail scanning service. Let’s say you receive 100 pieces of physical mail and have to look through them all to find the right one. This might be time-consuming, and the physical mail would take up a lot of space. That’s especially true if you need to invest in filing cabinets.
However, with a digital platform, you can find the mail you need in seconds. That’s because you can use filters to find exactly what you are looking for. When choosing a mail scanning service, get familiar with their dashboard UI and filters to find the right fit.
Should You Use a Mail Scanning Service?
In conclusion, using a mail scanning service is a great idea if you feel the benefits above are a game-changer for your business. However, make sure to choose the best mail scanning service to enjoy the benefits outlined in this article. Compare the pricing, features, and reputation of each service to find the right match for your business.
Are you looking for a high-quality mail scanning service that’s priced competitively and has excellent reviews? Then take advantage of the mail scanning service here at Business Anywhere. Get in touch if you have any questions on how we can help your business.
