Thousands of businesses trust DMR
Why businesses need mail scanning services today
Physical mail requires someone to be there when it arrives. That mail needs to be opened, sorted, and routed to whoever needs to see it. Finding a specific document means searching through files or asking colleagues if they’ve seen it. Sharing that document means making copies or handing off the original. If someone’s away, decisions wait. Physical mail creates a gap in your workflow.
XBP’s DMR mail scanning closes that gap. Every piece of mail becomes searchable, shareable, and accessible the moment it arrives, matching the speed at which your business already operates.
How our mail scanning services work
ARRIVAL
- Business mail delivered to our scanning center
- Choose the location best for your needs
SCANNING
- Team opens, scans, and indexes mail same-day
- Includes every page and the envelope
- High-resolution scanning captures every detail
ACCESS
- Documents upload automatically to your private portal
- Search by keyword, date, or sender
- Instantly view, download, or share with teams
WHAT NEXT?
- Keep secure digital copies and shred physical mail
- Archive important documents for compliance
- Forward original mail to any address
Benefits of our mail scanning solutions
Mail scanning solutions deliver high-impact, measurable improvements across your entire operation. Here’s what makes the biggest difference for businesses like yours.
Maximize the decades of experience DMR brings to digital mail management and enjoy an industry-leading package of benefits.
Why businesses choose our mail scanning solutions
Every feature of our mail scanning services solves a real problem businesses face with physical mail. From instant access anywhere to automated workflows that eliminate manual handling, these benefits work together to reduce costs and remove friction from your operations.
XBP DMR is the best mail scanning service that doesn’t just digitize documents. It gives your team the freedom to work from anywhere, the power to find any document in seconds, and the confidence that nothing important gets lost or delayed. Your entire workflow becomes faster, simpler, and more secure.
Real Client Success Stories
See what works. Real case studies showing how organizations like yours have optimized mail scanning workflows and reduced operational costs.
How mailroom automation saved a Fortune 500 insurer $35 million over 10 years
What Global Enterprises Say about DMR
We’ve had a positive experience with the Digital Mailroom so far, as it has streamlined our mail handling process and made it more efficient. The automated scanning and digital distribution of incoming mail have been especially helpful. The customer success team has also been great to work with; they are responsive in addressing any questions or issues, which has made using the system smooth and hassle-free.
Angie Menuau
Operations Coordinator, ARISTA CONSULTING GROUP
Since implementing Digital Mailroom (DMR), our document processing times have decreased significantly. Incoming mail is digitized and routed automatically, which has improved accuracy, sped up response times, and reduced manual handling across our teams.
Your Customer Success team has been excellent — proactive in communications, quick to resolve issues, and always willing to offer tips and best practices. Their support has made onboarding and adoption smooth for our staff.
For potential new users, I would recommend taking advantage of the training resources early on and setting clear internal processes to maximize the benefits of DMR. The solution is very flexible, and a little planning upfront helps ensure a seamless rollout.
Abbas Hussain
Documents Manager, ELITE LEGAL PRACTICE PC
At Bitly, we rely on DMR (Digital Mailroom) as our digital mail provider, and they’ve proven to be a trusted partner. Their support team is consistently quick to respond, attentive to our needs, and proactive in resolving any issues. That responsiveness helps us focus on supporting Bitizens (Bitly team members) and running our business with confidence, knowing that our digital mail processes are in good hands.
Beth Yovino
Director - TA, Workforce, and Inclusion, bitly
Implementing XBP’s Digital Mailroom solution has been a game-changer for our organization. It has significantly streamlined our check handling operations, eliminating manual bottlenecks and allowing us to scale with ease. The efficiency gains have been immediate and measurable—what used to take hours now happens seamlessly in the background.
Equally impressive has been the customer support from XBP Global. Their team is responsive, knowledgeable, and genuinely invested in our success. I wouldn’t hesitate to recommend this solution to any organization looking to modernize their mailroom processes and improve operational agility.
Alex Melen
Co-Founder, SmartSites
XBP DMR has genuinely become a valued partner in helping us achieve our goals. The transition was smooth, and the ongoing support has been top-notch. Their precise document management has streamlined our operations, ensuring we stay compliant while boosting overall efficiency. We’ve seen a noticeable uptick in customer satisfaction, thanks to the improvements in our processes.
COO
A leading provider of insurance, lending, and marketing products and services
Due to COVID, we needed a virtual office solution to handle inbound mail quickly. After researching, I found XBP DMR. Their competitive pricing, prime virtual office location, and flexible, professional service impressed us. XBP onboarded us quickly, and it has been a smooth experience ever since.
CEO
Accent Gold Solutions
Handling sensitive information, heavy mail volume, and legal documents created workflow bottlenecks and slowed response times, impacting our client service and bottom line. After considering several options, we chose XBP , and the difference has been remarkable. Their service has transformed our operations.
Managing Partner
Harrison Financial Group
XBP’s Digital Mailroom (DMR) services have transformed our mail management, ensuring HIPAA compliance while improving patient outcomes. The automated sorting and secure handling of documents have accelerated response times, allowing us to resolve claims faster. This partnership has streamlined our operations and reinforced our commitment to high-quality healthcare
Strategic Sourcing
largest health insurance provider in the country
How do I know our confidential documents are actually secure with you?
Our mail scanning services use encrypted transmission, secure facilities, and role-based access controls so only authorized people see specific documents. We’ve handled confidential mail for Fortune 100 companies for over 20 years, and our testimonials from healthcare and financial services clients confirm we meet their strict compliance requirements.
What happens if your system goes down or mail gets lost?
We operate 26 scanning centers across the U.S., so if one location has issues, your mail can be processed at nearby facilities. Every piece is tracked from arrival through digitization, and clients consistently appreciate our responsive support team that quickly resolves any concerns that arise.
Can I actually prove ROI to the board, or is this just a cost?
Our mail scanning solutions eliminate the costs of dedicated mailroom staff, storage space, and time spent searching for physical documents. Our clients specifically mention measurable efficiency gains, faster delivery to people who need it most, and improved, faster decision-making for teams. These support board-level discussions about cost optimization.
What types of documents can you actually scan? Are there limitations?
Our mail scanning services handle all standard business mail, including invoices, contracts, legal documents, claim forms, statements, correspondence, and any paper-based documents that arrive in envelopes. We scan every page, including the envelope itself, and for items that can’t be scanned, like packages, magazines, or bound materials, we forward them to your designated address.
Do you scan only the envelope?
We scan every page, including the envelope, ensuring no details are missed. This comprehensive approach provides you with complete, accurate digital records.
How accurate is the data extraction?
Our OCR technology achieves 99%+ accuracy for typed documents. For handwritten or degraded files, we use AI-assisted review and quality control checks. You get clean, searchable data, not just scanned images. We also provide error reports and can implement human verification for critical documents.
How disruptive is implementation? We can't have mail chaos during the transition.
We have a zero-disruption policy. We work around your schedule, be it on-site or off-site, after hours or during slow periods. Your team keeps working while we handle the heavy lifting. For time-sensitive files, we can scan in phases to maintain your access to critical documents throughout the process.
What about compliance and legal requirements for document retention?
We meet HIPAA, GDPR, SOC 2 Type II, and other regulatory standards depending on your industry. Our processes include a secure chain of custody, encrypted storage, access controls, and full audit trails. When you need to archive documents for legal or compliance purposes, our system provides the audit trails and retention capabilities that satisfy regulatory requirements.
What are the real costs? What fees aren't mentioned upfront?
We don’t believe in hidden surprises. Contact our team for transparent pricing based on your actual mail volume and specific needs.
Will your mail scanning services integrate with our document management system and workflow tools?
Our mail scanning solutions integrate with 7,000+ business tools through Zapier. If your application is not on the list, we can also export your data to your systems via SFTP, including OCR metadata and the chain of custody, if required. Need custom integration? Our team works with your IT department to ensure seamless connectivity. Most clients set up automated workflows that route scanned mail directly into their current business processes.
How do I know your company will still be around in five years?
We’re part of XBP Global, a publicly traded company with over $900 million in annual revenue, 11,000 employees across 19 countries, and more than 60 Fortune 100 clients. Our mail scanning services have operated for over 20 years, and we continue investing in new scanning centers and technology improvements.
What's the first step to get started?
Schedule a free consultation. We’ll assess your document volume, discuss your goals, and provide a detailed proposal with pricing, timeline, and deliverables. No pressure and no obligation, we will offer clear answers so you can make an informed decision. Most clients are up and running within 2-3 weeks of approval.
