Mailroom Tracking Software

Effective mailroom management
Proof of delivery & pick up notifications
Modern digital system
Easily manage high mail volumes

Mailroom tracking software

As a business, you’ll no doubt be receiving hundreds of letters and parcels throughout the week, from office supplies and important documents to those all-important coffee refills and maybe even a new plant to brighten up your space. With so much coming in and with employees ordering personal items to the office too, it can be very difficult to manage your incoming mail effectively and efficiently.

Luckily, at Officeology, we’ve got the perfect solution with our mailroom tracking software, so you’ll never miss or lose a delivery again.

Benefits of mail tracking software

Our happy customers

Mail tracking system

Our mail tracking service is an inbound tracking system that uses computer software, along with hand-held data terminals so you can track the movement of any mail between rooms and people within your business. This means that you’ll always be able to find your parcel, whether it’s in the mailroom, in a meeting room or elsewhere, and who took it in. So, rather than spending hours looking for it, and potentially never finding it, you’ll know exactly where and who to go to – making life easier for everyone.

Wondering how it works? When your items arrive in the mailroom, they’ll be labelled with a barcode. The mail is then booked in, against the name of the recipient on the computer using a portable barcode scanner. Details of the packaging, including reference number, weight, type of item, courier etc, can all be logged into the system. Once it’s logged, an email will be sent to the recipient to let them know the item has arrived and can be either picked up from the mailroom or organised to where it needs to be sent in the office.

Proof of delivery software

This service also includes a Proof of Delivery (POD) software system for extra added peace of mind. When collecting a parcel from the mailroom, or when it gets delivered to someone’s desk or a specific room, each parcel will be scanned with the handheld terminal, and a signature will be needed for proof of delivery. A picture can also be taken in case of any damage.

With both the tracking system and the proof of delivery software, if an item is lost, there is a complete trail of movement from when it was booked in at the post room to where its current location is and should be. 

Recipients of the parcel and other staff or management can easily track parcels through the system and view several helpful reports such as:

  • Proof of delivery report
  • Collected mail report
  • Delivery mail report
  • Mail volume report
  • Mail stats reports

Want to make the most of your post? Take a look at our franking machines which can help your business save up to 46% on postage costs. For more information and to talk through all of the available options, contact our team today.

What our mailroom tracking software customers say about us

I have used officeology at our practice and can honestly say they are fantastic. Great equipment works perfectly. Farhan is my superstar always there when i need him and always... read more

Sophie Mullins Avatar Sophie Mullins
27th July 2023

Thank you Raman, Paul and the rest of the team! Their proactive nature, politeness, thoroughness, and responsiveness make them a great choice. I wholeheartedly recommend them to fellow IT... read more

George Ioannidis Fitanidis Avatar George Ioannidis Fitanidis
29th June 2023

Raman is always helpful with whatever is needed, small or large, it makes no difference, could not be happier with the the service.

Richard Maysey Avatar Richard Maysey
16th June 2023

Let us help

Whatever the size of your business or mailroom requirements, our team can help you get the perfect mailing solution setup for efficiency and ease of use.

Call, email or fill out our form and our experts can answer any questions you may have.

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