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Solution · Digital mailroom

Digital mailroom: email, scan, upload and SFTP in one place.

OXS.eco consolidates incoming documents from e-mail, scan, upload and SFTP directories, identifies what has arrived and hands each one to the right workflow, file or archive.

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Google Cloud in Frankfurt · aligned with GoBD · EN 16931 · data processing agreement available · personally supported

In brief

What is a digital mailroom?

A digital mailroom is the central intake point for business documents. Instead of spreading invoices, vouchers, enquiries and supporting records across individual e-mail mailboxes, scans, uploads or SFTP directories, these documents are collected, identified and handed to the right processes in one place.

A shared mailbox with subfolders is not yet a digital mailroom: it has no classification, no assignment to a case and no traceable status. OXS.eco connects the digital mailroom with workflows, digital files and archiving aligned with GoBD. For scanned documents, OCR makes the text and the key data usable for further processing.

What OXS.eco does

Receive, identify, hand over, in one pass

01

Receive

E-mail mailboxes, scanning with OCR, drag-and-drop upload and SFTP directories come together in one inbox instead of separate folders.

02

Identify

Document type, sender and key data are identified. Your team decides on the unclear cases, with a proposal instead of guesswork.

03

Route

Documents start workflows and land in the right file or in accounts payable, with an audit trail instead of a forwarded e-mail.

Show, don't tell

This is what a processed document looks like

A scanned delivery note as the digital mailroom processes it: recognized, assigned, documented.

Features in detail

What the digital mailroom does beyond collecting

Automatic assignment

Documents land in the right process, not in a catch-all folder

OXS.eco identifies document type, sender and key data and assigns incoming documents to the right customer, case or workflow, across every channel.

  • Invoices go straight into accounts payable, vouchers into the matching file
  • Assignment rules stay traceable; confirmed corrections can be adopted as a learning rule

Recognition quality depends on document quality; your team confirms uncertain assignments before they enter the process.

Channels

Consolidate e-mail inboxes

Mailboxes such as rechnung@musterfirma or info@musterfirma all come together centrally. Attachments become documents with a status instead of forwarded e-mails.

  • One central view of all intake mailboxes
  • Visible status: received, assigned, done
  • Special addresses with their own permissions, e. g. a mailbox whose contents only the management can see

Your addresses stay as they are; OXS.eco takes over the processing behind them.

Scan & paper

Digitize paper mail

Scanned documents are made readable by OCR and then classified and assigned like digital ones.

  • Batch scanning for the daily mail, single scans at the desk
  • Your scanners write straight into SFTP directories and OXS.eco picks up from there
  • Text recognition makes content usable for assignment and search

OCR quality depends on the scanned original; during pilot operation we check this against your real documents before the channel goes live.

Process

Start workflows

Incoming documents trigger tasks, approvals or archiving without manual forwarding.

  • A task for the responsible team instead of an e-mail in a mailbox
  • Escalation when nothing happens

You define which incoming documents may start automatically, per document type and per intake channel.

Overview

Status & log

Who received, assigned and processed what, and when? The mailroom answers that centrally, across sites as well.

  • Intake log per document and channel
  • Open incoming documents at a glance

The log replaces the “Did you see my e-mail?” question, not the review of the content itself.

In practice

Real-world scenarios

01

Digitize invoice mail

Problem

Invoices arrive by e-mail, on paper and spread across several mailboxes, with no central overview and plenty of manual sorting and forwarding.

Solution

Central capture of every intake channel, automatic recognition as an invoice and direct handover into the invoice workflow.

Result

Noticeably

less sorting and forwarding work (typical effect with a clean setup).

02

Sort incoming customer documents

Problem

Documents from different channels are forwarded by hand, filed in the wrong place or processed late, and queries pile up.

Solution

Automatic classification and assignment to customer, case or file based on document type and metadata.

Result

Markedly

less manual assignment work. Documents typically land in the right context (depending on document quality and setup).

03

Unify decentralized inboxes

Problem

Sites and departments work with their own mailboxes and folders, with no central overview and different processes.

Solution

One central digital mailroom for all intake channels and sites, with uniform classification, assignment and routing.

Result

One place

for all incoming documents from all sites, uniform, traceable and fully digital.

What happens next

Intake is the beginning, not the goal

The digital mailroom is the starting point of the OXS.eco platform. Every document arrives where the work continues.

In accounts payable

Invoices go into the Invoice Register

Recognized incoming invoices go into the Invoice Register (REB): classified, extracted, with a proposed account assignment. Your team handles the check and the approval in OXS.eco, including E-invoices via PEPPOL or e-mail.

In the file

Documents sit with the case

Delivery notes, contracts and supporting records are assigned to the matching customer or case file, complete and findable. Record keeping in detail under Digital files.

In the workflow

Tasks instead of mailboxes

Incoming documents create tasks for the responsible team, with deadlines and escalation. The Workspace shows how the team works with them.

In the archive

Aligned with GoBD from the start

Originals are archived immutably and traceably from the moment they arrive, with an audit trail instead of loose storage. Archiving shows how audit-proof that is.

Go deeper into industry-specific intake processes

Logistics & transport

Consolidate delivery notes, CMR waybills and invoices from all channels in one place.

View logistics solutions →

Public sector

Process citizen mail, agency correspondence and e-invoices centrally.

View public sector solutions →

Insurance

Identify claim notifications and documents from e-mail, scan, upload and SFTP and assign them to the claim file.

View insurance solutions →
FAQ

Frequently asked questions about the digital mailroom

The digital mailroom is the structured intake point. The DMS handles storage, search, files, roles and archiving. OXS.eco combines both in one platform.

Hélène TinetManaging Director · initial call, demo & onboarding

Next step

Discuss your inbound mail in 15 minutes.

In the online meeting we go through your current intake channels and show how they turn into a structured digital mailroom. You speak with Hélène Tinet.

MAAS Filderstadt · since 1986
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