Mailroom automation reads your inboxes, and your rules decide what happens next: reroute, split, process or file, before anyone opens a mail.
Mailroom automation is a SmartImage solution built on Leap. Leap reads and understands every email and every document inside it; then the rules you set up for each mailbox decide what happens next. An email can be rerouted to a user or another mailbox. A mail can be split, sending its invoice to invoice processing, its contract to the CRM, its delivery note to the ERP. And documents are filed into Conserve, SharePoint, Alfresco or another DMS, in the right folder, every time. The downloading, sorting and retyping simply stops.
Every mail and every attachment is collected and classified automatically, around the clock, across as many mailboxes as the business runs.
Each mailbox has its own rule set that decides what happens to every email: reroute it, split it, process it or file it, without a person deciding.
A single email can feed several systems at once: ERP, CRM and invoice processing, with the documents filed to Conserve, SharePoint, Alfresco or another DMS.
The mail keeps arriving; the difference is that the rules you set up for each mailbox deal with it. Four steps run continuously, and the only human moment is the one where judgement genuinely helps.
Your mailboxes are monitored continuously; every mail and attachment is fetched the moment it arrives.
Leap identifies the email and every document inside it: invoice, credit note, contract or correspondence.
The mailbox's rules determine the action: reroute to a user or mailbox, split the mail, or send each document on its own path.
Data lands in ERP, CRM and invoice processing; documents are filed into Conserve, SharePoint, Alfresco or another DMS, folder by rule.
As many inboxes as the operation runs, watched day and night, with every attachment captured and nothing left sitting unread.
Every mailbox gets its own rule set: what to reroute, what to split, what to process, where to file. Change the rules, and the mailroom changes with them.
Leap identifies the email and each attachment separately, so one mail carrying an invoice, a contract and a delivery note is handled as the three documents it really is.
Emails are rerouted to users or other mailboxes by rule; split mails send each document down its own path: ERP, CRM or invoice processing.
Documents are filed into Conserve, SharePoint, Alfresco or another DMS, into the folders your rules choose.
Validators see only what the rules and extraction cannot settle; the proven deployment runs inside a 24-hour SLA.
Strongest fits: Scanning bureaus and shared-service centres · Accounts payable · Finance operations · and any mailbox with an SLA attached to it
capture staff to validators, inside the same 24-hour SLA At a South African scanning bureau, invoices, credit notes and debit notes once needed 26 people to download, classify and capture within a 24-hour SLA. Mailroom automation on Leap now reads the inboxes and extracts the data itself; today 2 people validate the exceptions, and the rest of the team does higher-value work.
A 15-minute walkthrough on our sample set, then your own documents under NDA and on your terms.