The “Paperless Office” Is A Myth: Introducing FileRoom

While a lot of business paper has become digital, an estimated 70% of an organization’s business practices are still managed on paper and a vast majority of small businesses want to create more paperless workflows and processes.

Today, important paper almost always generates the need for quick digital action.  

Actionable and oftentimes sensitive information is trapped in stacks of paper, buried in cluttered file cabinets, or lost through erroneous manual entry or indexing. One study reported that employees spend at least 10 hrs per week looking for information in hardcopy documents. Businesses need paper transformed into digital information and the ability to quickly search, retrieve, and take action on it – without the labor-intensive process of scanning in-house. 

That’s why we’re excited to announce FileRoom, a service that enables customers to get paper out of their offices and into their digital workflows. With FileRoom, we can now do for all physical documents what we have been doing for mail for over 15 years – digitizing important paper and making it actionable.

Last summer, we introduced enhanced functionality to MailRoom (our core, mail-only offering) that gave our customers the ability to manage their office mail like email. Since then, thousands of digitized documents have been forwarded to others through our interface. In developing FileRoom, we set out to accomplish the same goal for all physical documents – to make interacting with paper as simple, fast, and familiar as managing email.

We make both mail and paper as powerful as email.

Why email?  Email is more than a means of communication. It has evolved into a platform for prioritizing, organizing, and even automating work. With FileRoom, like MailRoom, important paper becomes as powerful as email by enabling customers to: view, search, tag, organize, forward to colleagues, download, archive, and/or integrate with cloud storage platforms. 

FileRoom is a natural progression in the evolution of our business, which began digitizing mail in 2004. We’ve expanded our services beyond mail to include receipt processing (powered by our acquisition of Shoeboxed), remote check depositing, and custom integrations with customers’ proprietary software.

FileRoom is the perfect solution for businesses inundated with important paper.

For example, personal injury lawyers who use MailRoom today when collecting medical records and other discovery documents can start using FileRoom for digitizing backlogs of case files and ongoing practice management.   Insurers who commonly use MailRoom for payment processing can start using FileRoom for claims management. And, property managers using MailRoom today for processing rent payments can use FileRoom to digitize legal contracts like leases and other important paperwork. 

While most document management software allows users to upload and organize files, they leave the heavy lifting of paper intake, sorting, and scanning to the customer. Scanning services convert paper to digital format (usually delivered on outdated media formats like DVD), but may not power documents with full-text search and more importantly, they do not make physical paper instantly actionable. Further, these solutions are often lacking HIPAA-level security, an important consideration for many businesses.

FileRoom highlights:

  • Easily send us your paper documents for free with the Magic Label, log-in and request a prepaid shipping label and we’ll digitize and organize your documents using filing classifications and naming conventions designed by you. 
  • Organize documents according to your specific business model or department and related workflows.  You can create cabinets for organizing documents. Inside of cabinets, drawers may be created for more precise filing. Individual documents can be tagged with identifiers.
  • All scanned documents are fully searchable. You can search by keyword, date, invoice number, or other criteria to quickly and easily find what you’re looking for in seconds.
  • Take action on paper documents like email: send digital copies via E-mail, send to other cloud storage devices, move to, and download.  You can take additional action on paper such as store, shred, ship and more.

With MailRoom and FileRoom, Earth Class Mail now offers the only laborless digital mail and paper solution that makes physical paper instantly actionable.  We’re leveraging what we built and refined for handling postal mail – a foundation that has processed over 19 million pieces of paper.  

The enhancements made to MailRoom last summer were, in large part, a result of customer feedback and what we learned about how they want to interact with their mail.  We realize, as we have seen with mail, that not every business will work with their important paper in exactly the same way.  

We will continue to learn and innovate to meet the needs of our customers and to make it possible to do more than ever with their paper with features like: multiple intake options, advanced automation rules, and key data extraction.

As always, stay tuned!




More Than Mail: Earth Class Mail Has Acquired Shoeboxed

Just a couple weeks ago, we proudly introduced you to the new Earth Class Mail and announced the release of our new user interface. In our effort to provide greater value to businesses looking to automate and streamline mail related workflows, we spent countless hours over several months learning from you.

One thing you made very clear… It’s not just mail accumulating in your offices.

You have piles of paper cluttering desks and filling up file cabinets, all slowing you down and exposing you to risk in the process. You told us that you wanted to be able to have the same automation, actionability, security, and online access, that you do for mail, applied to documents of all kinds.

We took that challenge seriously.

Today, I’m thrilled to share with you that Earth Class Mail has acquired Shoeboxed, a well-established company that has been turning receipts into digital data since 2007. Shoeboxed will expand our abilities beyond mail and further enable us to remove more paper from your office and make it useful to you, immediately.

Shoeboxed offers integrations with popular accounting software, easy reporting, and the ability to handle digital uploads via email or mobile app. Like Earth Class Mail, and unlike others in the industry, Shoeboxed also takes the pain of physical paper off your hands. No need to scan or upload if you prefer not to, simply fill a postage-paid “Magic Envelope” with as many receipts as you can and drop it in the mail. Shoeboxed handles the rest and you get immediate access to key data extracted from each transaction from receipts. All reportable and accessible when and if the IRS should come knocking on your door.

We couldn’t be happier about what this means for Earth Class Mail customers and Shoeboxed customers alike. There’s a lot more to come, but for now, we hope you’ll take a look at what Shoeboxed has to offer if you haven’t already! 

Jess Garza, CEO

Read more on the Shoeboxed blog

Introducing the New Earth Class Mail

By Jess Garza and Nicole Hairston

“What’s new at Earth Class Mail?” is a question I’m asked frequently and I’m thrilled to finally be able to share some exciting developments with you! The last time you heard from me was when I joined the company as its new CEO. And while I wasn’t able to get into any specifics about what was in store for 2018, I’m proud to say, since then, we’ve been working feverishly to make significant upgrades to our product. 

First, let’s have a quick look back at this year so far. We’ve:

  • Processed approximately 1.5 million physical mail actions (like scanning, shipping, depositing checks) for you since January, which is on track to double the previous year’s activity.
  • Deposited over $1 Billion in checks for our customers to date, and close to $120 Million this year alone.
  • Processed 87.49 tons of mail items in 2017, and so far 49 tons to date this year (includes packages)

Thank you for allowing us to serve you!

Over the past six months, we’ve been laser-focused on learning what is most important to our customers as well as prospects considering our services in order to determine how we could create the greatest value for their businesses. 

One of the first things we learned is that we would need to provide more than just an updated look for our app and that we would have to build a more thoroughly updated user experience with more functional and efficient ways to use the service we provide to both individuals and businesses.  

To help us collect your valuable feedback and turn it into the effortless experience we’re committed to delivering, we brought in our new Director of Product, Nicole Hairston. Under Nicole’s leadership, thousands of customers were invited to engage with us in one way or another to share their experience and use cases. She challenged our team to look at our (now former) product roadmap with a critical eye to ensure that all that we planned to do aligned with both what customers asked for and what we, as experts in the industry, know they’ll want and need in the future. 

We’ve completely revamped the Earth Class Mail interface then added a number of improvements and new capabilities. 

Nicole explains the new improvements in detail below. 

We’re Listening 

Thanks, Jess! Many of you have expressed to us that you need a modernized, friendly and easy-to-navigate interface to manage your personal and business mail, so that’s exactly what we set out to provide. 

Here are some of the new improvements we’ve delivered so far that make it easier to digitally organize, share, automate and integrate physical mail into your back-office workflows. When you log in today, this is just some of what you’ll see, but by no means are we done: 

  • Share Mail Content via Email – Sending important mail to your team and contacts just got easier. Our new email share feature allows you to send mail contents as a searchable PDF attachment to one or more email addresses!
Share mail content via email
  • Organize with Custom Tags – You can now create and add one or multiple custom tags to any mail item for quick reference. Click on any of your custom tag(s) to quickly view a filtered list of the items you’re looking for.  
  • Filter your Account View – If you have Admin or Inbox access, you can now view all mail items at the account level in one consolidated view. We’ve provided improved visibility into the list of recipients on your account so you can then quickly and more easily filter your inbox by Recipient when needed. 
Filter Your Account View
  • Access Multiple Accounts – If you have multiple Earth Class Mail accounts, you can now quickly view and access each one from a new Accounts dashboard view. 
Access Multiple Accounts
  • Integrate Payments Received – We’ve added new integrations for Xero and Quickbooks Online to help you manage the payments you receive in your mail. After connecting security to one of these accounting services from your Earth Class Mail account, you can record payments to Xero or Quickbooks Online invoices with the click of a button. 
Integrate Payments Received

Paired with our CheckStream service, which allows you to request check deposits directly from your account, these accounting integrations can save you time and help avoid the hassle of having to track multi-check deposits in a spreadsheet or in an isolated application. 

Integrate Payments Received 2
  • Search and Find More – We’ve always had a search feature, but it was somewhat limiting in its results, only finding items with a specific status. Our updated search feature has fewer status restrictions and searches for content by any alphanumeric term across any scanned mail item in your Inbox. You can still search by Sender or Recipient, and we’ve added the ability to search by custom tag as well. 
Search and Find More
  • Brand New Look and Feel –  We gave the new customer interface a fresh color scheme makeover and added easy access to available actions you can request for your mail. 
Brand New Look and Feel
Brand New Look and Feel
Brand New Look and Feel 3

Our goal is to continually improve and simplify your experience so that it keeps getting easier and faster to use Earth Class Mail, in more ways, and with increasing value. The best part is that we’re just getting started!

As we get additional feedback from you and learn more about what works and what doesn’t, we will continue to iterate and improve. There are Support and Feedback links in your Inbox menu so that you can reach out when you need assistance and let us know what you think about the new Earth Class Mail experience. 

We look forward to continuing to build a paper transformation platform that enables you to turn your mail and office paper clutter into the first step of more efficient, digital and automated workflows!

Be well, Jess Garza, CEO Nicole Hairston, Director of Product   Header Image Credit: Steve Roe

To New Adventures! Joining Earth Class Mail as CEO

Today is an exciting day for a lot of reasons, mainly because I get to share my new adventure with you; joining Earth Class Mail as CEO.

This adventure, I think, started in 2003 in Germany, when I delivered my first formal sales presentation.  While presenting TVs and microwaves to a room of 200 buyers something clicked for me. I fell in love with the sales side of the business and was hooked.

During a leadership stint at Rackspace in its early days I met, now Scaleworks GP, Lew Moorman. As Scaleworks began acquiring companies and rounding out their executive teams, I was recruited to run sales for Assembla.  With a focus on go-to-market strategy, I helped Assembla grow over the course of the year and was approached by Lew and fellow Scaleworks GP, Ed Byrne, to discuss one of the other companies in the portfolio, Earth Class Mail.

Lew said something that stuck with me: “Businesses spend time and money combing through the mail…and then the key stuff gets lost on a desk or in transit. Automating office mail can drive real business value.”

Having run my family’s business for years I well understood Lew’s point. Though, frankly, I’d never considered there could be an alternative. Businesses have come to tolerate a daily influx of paper mail out of habit and necessity and yet Earth Class Mail offers a real solution.  

This revelation piqued my interest and I went to work researching the company, its offerings, the market it serves, and the larger market it could serve.

When I was asked to join the team as CEO, I didn’t hesitate. I knew that leading Earth Class Mail would give me the chance to solve challenging problems for businesses in an impactful way.  It would also allow me the opportunity to join and continue the build out of a world-class team and shape a company that could lead its category for years to come.  It was an opportunity I had to take.

As 2017 winds down, I’ve geared up for this big and exciting transition. While I can’t get into what we have planned for you, our customers, in 2018, I can say that we’ll be able to provide you with more insights about mail than ever before –  whether it’s a check that needs to be deposited, invoices to be logged into your accounting system, a notice that needs to be forwarded to your lawyer, or a time sensitive tax document you want in your CPA’s hands right away – we’re going to make the inbound paper mail problem a thing of the past.

As you set your sights on your own new and exciting 2018, I’ll leave you with one of my favorite quotes:

“What you think about, you bring about.” Bob Proctor

This captures one of the strongest beliefs I hold: Our minds (our thoughts, our attitudes, and our imagination) provide us everything we need to create the life we want.

Be positive, creative and expect good things in 2018!

Be well,

Jess Garza

CEO Earth Class Mail