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!




Sort and Preview Postal Mail, Just Like Email

By Nicole Hairston on October 1, 2018 


We introduced the new Earth Class Mail interface in July 2018 and asked you to provide feedback. Since then, we’ve heard from hundreds of customers and have started to make some of your requested improvements!

We’ve added a Preview Panel – a configurable space where you can sort and manage actions ‘at-a-glance’ while viewing scanned content, request actions, find your item ID or see a full-size image of your envelope without having to leave the Inbox list to view these details.

Some other helpful changes we’ve made based on your feedback:

  • New and unviewed items are now displayed in bold text so that you can more easily discover them when viewing your Inbox.
  • You can now filter your Inbox list using new “Viewed” or “Not Viewed” tags for more precise results.
  • Request scans and shipments with fewer clicks and default selections.
  • Archived items will no longer show up when filtering by Recipient. We know that was frustrating for you, so we’re happy it’s now resolved.

Log in today to experience these new improvements first hand. Send any feedback or questions to [email protected]; we look forward to hearing from you! 

Coming Soon – We’re hard at work on delivering additional feedback from you, like adding the ability to create folders, a new option to be alerted when a check is detected, mobile optimizations and additional usability improvements; stay tuned!

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

💸 Earth Class Mail Reinvents Check Deposit with CheckStream

We’re really excited to announce CheckStream, a new service that makes depositing checks super simple.

So many of our customers get checks in the mail, literally millions of dollars worth each month. 

In many senses it’s the most important mail you can get, and yet there was no great way to deal with them before.

Until now. Unlike traditional solutions, CheckStream is designed to work for any business – if you have a bank account, then you qualify. 

There’s no credit check, no deposit limits, and none of the typical restrictions you get with remote deposit or lockbox solutions from the banks. 

The solutions on the market today are not flexible, place a lot of burden on employees, don’t natively integrate with cloud services, and often don’t support small and medium businesses. CheckStream fixes those problems.Doug Breaker, CEO at Earth Class Mail

We set out to build something that would work across a broad spectrum of business needs, from high check volume businesses to low-volume and high-dollar transactions. Importantly, we didn’t want to stop at just the deposit, we wanted to make the entire transaction workflow better.

Native QuickBooks Online and Xero integrations make accounting reconciliation a breeze. Record transactions directly to your accounting software, so no more spreadsheets to track all the checks in your deposit.

Plus, CheckStream makes all the good things about receiving checks even better. Every deposit includes a complete content scan, so any attachments and payment coupons get retained. 

CheckStream makes depositing checks easy … We used to let checks pile up, then walk them to our bank … It saves us hours every month and gets money in our account faster. – Nick Kocinski, CFO at YCharts.com

Digital copies can be stored forever in the Earth Class Mail cloud, or sync everything to your favorite cloud storage service.

CheckStream is better because it just works

  • NO Hardware – that means no scanner in the office, and no maintenance.
  • NO Contract – month-to-month billing, just like our business mail plans.
  • NO Credit Check – that’s right, if you have a bank account then you qualify.
  • NO Deposit Limits – any amount, any time.
  • NO Transaction Fees – each plan includes a number of deposits, after that it’s just $2/check. (included deposits vary, see plans; for CheckStream add-on and individual deposit pricing, see here)

How does CheckStream compare?

You can learn more about CheckStream here, or browse dedicated check deposit plans here.

Already an Earth Class Mail customer? Contact our Support Team to learn how you can take advantage of CheckStream for your business.

SQL for Slack – A New Tool From Our Lab

We’re a Slack company, actually that might be an understatement. Slack is very much a part of our corporate culture, and we use it for…everything.

One of the biggest benefits we’ve experienced as a company is in our ability to improve data transparency, eliminating many of the information silos that form over time.

Anyone in our Slack organization can summon near real-time data on everything from lead volume, to operations performance, to active users on each of our addresses, and much more.

A lot of the data we pipe in directly via Slack apps and Zapier integrations, much of it even streams live.

Still, we had a ton of data locked away in SQL databases. Accessible, but obviously not as democratic or immediately actionable as live streaming data into Slack.

Like so many new products are born, we built something to help solve our own business problem and now we want to share it with you.

SQLBOT.co – SQL reports in Slack, no coding required. 

If you have awesome data tucked away in virtually any popular SQL database, this is the tool that will let you unlock it and make it actionable for everyone in your organization.

All you need to do is…

Write some SQL

Write SQL so you can send to Slack

Connect to Slack

Get SQL Reports in Slack

SQL reports in Slack from SQLBOT

SQLBOT has been designed to work with any popular SQL database (PostgreSQL, MySQL, and Microsoft SQL Server), and requires no coding experience to get started.

Take it for a spin and let us know what you think, first 30 days are free.

P.S. Developers interested in contributing to the project? Email Us

More Addresses Than Ever Before & More Coming Soon

If you get our newsletters then you know we’ve been working on a lot of upgrades to our service. We understand what makes Earth Class Mail valuable to you, and we’ve heard you loud and clear when it comes to more address options.

In the last month we’ve added PO box coverage nationally and now have at least one option in all 50 U.S. states, plus D.C.

We also understand that sometimes a PO box just won’t do, so we’re aggressively adding street addresses this year. In 2017 alone, our street address network coverage has expanded to: Boston, Chicago, Phoenix, North Charleston, Denver, and Salt Lake City.

Bulk Address Pricing

Here’s some more great news for those of you looking to scale your address footprint in a cost-effective way.

Bulk pricing tiers on addresses are now available and apply automatically when you add more addresses to your account.*

If you already have multiple addresses on your subscription, you might see your bill go down!

There’s a lot more to come, more street addresses, more marquee locations, and more options for your business.

*Learn more about bulk address pricing here.

New Feature: Now Offering SHREDDED Service

At Earth Class Mail we take pride in the high level of security we provide to customers and their confidential information. That’s why we’ve spent a lot of our resources on securing our cloud storage and mail handling operations. 

Now we’re excited to announce a totally new security feature, a whole other level of Secure Shredding (already available for free on most accounts). For just $15/mo you can get true peace of mind when you securely shred documents with SHREDDED. 

In case you ever wondered what all those Gym Rats did when they weren’t in the gym, well now you know. They’ve been here, at our Headquarters in Beaverton tearing mail to teeny tiny pieces.

“It’s just way more effective than what secure shredding services can deliver” says Doug Breaker, CEO at Earth Class Mail. “A shredding machine can only do so much, but the team we have here for the SHREDDED service takes it to an extreme”. 

We aren’t kidding either. The SHREDDERS take a team approach, one doing the tearing and the other spotting and shouting “come on, one more”! Unlike a machine that might give up, the team won’t. At least until someone collapses or we turn the lights off.

Jocko, our Project Supervisor says, “It’s really about the passion more than anything. We want to do this. We dream about it at night”. Adding later that “once you get your first uncontrollable muscle twitch it just becomes like an itch you have to scratch again”.

This Guy is the Reason You Get Junk Mail

Junk mail. It’s the reason you dread going to the mailbox every day. It’s why your mail carrier has back problems. Simply put, it’s the source of all the frustration in the world.

If you’ve ever wondered “why the hell are they sending me this”? Here’s the answer: Derrick S. of Wyoming, he’s the reason you treat your mailbox like it just told you it tested positive for VD. 

Derrick refused to go on the record with his full name and address. We assume it’s to protect his parents’ home from hordes of pitchfork wielding citizens. He also asked us to hide his face for fear of retaliation.

From the basement of the home he has lived in for 42 years, Derrick has been patiently printing postcards, coupon books, and pretty much any piece of junk you can imagine. In fact, he’s very proud of the work he’s been doing over the past couple of decades. You can thank him for:

  • Those sweet stacks of coupons in your “random sh**” kitchen drawer, all expired now because it’s been 6 months since you got them in the mail.
  • Postcards from your mortgage broker telling you he can get you a lower rate than the one you just got from him.
  • That letter you thought was important because it said “IMPORTANT!” on it, only to find a credit card offer from the Bank of Ridiculous Fees.
  • Birthday cards from your Aunt in San Antonio with $5 checks in them and a message to “buy something nice!”

Ultimately though, Derrick understands the pain he’s causing the rest of the world. When asked why he does what he does, he said…

“At some point in my 20’s I realized I don’t have any friends anyway, so why the heck not”?

There is an upside to all this. Since Earth Class Mail was able to track down Derrick, we’ve partnered with him to help reduce the junk mail you get. All it took was a fat check from us and Derrick’s agreement to wear a Wi-Fi enabled shock collar. 

Why you ask? Well, for only $19.99/mo you can unlock the “Zap Derrick” feature on your account. It’s really simple, just choose the option in your account anytime you get a piece of junk mail and Derrick’s collar will go off with a 120 volts of reminder that what he does is neither acceptable nor appreciated.

You’re welcome world.