It is truly shocking that in 2025, businesses are still required to rely heavily on physical mail. There are critical communications from banks, the IRS, and other agencies that can only happen through traditional postal mail. And when your business begins to scale, potentially switching addresses or expanding to new locales, staying on top of these communications can be complex, time consuming, and distracting from what is most important — growing your businesses.
Even larger and more established businesses can run into issues managing the mail. Many receive tremendous volumes of physical mail and checks — so much that it requires dozens of staff hours each week to ensure nothing slips through the cracks.
But there’s good news: mail scanning services can drastically reduce the time and money spent on mail management, no matter the size of your business.
Some of the best mail scanning services today streamline business mail operations, keeping you organized and removing the tedious manual elements from many mail-related operations (like depositing checks and shredding junk mail).
Here, we’ll take a closer look at how mail scanning services work, their biggest advantages, and which providers offer the best options for businesses in 2025.
Explore how Darwin Homes reduced mail processing time by 90% with Stable's mail scanning service
What is a mail scanning service?
Exactly what they sound like, mail scanning services handle the full mail management process for you. They receive your physical mail, scan and digitize it, and upload it securely to an online dashboard — allowing your team to view, search, and manage everything remotely.
Research shows that the average business owner spends about 68% of their time handling day-to-day administrative duties. Only about 32% of their time is spent on tasks that focus on moving the business forward (like strategic planning and long-term goals). By using a mail scanning service, you can automate the time-consuming parts of mail management — like sorting, storing, and disposing of mail — and free up bandwidth for high-impact work.
Mail scanning services also allow you to quickly identify important mail. Instead of rummaging through piles of envelopes, you can search for sender names or keywords in your online dashboard and immediately find what you need.
From scanning incoming mail and forwarding packages to secure shredding and digital archiving, mail scanning services securely digitizes the entire mail management process end-to-end, so you can handle mail more efficiently and effectively than ever before.
The key benefits of a mail scanning service
The benefits of utilizing a mail scanning service are manifold, including the following:
Enhanced mail management
Mail scanning services receive, sort, and manage mail on your behalf. If your business receives large volumes of paper mail, a mail scanning service can help save on storage space, costs, and the time you (or a staff member) would spend manually organizing and forwarding it.
Digitization means no more filing cabinets or physical storage. You can simply search, share, or assign mail to team members instantly, ensuring smoother workflows and faster response times.
Greater accessibility and convenience
More than half of office professionals spend more time “digging for files they need” than they do on actual work, according to Wakefield Research and Elastic.
On top of that, 58% of office workers identified the ability to quickly search for files and documentation as a “top-three problem.”
With digital mail scanning, your incoming mail becomes easily accessible from anywhere through a secure online dashboard. Rather than searching through physical files, employees simply conduct a quick online search.
Unlike a P.O. Box, mail scanning services allow 24/7 access to scanned mail, whether you’re at headquarters, working remotely, or traveling. This flexibility is invaluable for distributed teams and remote-first companies.
With 24/7 access to scanned mail, your business can operate from anywhere — securely and seamlessly.
Improved security and privacy
Physical files are inherently at risk, from fire and theft to environmental damage and human error. In the best-case scenario, the result is wasted time. But in the worst case? Sensitive data falls into the wrong hands to the detriment of your company, employees, and customers.
By contrast, digital mail scanning services minimize those risks by encrypting and securely storing scanned documents in the cloud.
Providers like Stable offer advanced features such as role-based permissions, so you can control who has access to sensitive documents — ideal for businesses in finance, legal, and healthcare sectors that require SOC 2 or HIPAA compliance.
Increased efficiency and productivity
It’s clear that handling physical mail can be inconvenient. But the impact can be profound when amplified across your organization.
The previously cited Wakefield report concludes that this “loss of time negatively impacts companies and cultures as workers waste energy that would be better spent on planning, strategy and overall company growth.”
This means that physical mail isn’t just a hassle; it can actually harm employee morale, erode company culture, and detract from your bottom line.
With a mail scanning solution, your team gains back those hours for higher-value work, improving both productivity and employee satisfaction.
Read Andros' full case study here.
Top 5 mail scanning services for businesses in 2025
More businesses are choosing to work with mail scanning services because of their powerful potential to drive efficiency for their organization. Which begs the question: how do you select the best mail scanning service for your operation?
Choosing the right provider depends on your business needs, budget, and compliance requirements.
Here’s a breakdown of five leading mail scanning services on the market today:
1) Stable
With the mission of making it simple for businesses to operate from anywhere, Stable Stable offers a virtual mailbox and mail scanning service that handles everything: from receiving and scanning mail to forwarding packages and depositing checks.
Key features and benefits
- Hands-on onboarding, including handling the pre-filling and verification process of the mandatory USPS 1583 form to ensure compliance.
- Free change of address guidance, including a customized checklist for your business with instructions on how to update your address, pre-filling all paperwork, and assigning a dedicated team member to ease the transition.
- Mail handling automations and integrations that make the process as intuitive, easy, and seamless as possible. Plus, Stable is constantly iterating based on real customer feedback.
- Automatic electronic or mail-in check deposits allow you to access cash faster. Stable also extracts information like payer, payee, and amount, to close accounting books faster.
- Stellar customer experience. A net promoter score of an impressive 70-plus speaks for itself, as does a client roster including reputable companies like Indiegogo, Airbyte, Hims, Gitlab and Glassdoor.
- Transparent pricing with no hidden fees. Stable provides an at-cost mail forwarding service and will provide quotes at any time prior to shipment. Plus, no cancellation fees — a rarity in this space.
- SOC 2 Type 2 and HIPAA compliant, with the ability to sign a BAA.
- Speedy turnaround times with all new mail scans typically delivered within one business day of arriving at our in-house processing facilities.
Pricing
- Offers three plans with varying features and functionalities: Grow ($49/month when paid annually), Scale ($84/month when paid annually), and Enterprise (custom)
- All plans include one permanent address, mail reception, mail scanning, and guidance on the change of address process
- Backed by a 30-day money-back guarantee
- SOC 2 and HIPAA compliant
2) PostScanMail
Offering more than 600 local mailing addresses for receiving mail, PostScanMail gives businesses control over where they are located. The company receives, scans, and uploads the front of mail to an online portal, which customers access to request opening and further scanning, recycling, or forwarding.
Key features and benefits
- Online mail management, including scanning, forwarding, and free storage for up to 30 days
- Local pickup option available in lieu of mail forwarding
- Free mail archiving as long as your account is active
- Safe, secure, and environmentally friendly recycling
- Multiple recipient functionality
- Mobile app for Android and iOS devices
Potential cons
- Lower-tier plans may exclude full mail scanning functionality
- There are limits to the number of items that can be scanned monthly, making it a poor fit for customers that get more than 20 mail items per month.
Pricing
- Offers three plans for different users and needs: Starter ($10/month), Standard ($20/month), and Premium ($30/month). There are lowlimits to the number of items that can be scanned, and some plans exclude full mail scanning functionality.
- All plans include core functionalities like a real U.S. street address, 24/7 online access, email notifications, and a mobile app.
3) Anytime Mailbox
Anytime Mailbox offers a vast network of addresses and a cloud-based mail scanning platform accessible via desktop or mobile app.
Key features and benefits
- Secure, cloud-based platform
- Free unlimited online storage
- Customizable plans including real street addresses, mail and packaging forwarding, check deposit, and shredding
- International network of mailbox addresses
Potential cons
- Plethora of hidden fees, such as extra mail scans for multi-page documents, extra fees to store mail and packages
- Limits on the amount of mail you can receive
Pricing
- Service plan rates vary depending on the location. (To access rates, first choose your location.)
- Prices start at $9.99/month.
4) US Global Mail
US Global Mail provides encrypted, cloud-hosted mail scanning for individuals and businesses.
Key features and benefits
- Multiple addresses let you forward mail from multiple homes and/or businesses to one virtual address.
- Bank-graded encrypted privacy
- Pre-sorting to minimize wasted time on junk mail and spam
Potential cons
- Limits on how much mail can be scanned per month, making it a poor fit for high mail volume businesses
- Storage fees if you chooses to store your mail longer than permitted according to your plan: : $0.05/letter/day; $0.10/lb/box/day
Pricing
- Service plan rates are available for individuals and businesses from $19.95/month to $85/month.
- A 30-day free trial is available.
5) iPostal1
As one of the first digital mailbox providers, iPostal1 offers mail scanning and forwarding across 2,500+ global addresses.
Key features and benefits
- Thousands of domestic and international addresses
- Discounted international forwarding
- Shredding of unwanted mail
Potential cons
- Relies on third-party mail centers, resulting in inconsistent service quality across locations
- Hidden fees for services like in-person mail pickup or premium addresses
Pricing
- For businesses, four Virtual Mailing Address Plans, ranging from entry-level Green ($14.99/month) to comprehensive Gold ($44.99/month). Cheaper plans available for individuals.
- Four Virtual Office Plans (business address + phone and fax) are also available ranging from entry-level Office 60 ($39.99/month) to Office 240 Toll Free ($69.99/month).
- Optional add-ons like check deposits, additional insurance, and extended storage are also available.
Simplify your business mail with Stable's mail scanning services
If your organization still relies on physical mail, now’s the time to modernize. Mail scanning services like Stable help you securely digitize your mail, streamline workflows, and enable your team to manage critical correspondence from anywhere.
Whether you’re a small business or a distributed enterprise, Stable offers mail scanning, forwarding, shredding, and check deposit services to simplify your operations.
Digitize your business mail today, and experience what efficient, secure, and modern mail management feels like. Reach out to our team here.
