Set up a virtual mailbox for your business

A virtual mailbox is a service that allows businesses to receive physical mail that they can manage online. The service provider physically scans the mail so that the business can access it digitally. With a virtual mailbox, your business can view mail, forward packages, deposit checks, and even shred mail, all from a secure digital interface.

A virtual mailbox works in tandem with a virtual address. Your business sets up mail forwarding (or, if desired, changes its mailing address) to a new virtual address and starts receiving mail at the virtual mailbox rather than its physical address. Businesses can continue using their current physical address for business purposes if desired, but the mail will be forwarded automatically to the virtual mailbox provider, who scans and uploads that mail on the business’ behalf. Then, from your business’ dashboard you can decide what happens with each piece.

A virtual mailbox makes handling mail more convenient since it’s accessed via a digital portal and is available anywhere, anytime. A virtual address and mailbox provide numerous other benefits as well:
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‍Improved efficiency: Your virtual mail provider does all the detailed work (opening, scanning, shredding, etc.), which saves your team valuable time, money, and energy. Many elements of mail management (including check deposits) can be automated as well.
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‍Better collaboration: Mail can be assigned to different team members in the dashboard. Users can take action directly on pieces of mail and leave comments so you have a single source of truth.
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‍Less overhead: Businesses no longer need physical space to store and process mail.
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‍Increased visibility: Your virtual inbox is searchable, surfacing exactly what you need without manually flipping through stacks of old mail. You can also tag mail to track status or volume of different types, and receive notifications when actions are taken on mail. Some virtual mailbox providers, including Stable, also provide registered agent services, change of address guidance, and electronic check depositing.

A virtual mailbox allows businesses to receive, scan, forward, and securely dispose of mail as needed, all from a digital portal. Choosing Stable as your virtual mailbox service provides these features and more:

Scan: We digitize every envelope and pull out key information (sender, recipient, etc.). We handle packages from USPS, FedEx, UPS, and DHL, handling them like regular mail. We also open and scan any piece of mail you request.

‍Forward: Ship mail and packages anywhere in the world, saving money using our negotiated discounted rates and bulk forwarding.

Store & shred: We store physical mail for 30 days, then securely shred whatever you don’t forward. Digitized mail is always viewable from the Stable dashboard, with no storage limits.

Deposit checks: Process checks electronically in a single click (or automate them entirely), saving time and ensuring faster access to funds. Information extraction makes accounting easier.

Yes, though the rules and restrictions around package size, weight, volume, and frequency may vary depending on the virtual mail provider you choose. 

Stable allows packages up to 25 pounds and 2ft x 2ft x 2ft — packages larger than this will typically be returned to the sender. Additionally, virtual mailbox providers don’t typically handle perishable items (e.g., food, flowers) or certain item types (e.g., weapons, weapon accessories).

Some providers (including Stable) allow you to receive multiple packages and then consolidate those packages into larger, more efficient shipments to your physical location.

Also, with Stable, if you’ve received a package and want to know what’s inside it, you can click scan and we’ll open the package and photograph the contents for you.

Not exactly, but the two are closely related and go hand in hand. Many people have questions about whether they need a virtual address or a virtual mailbox. 

A virtual address is simply a physical street address owned by someone else (a virtual address provider). A virtual mailbox is a service that allows businesses to receive mail at a virtual address and then process that mail digitally.

If all you need is a professional address for business cards and incorporation purposes, a virtual address is sufficient. But if you plan to receive mail at that address, you should choose a virtual mailbox provider.

Stable’s virtual address and virtual mailbox services start at $49 per month for the Grow plan, which provides everything you need to get started. The Scale plan ($89 per month) adds automatic open and scan/forward, integrations with tools like Slack and Zapier, and organization and access tools. Custom plans are available for enterprise customers and those with unique needs, offering powerful additional capabilities like high mail volume processing, custom workflows and rules, user permissions, and BAA for HIPAA.

Plus, early-stage companies (less than $1 million annual revenue) get 50% off our monthly rates!

‍Learn more about Stable’s pricing.

Mail delivery is generally safe, but it’s not without risks. Traditional mail can be stolen from your home mailbox, and packages can go missing during transit.

A virtual mailbox offers added security by routing your mail to a secure virtual mail center. With a provider like Stable, the chances of theft or loss are minimal. However, like any online service, virtual mailboxes are susceptible to phishing and credential-based attacks, so using strong passwords and security measures is essential.

Overall, a virtual mailbox with Stable offers a higher level of security compared to traditional mail options, combining physical and digital protections for your peace of mind. 

Stable is also HIPAA compliant and SOC 2 Type 2 compliant.

Setting up a virtual mailbox with Stable is incredibly simple. Here’s all you need to do to get started:

1. Sign up with Stable
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2. Select your address and plan

3. Officially change your address to the new virtual address (Stable provides step-by-step guidance)

4. Start using your new virtual address for correspondence, business materials, business registration, and banking

5. Log onto Stable’s secure digital portal to access your mail digitally from anywhere

When you choose Stable, we’re with you every step of the way.

In most cases, yes! Businesses are often required to provide a physical address for registration, tax purposes, and opening a business bank account. Since a virtual address is considered a real physical address, most banks will accept it for business banking needs.

As for the virtual mailbox component, banks have no issue sending regular mail to your virtual address, ensuring it appears seamlessly in your virtual mailbox. However, some banks may have specific policies about virtual addresses. If you already have an established banking relationship, it’s a good idea to confirm with your bank to ensure they accept virtual addresses for their business accounts.

Most businesses that don’t receive mail at their physical location rely on one of three options: a virtual mailbox, a PO box from USPS, or a mailbox at the UPS Store. There are pros and cons to each of these. 

The biggest advantages of a virtual mailbox are convenience and access — businesses can manage their mail anywhere, anytime. USPS and UPS boxes require in-person pickup and only during specific hours.

Virtual mailboxes also come with a virtual address. These can also typically be used for official purposes, like opening a business bank account or registering a business with the state, while PO boxes cannot.

With a Stable virtual mailbox, you simply log in and start managing your physical mail in the dashboard. We automatically scan every envelope and extract key information, and then we’ll open and produce a high-quality scan of anything you request.

From there, you can select which pieces of mail you want to be forwarded to your physical location, which you want stored, and which you want shredded. We handle it all for you!

Yes, businesses can use a virtual mailbox to file business taxes. But be aware that while individuals can absolutely use virtual mailbox services, they cannot use them for taxes — the IRS does not allow individuals to file personal taxes using a virtual address.

The answer depends on the virtual mailbox provider you choose. Premium providers like Stable handle mail at secure facilities and/or work with vetted local CMRAs for elements of mail handling. Incoming mail is digitized for secure online access, and only trained employees physically handle it when necessary. 

This level of control ensures consistent quality, accuracy, and peace of mind. Stable also maintains SOC 2 and HIPAA compliance, offering additional protection for businesses concerned about security and regulatory standards.

In contrast, some providers rely on third-party pack-and-ship stores for the entire experience, which can make it harder to guarantee security or accountability. Choosing a provider with dedicated processing centers like Stable ensures your mail is handled securely and reliably.

Yes, most virtual mailbox services allow for secure multi-user access, though there is usually an additional monthly cost for extra users.

Adding team members adds security, flexibility, and convenience to your Stable account. Team members with unique accounts can access the Stable dashboard simultaneously, and it’s clearer who’s doing what. Team members can also be assigned to specific teams, helping delineate the work and divide up responsibilities. They can also receive notifications (separately configurable from the primary account) and share digital copies of mail with the people who need it for various business functions (e.g., HR, billing).

Yes, most services support international mail forwarding. With Stable, you can forward mail received at your virtual address to nearly any destination using either USPS International or FedEx International. We recommend FedEx for any important or sensitive mail, as the USPS international service does not include tracking.

Keep in mind that international mail forwarding is subject to the pricing and restrictions of the courier you select.