Incoming Post Automation
Post still lands in a tray, and someone still has to open, read and route every letter.
HMRC notices, Companies House letters, pension correspondence, client mail. Someone on your team opens it, works out what it is, works out who it's for, and gets it to them before a deadline passes. We build the system that does that step, so the letter reaches the right person on the same day it arrives.
We work with accounting, bookkeeping, and tax firms and nothing else.
What we build.
Digitised intake
Physical post scanned through your existing mailroom or scanner, or received directly where it already arrives digitally, so nothing depends on someone remembering to open an envelope.
Reading, not just scanning
Document intelligence reads what the letter actually is: an HMRC enquiry, a Companies House confirmation statement reminder, a pension auto-enrolment notice, a client's bank statement. Uncertain items go to a person rather than being guessed at.
Triage and routing
Each letter is matched to the right client file and the right member of staff, tagged with what it is and when it's due, and delivered into the queue your team already works from, not a new inbox to check.
A deadline that doesn't rely on memory
Every routed item carries its due date. Nothing sits in a tray waiting to be noticed, because the system already knows what's outstanding and who owns it.
How it works
Post comes in through whichever channel it already uses: your existing scanner or mailroom process for physical mail, or a shared inbox for anything that already arrives digitally. Document intelligence reads each item, works out what it is and which client it belongs to, and files it against that client's record. Anything the system isn't confident about is flagged for a person to confirm rather than filed on a guess, so accuracy stays a decision your team makes, not something assumed.
What your firm gets
A single view of everything that's arrived, what it is, who it's for, and what's due, instead of a physical tray or a shared inbox that only tells the full story to whoever last looked through it. Deadline-bearing letters, HMRC correspondence in particular, get flagged the day they arrive rather than the day someone happens to open them.
The stack it plugs into.
Built around the tools and mail channels you already use. No new portal for clients or staff to learn, and no change to how post physically arrives.
- Xero
- IRIS
- Karbon
- Companies House
- HMRC
- Google Workspace
- Microsoft 365
Map, build, run.
- 01
Map
We audit how work moves through your firm and where the hours go, costed against your own staff rates. You get a prioritised roadmap: what to build first, what it saves, what it costs. Delivered in 5 business days or it's free.
- 02
Build
Fixed scope, fixed price, fixed ship date, agreed in writing before anyone starts. Built and tested inside your existing stack. Training and documentation included. Nobody learns a new platform.
- 03
Run
Your automations monitored, maintained, and extended every month, so software updates and integration changes never become your problem. Or take the documentation and run it yourself. Both are fine.
Looking at the wider picture?
Post triage is one workflow. Automation covers the rest.
Document collection, client onboarding, data entry, and reporting, automated the same way, inside the software you already run.
See the full automation serviceThe guarantee
Fixed scope, fixed price, and a fixed ship date in writing. We miss it, we work free until it's live, plus 10% off your next build.
Post Automation FAQ
Incoming post, answered.
No. We build on top of however post already reaches you, whether that's a scanner, a mailroom service, or mail that already arrives by email. The point is what happens after it lands, not how it gets scanned.
Into your existing systems and storage. We do not move client correspondence onto a platform of ours or process it outside the UK. Data residency and GDPR requirements are confirmed in writing as part of the Clarity audit, before any build starts.
It goes to a short exception queue for a person to check rather than being filed automatically. The system gets more confident over time, but nothing sensitive is ever routed purely on a guess.
Yes. Triage delivers into the practice management tool and workflow you already run, so a routed letter creates or updates a job rather than landing in a system nobody checks.
Start with Clarity.
See it against your own post. A short Clarity audit maps exactly what comes in, how it's currently triaged, and where the delay actually happens, delivered in 5 business days or it's free.