Overview

Solution

SaaS

Duration

November 2023 - Present

Team

5 X Backend Developer, 4 X Frontend Developer, 2 X Project Manager, 1 X QA Manual, 1 X QA Automation, 1 X Architect, 1 X Designer

Engagement Model

Dedicated Team

Companies across Europe face growing pressure to modernize how they manage documents, correspondence, and identity verification. Physical letters, scanned PDFs, XML files, and e-invoices move through multiple disconnected systems, creating delays, security risks, and heavy administrative work.

Our client set out to change this by creating a unified hybrid-mailing platform that brings every flow, from mail intake to identity validation, under a single digital roof. The solution introduces three core domains:

Documents
Address Book
eInvoices
Automations

Together, these components eliminate manual routing, improve trust between participants, and prepare organizations for the regulatory changes required under eIDAS 2.0.

Key highlights

A unified interface that supports both analog and digital data inputs (physical letters, uploads, SFTP, printer driver)

Address Book domain with internal/external contacts, organization hierarchy, and blacklists

Virtual Office with rooms, scheduled meetings, chat/videoconferencing, mirroring physical office dynamics

Identity & trust levels system to ensure secure authentication of users and organizations

AI-assisted document processing (postal address detection, routing, and optimization)

The Challenge

Most organizations still work with a mix of physical mail, email attachments, scanned documents, PDFs, XML files, and e-invoices.
This creates bottlenecks:

Assistants manually sort letters and documents.
Mail must be opened, categorized, and forwarded to the right person.
Important documents wait in queues because the process is not automated.

Real-world example:
A CEO receives a physical letter requiring signature. Before it reaches them, someone must sort through piles of mixed mail, manually prioritize what matters, and route it correctly. This analog process is slow, error-prone, and expensive.

Lack of Trust & Authentication

Organizations exchange sensitive documents without reliable identity verification.
Email spoofing, ambiguous sender identities, and unverified document transfers threaten compliance and security.

Identity Management Gaps

In the analog world, a person or company exists once.
Digitally, they often exist multiple times across systems, making authentication unreliable.

Upcoming Regulatory Pressure (eIDAS 2.0)

By 2026, EU organizations must adopt robust digital identity and trusted communication mechanisms.
Companies that fail to prepare will face:

Expensive retrofitting
Security risks
Slower adoption of cross-border digital services

The Solution

We partnered with the client using a modular, iterative development model, focusing on solving real operational problems rather than simply adding features. The platform integrates hybrid mailing by unifying physical and digital document inputs, from uploads, virtual printer drivers, and SFTP connections to scanned letters and e-invoices. AI automatically analyzes and categorizes each file based on sender data, document type, and required actions without manual sorting. The system groups information into structured conversations, keeping documents, messages, and context together while enabling full traceability for assistants, managers, and executives.

By consolidating hybrid mailing and automating document routing, the platform also reduces costs for senders, including companies and public authorities. Fewer physical mailings, reduced printing, minimized manual handling, and faster processing lead to measurable savings, while digital tracking and automated workflows ensure transparency and efficiency throughout the entire document exchange process.

Regulatory & ESG Benefits
The hybrid mailing approach also supports regulatory and sustainability goals for large European companies. By digitizing correspondence and automating document delivery, the platform ensures traceable, auditable workflows that help with compliance requirements like CSDR. At the same time, reducing paper use and transportation contributes to ESG targets, lowering environmental impact while maintaining transparency and efficiency for stakeholders.