Skip to content

Digital Mailroom for Claims

Automate claims processing for speed, simplicity and security with AI-driven digital mailroom services.

Live Chat

Why Digital Mailroom?

Digital mailroom solutions streamline the document-intensive tasks associated with claims processing.

Enhance efficiency by digitizing, validating and distributing claims documents through the Ondox digital mailroom solution, simplifying the entire claims processing workflow.

Validate claim documents faster

Reduce time-to-settle

Improve claimant experience

Cut costs of paper-based processing

Automate claim workflow

Streamline claims processing

Streamline claims processing

Receive, digitize, and centralize all incoming claims-related documents in a secure, digital repository. Standardize document storage and retrieval so that insurance professionals can quickly locate, review, and share vital information.

Improve productivity

Eliminate time-consuming manual tasks, such as sorting, data entry, and routing of claims-related documents so that claims teams, adjusters and others can make timely decisions and focus on higher-value taks.

Gather and route claim documents quickly and securely

Gather claim documents

Capture, index, and store any type of document, including claim forms, supporting documentation, correspondence from policyholders, and other claim-related material securely.

Distribute, enhance and forward documents

Route documents accurately to the appropriate individuals or teams using predefined rules, ensuring that claims teams receive all documentation they need to assess and process claims. Add notes to documents and securely forward documents to colleagues or other teams.

Case management for claims

Gather and store documents in folders

Consolidate and easily access all relevant documents and information related to a specific claim within a designated digital claim folder. View, edit, and collaborate on these documents directly within the digital mailroom.

Automate audit trail

Ensure transparency, accountability, and compliance with procedure and industry regulations with a comprehensive history of all actions taken on documents. Easily track the progress of claims, identify bottlenecks, and ensure that claims are processed in accordance with established guidelines and policy.

What our customers say

Our claims team members, many of whom now work remotely, are more productive. Ondox delivers incoming documents digitally and in case folders, so we’re more efficient.
Manager, Claims Processing
For inbound paper mail and email attachments, Ondox automates document processing and provides digital access to all our teams. That digital transformation helps us respond faster to customers and cut time and cost from operations.
VP Digital Services, Insurance Leader
The Ondox digital mailroom solution has helped us drive digital transformation across the supply chain.
IT Director, Transportation Leader
Ondox has delivered digital transformation to our customer interactions, across multiple use cases and business units.
Transformation, Global Asset Manager
For our highly distributed office network and our large workforce of hybrid and at-home workers, Ondox is an invaluable mail processing and distribution solution.
Director of Facilities and Operations, Telco Leader
The team behind Ondox worked as an extension of our team from the outset. Their agility, product knowledge, and professional approach were instrumental in achieving our goals.
BPO Client Transformation Executive, SPS Global
Our traditional mailroom simply could not meet the needs of our increasingly remote or hybrid teams. Ondox solved that problem and transformed our mailroom operations.
Facilities Manager, Financial Services Leader


A digital mailroom can handle the wide array of claims documents common in the insurance industry. This includes claim forms, policyholder correspondence, accident reports, photographic evidence, invoices, repair estimates, and legal documents.

Digital mailrooms efficiently process both paper-based and electronic documents. Incoming documents from any channel can be consolidated into a single claims team inbox, so claims teams don’t have to search in different systems for incoming documents relevant to the claim they’re processing.

Whether it’s a property and casualty, life, health, auto, or any other insurance claim type, a digital mailroom can digitize, categorize, and distribute incoming documents quickly and securely to streamline the claims process for claims teams, adjusters and others.

Yes, digital mailrooms are designed with robust security measures to ensure the safe processing of sensitive claims information. These systems typically incorporate encryption protocols to protect data during transmission and while at rest. Access controls and user authentication mechanisms are in place to restrict access to authorized personnel only.

Additionally, audit trails are automatically generated to track who accessed, modified, or viewed specific documents. These security features help safeguard against unauthorized data access and modification, and maintain the privacy and confidentiality of sensitive claims information.

For insurance companies dealing with confidential records, financial details, or personal information, the security measures in digital mailrooms are a critical component of their compliance with data protection regulations and industry standards.


Claims Processing in the Digital Era: What’s Next?

The insurance industry is in the midst of a radical shift. As customers embrace…

Finding your Digital Mailroom Solution

Digital mailroom projects offer a quick and simple solution for companies who want to…

Understanding ESG Goals for your Company

The UN has reported that action to mitigate the risks of climate change must…

Discuss your digital mailroom needs.

Talk to our experts.

Chat Now