We provide our clients with comprehensive support in the management of correspondence and documentation, ensuring a professional service in both digital and physical formats.
We specialize in the execution of operational processes related to:
We operate in compliance with ISO 9001, ISO/IEC 27001 and ISO 22301 standards, ensuring the highest level of information security, business continuity, and full GDPR compliance.
Our technical and operational infrastructure enables the processing of high volumes of documents and correspondence, while maintaining full control over costs and delivery times.
Receiving, registering, and processing electronic documents in formats such as PDF, XML, EDI, and others.
Handling of electronic invoices (e-invoices), structured invoices (KSeF), e-receipts, protocols, reports, accounting notes, and attachments.
Integration of correspondence with the client’s workflow systems and automatic transfer of data to ERP platforms (e.g., SAP, OPTIMA, Comarch, Enova365).
Categorizing content and classifying messages (e.g., inquiries, complaints, contracts, invoices, notifications).
Assigning cases to the appropriate departments or responsible persons.
Automatic assignment of document numbers, statuses, and priorities.
Archiving and accessing documents in accordance with the client’s data retention policy.
OCR (Optical Character Recognition) – recognizing text from scanned PDFs or image files (TIFF, JPG).
Transcribing data from documents into editable formats.
Consolidating messages and attachments into a single case record.
Managing email communication with customers on behalf of the client (white-label).
Generating notifications, alerts, and automatic reminders for missing data.
Back-office support: database updates, entry verification, and data consistency checks.
Generating, printing, and assembling correspondence from the client’s office or from BackOffice Outsourcing headquarters.
Personalizing and addressing documents (e.g., invoices, dunning letters, notifications, official letters, contracts).
Preparing and packaging mail according to the formal requirements of the national postal service or courier providers.
Batch printing and sending both standard and confidential documents.
Dispatching registered mail (certified letters, ZPO) and regular mail — with delivery confirmation.
Registering tracking numbers and reporting delivery status.
Converting source files into print-ready formats compatible with automated document folding.
Preparing addressed envelope sets with printing options.
Verifying the accuracy of address data (address list cleansing).
Assembling mailings with multiple attachments and automatically sorting by status (e.g., “for collection”, “for archiving”, “for signature”).
Delivering daily, weekly, or monthly reports through the order management system.
Billing based on per-item cost or fixed fees as agreed with the client.
Physically collecting mail from post offices, PO boxes, logistics centers, courier points, or directly from the client’s office.
Opening, sorting, classifying, and registering incoming documents.
Scanning and digitizing the full contents of mail — including enclosures, envelopes, and cover letters.
Verifying formal correctness and completeness of received documents.
Immediately forwarding scanned files to the client’s servers or systems.
Labeling documents according to the guidelines (document reference, case ID, classification code).
Removing duplicates, assigning cases, and escalating exceptions.
Physically archiving incoming correspondence.
Destroying mail after the retention period or bulk forwarding it to the client.
Registering mail using unique codes (barcodes, QR codes).
Generating delivery reports and receipt confirmations in the system (status tracking).
Billing based on the number of items, scope of scanning, or processing time — in accordance with the SLA.
