E-POST Solutions digital mail as PDF/A

Deutsche Post

Deutsche Post sends digital copies as PDF/A as a service​

Deutsche Post continues to expand its digital services. For some time now, it has been offering business customers the option of automatically converting their letter post into digital copies. The processing is done in PDF/A.

Customers then receive their mail on the E-POST portal or in E-POST apps. The letters can then be saved and answered on the move. This offer supports companies in gradually doing away with paper completely and implementing a digital office. This enables them to work much more effectively and sustainably. The PDF/A format is ideal for this application. With this format, a platform-independent display is possible on all end devices. In addition, full text search is possible and documents in PDF/A guarantee archiving and long readability. Customers then receive their mail in the E-POST portal or E-POST apps. Letters can be saved and answered on the move. This offer helps companies gradually eliminate paper and implement a digital office. This allows them to work more efficiently and sustainably. The PDF/A format is ideal for this use case. It enables platform-independent display on all end devices, full-text search, and reliable long-term archiving.

With this service, Deutsche Post converts letter mail into digital documents fully automatically. If items are not scannable or are confidential, they are sorted out unopened and forwarded.

E-POSTSCAN for small and medium-sized businesses​

Companies with small and medium-sized mail volumes in particular can benefit from this digital mail service. They can access their entire physical inbox digitally without major effort. This improves customer communication, saves costs and resources, and enables a fast and simple transition to a digital office without additional burden for employees. Incoming mail is already digitized, which is a critical point for many companies.

E-POSTSCAN includes scanning of daily incoming mail and also offers modular services for optimal integration into existing systems:

The most important functions offered include:

  • Transaction separation: mail content is separated and sorted by document

  • PDF document content is searchable in downstream systems

  • Optional invoice reading: capture of payment-relevant data from business invoices

  • In addition to incoming mail, outgoing mail can also be fully organized. Business correspondence can therefore be handled entirely by E-POST Solutions.

Invoice receipt processing: Reading invoices by Deutsche Post​

Deutsche Post also offers text recognition for generated PDF invoices, i.e., payment-relevant data is captured automatically. The extracted data is then provided in an XML file for electronic invoice exchange based on the ZUGFeRD format. The advantage for companies is that PDF invoices with embedded XML files can be transferred directly into incoming-invoice workflows. This reduces manual pre-entry effort and significantly accelerates processing. Additional modules make it possible to adapt and expand the service according to individual needs.

What is the advantage of a completely digital incoming mail service for companies?​

  • Documents to be scanned go directly to the scanning station, which reduces internal effort and saves costs (including scanning infrastructure and personnel resources)
  • Additional functions improve efficiency in downstream work processes
  • Daily incoming mail is immediately available to employees digitally and independent of location
  • Data processing is carried out in accordance with the General Data Protection Regulation (GDPR)

Sources:

https://www.pdfa.org/deutsche-post-schickt-digitale-kopien-als-pdf-a/

https://www.deutschepost.de/de/e/epost-solutions/input-management/digitaler-posteingang-kmus.html