Your post, digitised. IDup’s digital mailbox captures incoming documents, reads them, sorts them and routes them straight into your workflow — so nothing waits in a pile and nothing gets lost on a desk.
Incoming paper and incoming PDFs are where most small businesses lose the most time and the most money. A supplier invoice sits unopened for two weeks and the early-payment discount expires. A letter from the tax office is opened by the wrong person and never mentioned again. A delivery note is filed somewhere nobody looks. None of that is a knowledge problem — it is a routing problem.
IDup solves the routing. Post, scans and email attachments arrive in one digital mailbox, are read automatically, classified by type and sender, and pushed to the right place: an incoming invoice becomes a bookable expense with vendor, amount and VAT already extracted; a contract lands in the customer’s file; a bank statement goes to accounting. You see everything that arrived, what it is and what still needs a decision — from any device, wherever you are.
Incoming documents are captured automatically — scanned post, forwarded emails, PDFs and photos all land in one place. You open one inbox instead of a physical tray, three mailboxes and a shared drive.
AI recognises what each document is and who it is from, then routes it to the right customer, project, employee or account — so it reaches the person who has to act on it instead of waiting to be noticed.
Turn an incoming invoice into a booked expense in one step. Vendor, amount, net, VAT rate and due date are already extracted, and the original document stays attached to the entry as proof.
Everything is stored encrypted, full-text searchable and audit-proof on secure servers worldwide. Years later you can retrieve a letter by the words printed inside it, not by remembering which folder it went into.
Incoming documents land in your digital mailbox ready to act on — no scanning piles, no sorting evenings, no stack of envelopes waiting for someone to have a free hour. What arrives is already readable, already classified and already visible to the people who need it.
That changes the rhythm of the week. Instead of processing post in batches when it becomes urgent, you handle it in minutes as it arrives: approve, book, forward or archive. The tray never builds up, because there is no tray.
It also removes the single-person dependency. When post is digital and routed by rules rather than by whoever opens the envelope, a holiday, a sick day or a home-office week stops being a reason for a missed deadline.
An incoming supplier invoice becomes a booked expense in a couple of clicks. The AI has already read the vendor, the amount, the VAT rate and the due date; you confirm and it is posted to the correct account with the document attached.
Because the same platform holds your accounting, the entry is not a copy of the document — it is connected to it. Your VAT position updates, the payable appears in your open items, and the due date shows up in your cash view before it becomes a problem.
Payment terms stop being a lottery. You see what is due when, which discounts are still worth taking, and which invoices are disputed — instead of discovering all of it from a reminder letter three weeks later.
Everything is archived, searchable and linked to the right record — the customer, the supplier, the project or the employee it concerns. A document is never just a file; it always has an address.
Search reaches inside scanned pages, so you can find a letter by a reference number printed on it or a contract by a clause it contains. What used to be an hour in a filing cabinet becomes five seconds in a search box.
And because permissions are granular, the right people see the right post. Financial documents reach your accountant, HR letters stay inside HR, and confidential correspondence is not sitting in a shared inbox that half the company can read.
The expensive part of incoming post is rarely the document itself — it is the deadline hidden inside it. A payment term, an objection period, a renewal date, a notice period. Miss it and the cost is real: a lost discount, a late fee, a contract that renewed for another year.
IDup reads those dates out of the documents and puts them where you actually look: in your calendar, in your open items and in your cash view. What is due this week is visible this week, not when the reminder arrives.
Automated follow-ups take it further. Approvals that nobody has actioned get chased, recurring supplier invoices are recognised on arrival, and anything unusual is flagged for a human. The result is a mailbox that manages obligations instead of just storing them.
The digital mailbox is one part of IDup, not the whole product — and you don’t pay extra for the rest. The same login gives you accounting with AI receipt capture, invoicing and online payments, tax filing and annual statements, financial reports, a complete CRM with leads, estimates, contracts and projects, a helpdesk, a client portal, employee and payroll management, permissions and multi-tenant workspaces.
It also gives you the modern layer most document tools simply don’t have: IDup AI as an assistant across the whole platform, an AI chatbot for your website, automated workflows that run recurring work for you, a social media agent, marketing campaigns, and a shared inbox that brings WhatsApp, SMS, email and social conversations into one place.
The practical effect is that an incoming letter is no longer the start of a manual chain. It becomes an entry, a task, a payment and an archived document in one move — on desktop and in the mobile app, GDPR-compliant, on secure servers worldwide, in 27 languages, with no prior knowledge required.
Sarah L.
Switching to this Digital Mailbox System was a game-changer for our remote workforce. We can access all mail instantly from anywhere, which has boosted our responsiveness tremendously
Rajiv P.
Managing mail across our five offices used to be a logistical nightmare. Now, everything is centralized and secure. The multiple user support makes collaboration effortless.
Jessica M.
The ability to assign action requests directly on mail items and integrate with our CRM has streamlined our workflow like never before. We never miss a critical document.
Michael T.
Knowing that all our scanned mail is stored securely with strict access controls gives us peace of mind. The audit trails are a great bonus for compliance purposes.
IDup unifies accounting, invoicing and payments, AI receipt capture, tax filing, annual statements and financial reports with a full CRM — leads, estimates and contracts, projects, tickets, calendar and a client portal. On top of that sit IDup AI, an AI chatbot, automation and a social media agent, a shared inbox for WhatsApp, SMS, email and social, marketing campaigns, employee and payroll management, permissions, multi-tenant workspaces, a document vault, cloud access and a mobile app for iOS and Android.
All of it runs behind one login, on one database, for one price — so an incoming letter, the expense it becomes, the supplier it belongs to and the payment that settles it are the same record instead of four disconnected tools.
Several ways, and you can mix them. Forward emails and attachments to your mailbox address, upload PDFs directly, photograph paper with the mobile app, or scan a batch from a multifunction printer. Documents IDup itself produces — invoices, payslips, contracts — are filed automatically.
Whatever the route, the result is the same: the document is read, classified, linked to the right record and made searchable. You do not have to decide in advance where something belongs; the system proposes it and you confirm.
Yes. IDup extracts the sender, document type, date, amounts, VAT rates and reference numbers from invoices, receipts, statements and letters — including scanned paper, not just digital PDFs.
Anything the AI is unsure about is flagged rather than guessed, so you review a short list of exceptions instead of checking everything. Corrections teach the system how your recurring suppliers look, so the exception list gets shorter over time rather than longer.
They get routed. Rules decide who sees what — supplier invoices to the person who approves them, HR letters to HR, customer correspondence to the account owner — and everyone sees only their part.
Approvals happen inside IDup with a full trail of who approved what and when. Nothing depends on an email being forwarded to the right person, and nothing sits unanswered because the only copy was in someone else’s inbox.
No. IDup is built so you can start right away — no accounting or IT background needed. Forwarding an email or photographing a letter is the whole learning curve.
The interface speaks plain language instead of jargon, and IDup AI can explain any document, figure or entry in one sentence. If you can open your post, you can run your digital mailbox.
Yes. IDup is GDPR-compliant, hosted on secure, GDPR-compliant servers worldwide, with encryption in transit and at rest. You decide exactly who on your team sees what through granular roles and permissions, and every change is traceable.
Documents are stored in an audit-proof archive, so the evidence behind a booking is retrievable years later. Because everything sits in one platform, sensitive post stops travelling as email attachments between private mailboxes.
Yes — through an open REST API, webhooks and ready-made integrations, so IDup fits into the stack you already run. Documents can be pushed in from a scanning service or a shop system and pulled out into any downstream process.
The shared inbox also brings WhatsApp, SMS, email and social into one place, so a customer’s message ends up next to the invoice, project or letter it relates to instead of in a separate silo.
Minutes, not months. Create your account, set your mailbox address and start forwarding — there is nothing to install and no server to configure.
You do not need to digitise your history first. Start with today’s post, add older documents whenever it suits you, and from day one nothing new ever ends up in a pile again.
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