Virtual Mailroom
Hard copy mail
made easy with
Digi-Mail
Here's how NZ's small businesses and organisations are using Digi-Mail
- A medical practice uses Digi-Mail to send out health test reminders and invoices
- An accounting company uses Digi-Mail to send clients seasonal newsletters
- An insurance broker uses Digi-Mail to send updated policy documents to customers
- A retailer uses Digi-Mail for bulk post marketing to send letters to its database
- A home-based spice blend manufacturer uses Digi-Mail to send recipe ideas and special offers to its customers
Digi-Mail at a glance
Before Digi-Mail
Prepare letter template and complete mail merge
After Digi-Mail
Prepare print-ready and mail merged communication, then upload to Digi-Mail
monthly invoice.
The benefits of digital mail management
Saves money and time
Digi-Mail is faster and cheaper than the traditional DIY approach to mail outs. Your employees take minutes, not hours, to do a mail-out. You don’t need a printer, ink or paper. As a rule, you can expect each letter to cost around 20 cents less to produce and post. Use the Digi-Mail Savings Calculator.
Supports remote workers
With Digi-Mail, organisations can manage mail-outs remotely from anywhere at any time using an internet-connected smartphone, tablet or laptop. As well as providing convenience and flexibility, it means archived documents and correspondence can be accessed quickly and easily.
Can also be used for email
If you choose the Pro version, you can send emails with Digi-Mail. These are archived and reports can be generated with results.
Optimised management
Every Digi-Mail mail-out is archived. Your people can search and find previous communications easily. If you use Digi-Mail Pro, reports can be generated to capture every data point of every mail-out.
Less stationery inventory
Saves buying stationery supplies, such as paper, envelopes and ink cartridges. Easier accounting. Cost code reporting enables you to on-charge each mailing to the respective internal cost centre.
Frees employees from boring tasks
By outsourcing print and mail services with Digi-Mail, you can put more employee hours toward other aspects of your business. This shift allows your business to increase the productivity and efficiency of your core business operations or functions.
High quality print and presentation
Digi-Mail uses leading technology and high quality printers to ensure your communications look professional every time.
Enhanced security and privacy
All versions of Digi-Mail provide secure storage for mail items, safeguarding sensitive information and reducing the risk of loss or theft. Additionally, we offer shredding and document disposal options for returned mail to maintain privacy and compliance with data protection regulations.
Easy to scale up
As your customer base grows, Digi-Mail ensures mail-outs happen as smoothly and quickly as ever. Likewise, you can easily downscale your mail-outs to cope with change or seasonable demand.
Easier accounting
Cost code reporting enables you to on-charge each mailing to the respective internal cost centre.
“We have seen letters reach our customers far quicker than before, which is crucial when requesting payment by a certain date. Digi-Mail has truly streamlined our process. It’s so basic to use – we simply upload the documents and can forget about them. Our customers have even been pushing for some changes Digi-Mail helped us achieve. This feels like a massive achievement for us.”
Joanne Littin,
Whangarei District Council
Book a Digi-Mail demonstration
Which Digi-Mail solution is right for you?
This table shows the features you get with each version of Digi-Mail.
Most new users begin with pay-as-you-go Lite, then switch to on-account Pro.
| Feature | Lite | Pro | Enterprise |
|---|---|---|---|
| Subscription fee | FREE | FREE | $ POA |
| Web based / remote working – anywhere with an internet connection |  |
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| No minimum quantity – mail one or up to 100,000+ | |
|
|
| Per letter page QTY restrictions | >7 | UNLIMITED | UNLIMITED |
| Duplex printing option – saves paper cost, better for the environment | |
|
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| Automatic address detection & cleansing | |
|
|
| Templating – it’s easy to create standard templates as you go, for repeatability and brand consistency | n/a | |
|
| Inserts – add a standard piece (map, fact sheet, instructions etc) to any mailer | n/a | |
|
| Cloud document archiving – every mailer is archived on our secure server | 90 days | Up to 5 years | Configurable |
| Envelope sizes – standard DLE with window or C4 | DLE | DLE/C4 | DLE/C4 |
| SFTP / hot folder communication between programs |  |
|
|
| Payment method – either pay-as-you-go or monthly account | PAYG/Credit Card | On account | On account |
| GNA / returns management | On request | On request | On request |
| Reporting – activity, volume or customised advanced reporting | |
Advanced | Customisable |
| Customisations | |
|
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| Personal / branded envelopes | |
|
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| Email sending | |
|
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| User management | |
|
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| Department/Cost code reporting | |
|
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Digi-Mail questions and answers
Digi-Mail Lite is our basic, pay-as-you-go service. It doesn’t use templates – you just upload your PDF letter and select the address.
Lite could be used by an individual, to send out wedding invitations or a Christmas letter. But mostly it’s used by small businesses and organisations who want to send letters, reminders or information to their customer base or sales prospects.
Digi-Mail Pro is billed monthly. It archives for longer and uses templates for repeated types of communications. Pro is usually used by businesses and organisations that send higher volumes of printed communications to their customer databases or would like to send letters via email.
Digi-Mail Enterprise and Digi-Mail Pro are essentially the same software with identical user interfaces and features. However, Enterprise is a tailored solution offering these benefits:
- Software is customised and configured to meet your business needs, such as reporting types, merging of documents to meet bulk postage or another specific requirement.
- Processing is handled individually, so you can use your own envelopes, select custom cut-off times for lodgement and access other tailored services.
Digi-Mail Lite is a pay-as-you-go service, paid online by credit card. You’ll see the cost of each mail-out when you upload your communication.
Digi-Mail Pro customers receive a 90-day free trial, after which a $49 per month subscription applies. Digi-Mail Pro and Enterprise are on-account services, invoiced monthly.
On average, sending a standard letter costs around $3.21, while sending the same communication through Digi-Mail costs about $2.52 — a saving of $0.69 per letter. Those savings add up quickly, especially for companies sending hundreds of letters each month.
Even with the subscription, the efficiency and time savings are significant — your team can eliminate manual printing, folding and enveloping, freeing them up for more productive work.
With Digi-Mail Lite, you can search using name and delivery address. With Digi-Mail Pro, all data fields are searchable, including name, address, customer number, invoice number, account number and any other identifiers you use. You can also add a custom data field for anything you might want to search on.
With Digi-Mail Lite, you can search using name and delivery address. With Digi-Mail Pro, all data fields are searchable, including name, address, customer number, invoice number, account number and any other identifiers you use. You can also add a custom data field for anything you might want to search on.