Mailroom & Document Handling You Can Count On
While digital reigns, paper is far from dead—especially in rebate programs. That’s why RebateFirm offers a high-efficiency mailroom and document handling operation built for speed, accuracy, and scale. Whether it’s envelopes packed with receipts or handwritten forms, we process every piece with precision and care.
PO Box & Mail Processing, Done Right
We manage secure PO boxes and mail intake across multiple U.S. regions, ensuring fast and reliable receipt of your rebate submissions. Our team opens, sorts, and logs every item, creating a chain of custody from mailbox to database.
- Unique PO Boxes by brand or campaign
- Same-day logging and batch tagging
- USPS, FedEx, UPS, and courier handling
Receipt Scanning, Indexing & Digitalization
Our advanced scanning systems and high-speed document imaging hardware can process thousands of forms daily. Each form is digitized, indexed, and securely uploaded into our rebate platform—instantly available for claim validation and customer support.
- AI-powered OCR for text and barcode extraction
- Custom indexing by name, SKU, date, or promotion
- Quality assurance for image clarity and completeness
Secure Storage & Archival Access
Every piece of mail is cataloged, stored, and retrievable on demand—physically or digitally. Whether you need an audit trail or a single customer receipt months later, we’ve got you covered.
- Climate-controlled physical storage for up to 7 years
- Encrypted digital archives with full searchability
- Chain-of-custody reports for compliance audits
High-Volume Fulfillment Centers
Our fulfillment hubs are equipped to handle mail spikes during peak promotional periods. Whether you’re processing 10,000 forms or 1 million, we scale with your volume—without delays.
- Redundant capacity for seasonal surges
- SLA-backed processing timelines
- Nationwide logistics and overflow routing
Security & Compliance at Every Step
Data privacy and physical security are non-negotiable. We follow strict controls to ensure confidentiality and integrity from intake to archive.
- Background-checked staff and camera-monitored facilities
- SOC 2, HIPAA, and GDPR compliant document handling
- Secure destruction protocols for expired or voided submissions
Real-Time Visibility
Track the status of every document with RebateFirm’s integrated dashboard. From mailroom receipt to scan completion and claim linkage—you’ll have full transparency.
Let RebateFirm Handle the Paper So You Don’t Have To
Focus on growth—we’ll take care of the envelopes, stamps, scanners, and files.