The problem: 200 mailboxes and a phone that never stopped

Centro de Negocios Compostela provides registered business addresses to 200 companies, in addition to private offices and meeting rooms. The other side of that business is the mail: every day, dozens of letters, tax authority notices, certified letters and packages arrive addressed to companies whose managers come by the center once a month — or never.

The system was handcrafted: physical pigeonholes, a log notebook filled in "when possible" and phone calls to flag the important items. With more than 1,500 deliveries a year, failures were inevitable: letters misplaced between pigeonholes, clients calling to ask whether something had arrived and — the case that set off the alarms — an official notice discovered with the deadline almost expired.

"We sell peace of mind: your company has a serious address and its mail is under control. And the internal reality was a notebook and stacks of envelopes," admits Elena, the center's manager.

The solution: every letter logged, scanned and notified

With Fustibus's virtual office, the workflow changed completely. When the mail arrives, the front desk logs every item in seconds: the envelope is scanned, assigned to the recipient company, and the system sends an automatic email notification to the client.

Companies that authorize it in their contract get opening and digitization: the letter is opened, scanned and the full document becomes available in the client's portal, with traceability of who received it, who opened it and when it was viewed. Originals are archived by reference and delivered or destroyed according to the agreed policy.

Implementation took one week, including loading the 200 companies with their notification contacts and opening preferences.

One year later: zero lost mail and a service that sells

In the first year, close to 1,500 letters were logged and digitized without a single loss. The "has anything arrived for me?" calls virtually disappeared: the client sees it in their portal before they even have time to call.

The service also became a sales argument: the digital mailbox with online access is now the first slide when Elena presents the registered address service to a new company. "We used to hide it; now we show it off," she sums up.

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