Mailroom Automation That Eliminates Manual Logging and Lost Packages
TekTrack® is the mailroom automation software that scans every inbound package, instantly notifies recipients, and maintains a complete chain of custody so your team spends less time on paperwork and more time on what matters.
Why Mailrooms Without Automation Are Falling Behind
U.S. parcel volume exceeded 21.5 billion packages in 2024 and continues to climb. Without mailroom automation, every one of those deliveries adds manual labor, accountability risk, and frustrated recipients.
Hours Lost to Manual Logging
Mailroom staff spend 4 to 6 hours per day writing down tracking numbers, sorting packages, and chasing recipients. Without an automated mailroom system, that time compounds as delivery volumes grow.
Packages Go Missing Without a Trace
Paper logs and spreadsheets can’t tell you who picked up a package or when. Lost packages cost organizations an average of $200 per incident and erode trust across the board.
Recipients Never Know Their Package Arrived
Without automated notifications, packages sit unclaimed for days. The mailroom fills up, staff field constant “where’s my package?” inquiries, and productivity drops across the organization.
No Proof of Delivery or Chain of Custody
When a high-value shipment disappears, who’s accountable? Manual processes leave no digital signature, no timestamp, and no audit trail, exposing your organization to liability and disputes.
Mailroom Automation as Easy as 1-2-3
Packages Arrive
Log packages into the system using your choice of hardware or device.
- PC scanner and desktop software
- Mobile computer, phone, or tablet
- Send optional email or text notification to recipient
Recipient Gets Notified
The moment a package is logged, TekTrack automatically notifies the recipient so they know their package is ready.
- Automatic email and text notifications
- Customizable notification templates
- Reminder alerts for unclaimed packages
Pickup with Proof
When the recipient collects their package, TekTrack captures a digital signature and proof-of-delivery photo to close the chain of custody.
- Digital signature capture at pickup
- Optional proof-of-delivery photo
- Complete searchable package history
Manual Mailroom vs. Automated Mailroom
See what changes when your organization makes the switch to mailroom automation.
| Capability | Manual Mailroom | TekTrack® Automated Mailroom |
|---|---|---|
| Package intake logging | Handwritten log or spreadsheet (2 to 4 min/pkg) | Barcode scan in under 5 seconds |
| Recipient notification | Phone call, sticky note, or email drafted by hand | Instant automated email, SMS, or phone alert |
| Proof of pickup | Signature on a paper sheet (easily lost) | Digital signature + time-stamped photo |
| Audit trail | Binder of logs (difficult to search) | Full digital chain of custody, searchable in seconds |
| Reporting & analytics | Manual tallies, no real-time visibility | Live dashboard with volume trends and aging alerts |
| Scalability during peak season | Additional temporary staff | Same staff, same speed. Software handles the volume. |
Everything Your Automated Mailroom Needs in One Platform
TekTrack® was built for the specific demands of inbound mailroom operations: high volume, diverse carriers, and staff who need tools that work on day one.
Automated Recipient Notifications
Instantly alert recipients via email, SMS, or phone the moment their package is scanned. Faster pickups mean a cleaner mailroom and fewer follow-up inquiries.
Digital Signature & Photo Capture
Every pickup is documented with a digital signature and optional photo, creating irrefutable proof of delivery that protects both your organization and the recipient.
Directory & System Integration
TekTrack® connects with Active Directory, HR systems, ERPs, and property management platforms to keep recipient records current without manual updates.
Cloud or On-Premise Deployment
Choose TekTrack® Cloud starting at $99/month or On-Premise from $1,295 (one-time). Both editions include unlimited users, unlimited recipients, and the same full feature set.
Live Dashboard & Reporting
Monitor every package in real time. Track delivery volumes, aging packages, staff throughput, and carrier trends, all in a clean, exportable dashboard.
Works on Any Device
Scan packages from Windows, iOS, or Android. No specialized hardware or proprietary scanners required. Your existing phones, tablets, and computers work out of the box.
Multi-Location Management
Manage package tracking across multiple buildings, campuses, or offices from a single admin dashboard with location-level reporting and user controls.
Offline Mode & Auto-Sync
Internet outage? Staff continue scanning packages offline. All records sync automatically when connectivity returns. Zero data loss, zero downtime.
Mailroom Automation Meets Mailroom Management
TekTrack® automates the package workflow. TekCore’s mailroom management software ties it all together, giving you complete visibility and control over every item that enters your facility.
The Package Tracking Software That Pays for Itself
Mailroom automation is no longer a luxury reserved for Fortune 500 headquarters. Organizations of every size, from mid-size corporate offices and university campuses to hospitals and government agencies, are making the switch because the cost of not automating has become impossible to ignore. Rising parcel volumes, tighter accountability requirements, and lean staffing budgets all point to the same conclusion: manual mailroom processes don’t scale.
TekTrack® replaces the paper logs, spreadsheets, and sticky notes that define most mailrooms today with a digital workflow that takes seconds instead of minutes. A staff member scans a carrier barcode, TekTrack® identifies the recipient, sends an automated notification, and tracks the package through to a verified, signed pickup. The entire process, from intake to proof of delivery, happens without a single line of manual data entry.
What separates TekTrack® from generic shipping or logistics platforms is its focus on the inbound delivery workflow. Most mailrooms deal with packages from every major carrier (FedEx, UPS, USPS, Amazon Logistics, DHL, and regional couriers) arriving in unpredictable volumes throughout the day. TekTrack® was engineered for exactly this scenario, reading carrier barcodes from all providers and routing notifications to the correct recipient automatically.
Organizations that implement mailroom automation with TekTrack® typically see a 75% reduction in package processing time and report that staff training takes less than an hour. The cloud edition requires no IT involvement or server infrastructure, and teams can be fully operational within a single day. For organizations that require data to remain on their own network, the on-premise edition delivers the same functionality behind your firewall.
Since 1998, TekCore has been building package management solutions that solve real mailroom problems. TekTrack® reflects over two decades of working directly with mailroom managers, facilities teams, and operations staff to understand the pressures they face: high staff turnover, peak-season surges, carrier diversity, and the constant expectation to do more with less. Mailroom automation with TekTrack® was built around those realities, not retrofitted for them.
Frequently Asked Questions About Mailroom Automation
What is mailroom automation?
Mailroom automation is the process of replacing manual package logging, recipient notification, and proof-of-delivery tasks with software that handles them digitally. Instead of writing entries in a logbook and calling recipients by phone, mailroom automation software like TekTrack® scans a barcode, sends an instant notification, and captures a digital signature at pickup, reducing processing time by up to 75%.
How quickly can our team start using TekTrack®?
Most organizations are fully operational within one day. TekTrack® was designed for teams with varying technical skill levels. If a staff member can scan a barcode, they can use TekTrack®. Cloud deployment requires no IT setup, and on-site training is included with every license.
Does TekTrack® work with all carriers?
Yes. TekTrack® reads carrier barcodes from FedEx, UPS, USPS, Amazon Logistics, DHL, and dozens of regional carriers. The system automatically identifies the carrier and matches the package to the correct recipient. No manual carrier selection required.
Can mailroom automation handle high-volume periods?
Absolutely. TekTrack® is built to scale, processing thousands of packages per day from a single location or across a multi-site portfolio. Many clients see 3 to 5x their normal package volume during holidays, move-in seasons, and semester starts, and TekTrack® handles it without performance degradation.
What is the difference between Cloud and On-Premise?
TekTrack® Cloud ($99/month) runs in TekCore’s secure hosted environment. Access from any browser with no hardware installation. TekTrack® On-Premise ($1,295 one-time) installs on your own servers so data never leaves your network. Both editions include unlimited users, unlimited recipients, and the same full feature set.
Does mailroom automation software integrate with our systems?
TekTrack® integrates with Active Directory, LDAP, HR platforms, ERPs, and property management systems to keep recipient databases synchronized. Contact TekCore to discuss integration with your specific environment.
Ready to Automate Your Mailroom?
Join the corporate offices, universities, hospitals, and facilities teams who trust TekTrack®, the proven mailroom automation software, to keep every delivery tracked, every recipient notified, and every pickup documented.