Digital mailroom
editing, collaboration and smooth contract negotiations.
Digital mailroom in the V-Desk system is a set of tools enabling the automatic registration and archiving of documents arriving at and leaving the company. It creates a single source for storing information on incoming and outgoing documents and making them available to all interested parties. The electronic office is fully integrated into the national e-Delivery system.
Are you familiar with these mail circulation problems in your company?
Processes carried out in the traditional way can cause some complications. The V-Desk system comes to the rescue.
No automatic registration and archiving of documents
Documents arriving at the company undergo registration in the V-Desk system, then go through the scanning process and land in the electronic archive.
Additional costs associated with keeping separate records of correspondence
V-Desk creates a single source of storage for incoming and outgoing documents and makes the documents available to all interested parties.
Loss of staff time in handing over originals
In the V-Desk system, the registered document goes to the employee’s virtual desk and is transmitted electronically.
Digitising your business processes has never been easier.
We provide individual support and care throughout the entire period of cooperation.
How to organise and digital mailroom workflow?
What do you gain by choosing V-Desk digital mailroom?
Register of incoming and outgoing correspondence
Receiving, registering and processing external and internal requests
Electronic signature on any file registered in the system
Ability to search for documents using relevant criteria
Keeping full records of document views
Correct circulation of documents coming into the organisation
Now, with AI, correspondence management offers more possibilities
See how artificial intelligence can handle every letter and document in your correspondence workflow.
Document classification by content
Regardless of the type of correspondence (paper / scanned / email), AI recognizes the subject or content of the document and automatically assigns it to the correct location, such as a folder, while routing it to the appropriate process. It can also automatically initiate workflows (e.g., complaint → quality department, payment reminder → collections department).
Data extraction from documents
Automatically extracts case numbers, dates, sender and recipient information. Intelligent reading works for both handwritten and printed documents, automatically populating indexes within the V-Desk system.
Routing documents in the process
AI suggests the recipient or department based on previous cases (e.g., ZUS letter → HR department). For recurring document types, AI can learn to classify and route with 100% accuracy.
We will integrate the V-Desk into your systems
The advantage of the V-Desk system is that it can be integrated with virtually any IT system. There is no company on the market that does not already use some software. The whole magic is to integrate any software used in the company with V-Desk in such a way as to improve the business processes in the organisation.
Digital mailroom in V-Desk and V-Desk GA
The Correspondence module is available in both V-Desk implementation models. It can be configured in a dedicated version of the V-Desk system and can also be selected from the ready-made V-Desk GA processes.
Our customers are talking about V-Desk
Rotometal
“We chose the V-Desk solution because of its wide range of options for adapting the solution to our individual processes, as well as the flexibility it offers when integrating with the SAP system.”
Domost
We value the potential of the V-Desktop platform, its stability and functionality, which allows us to save time and resources. Tasks including document registration and approval have been automated, and we now have effective control over the process.
BMW Dynamic Motors
“Cooperation with Primesoft Polska began in 2021 and focused on the introduction of solutions aimed at the complex digitization of business processes management.”
EFL Leasing
“Given that we have been successfully cooperating with Primesoft Polska Sp. z o.o. for many years in the development of the V-Desk system, we are pleased to recommend it as a supplier of electronic document circulation systems.”
Lhoist Bukowa
“The workflow system from Pimesoft is a simple way to collect quality information, analyse trends, identify problems, and take corrective action. This allows for continuous process improvement and higher quality standards.”
Elplast +
The expectations we had for digitizing our company have been met. With the V-Desk system, we are no longer using paper documents, which has had a positive impact on the efficiency of our processes.
Renata Rosenbeiger, Chief Accountant at Elplast+ sp. z o.o.
JMP Flowers
“We no longer waste time searching for invoices, and we have resolved situations where tasks were not monitored and responsibility was unclear. With the V-Desk System, we have achieved smooth document processing.”
SMP Poland
The system allows us to easily track payment deadlines, verify incorrect entries and, above all, eliminate manual work at many stages of invoice processing.
Kia Polska
“With a professional approach and a deep understanding of our needs, the solution meets our expectations. V-Desk is easy to use and functional, but above all, it streamlines the work of many people and increases the efficiency of the company’s operations.”
Jass Board
“The switch to digital task and document workflows was our goal, which we were able to achieve with the professional support of Primesoft.”
Mariusz Lisiecki, Information Systems Manager
Bostik
“We took advantage of the consulting and analytical support provided by Primesoft Polska, and as a result of our cooperation, the V-Desk electronic document circulation system was launched in our organization. We confirm the implementation of the solution in the areas of contracts, orders, and invoices, as well as its integration with the Exact financial system. In all areas, document approval and circulation processes have been streamlined, and control at every stage has been strengthened.”
NUXE
“V-Desk GA introduced a systematic approach to processes at Nuxe, reducing the problems associated with manual document handling. From now on, we manage invoices electronically and handle HR processes such as vacation requests and approvals, as well as employee attendance records.”
Grupa Pracuj
“V-Desk is a modern and efficient solution, equipped with a range of tools that significantly improve the comfort of everyday work. We appreciate the flexibility and scalability of the system, which allows documents to be processed efficiently and in accordance with established procedures. By launching the V-Desk system, we have significantly reduced the use of paper documents, and the processing and management of invoices and correspondence in the company has been optimized.”
Ariadna SA Fabryka Nici
“The transition to a digital document circulation system involved changes that had a positive impact on the functioning and flow of processes such as invoice circulation, requisitions, purchases and employee requests. The workflow system was launched to handle the circulation of cost invoices, of which approximately 500 are processed each month.
The positive cooperation with Primesoft, whose goal was to digitise Ariadna, allows us to plan the expansion of the V-Desk system with additional modules.”
Beata Karbowniczak, Chairman of the Board
Securitas
“During 11 years of using V-Desk, we have become convinced of the flexibility of this solution, which is why we commissioned modifications allowing V-Desk to be integrated with another system in the company. We confirm that the work was carried out to the highest standard, maintaining high standards of business ethics and continuity of processes in the company.”
Polipak
The flexibility of the implemented system means that its development possibilities, tailored to the company’s current needs, are an additional advantage that is highly valued by our company.
Mitutoyo Polska
V-Desk allows us to focus on the tasks that are essential to our business, without wasting valuable time waiting for documents or registering them manually.
Autostrada Wielkopolska
“We implemented this system as an independent platform available to our subcontractors, self- employed engineers, and other external entities. We wanted to streamline document circulation in our company. We searched the market for programmes that would be easy to use, ergonomic, but also flexible in terms of future system development.”
