A letter inbox that auto-routes every piece of mail to the right person
Dozens of letters arrived at the office every day, tracked by hand. Some went missing, some sat unassigned, and no one had a record of what each one actually required.
Multi-system partnership
We built multiple systems with SCU, and their consistency and dedication helped us elevate our operations.
The challenge
A professional-services office runs on its mail. For Amicon, dozens of letters arrived every day and were handled by hand, so the important ones were the easiest to lose track of.
- A flood of physical mail
Letters arrived constantly, with no system to log them or route them to the right person.
- Letters slipped through
Without tracking, mail went missing or sat unassigned for days before anyone noticed.
- No record of what was needed
What each letter required, and whether it had been handled, lived nowhere anyone could check.
How we built it
We turned the daily pile of mail into a self-running inbox. Each letter is scanned, read, routed, and tracked to resolution without anyone re-keying a thing.
- Scan ingestion: a German scanning service posts every letter to our n8n instance via webhook.
- Content extraction: LlamaParse and AI agents read each letter and pull out the content and the action it requires.
- Matching: synced to Airtable and Supabase, the letter is matched to the right customer and assignee.
- Tasking and alerts: the required action becomes a task, with a Slack notification to the person who owns it.
- Sync and resolve: the task syncs to Notion and is marked resolved in the system once it's done.
Inside the platform
Two of the modules we shipped. Illustrative reconstructions, not screenshots of live data.
Letter inbox
9 todayToday
9
Assigned
7
Resolved
5
Avg handle
4h
| Sender | Customer | Assignee | Task | Status |
|---|---|---|---|---|
| Finanzamt Berlin | Kessler Group | Lena | Respond to tax notice by 14 Jun | New |
| Versicherung Hofer | Lindner SE | Marco | Review policy renewal | New |
| AOK Bayern | Brunnen Tech | Marco | Confirm registration | Assigned |
| Stadt München | Orto AG | Lena | Permit follow-up | Resolved |
| DHL Express | Mittel GmbH | Jonas | Sign for delivery | Resolved |
Every letter, auto-routed
Incoming mail digitized
AI pulls sender, customer, the task
Linked to the right account
Routed to the right employee
To Notion + Slack, tracked to done
Results
Every piece of mail is logged, routed, and tracked the moment it arrives.
Each letter lands with the right customer and the right employee, automatically.
The action each letter requires is extracted and assigned, with clear directions.
Notion and Slack stay in step, and nothing closes until the work is done.
If you’re buried in paperwork or inboxes
We build the automations that read it, route it, and make sure nothing slips.