ApproveThis manages your VirtualPostMail Integration approvals.

When Snail Mail Meets Approval Chains

Let's be real - physical mail is the awkward cousin in our digital business world. But when you combine VirtualPostMail's digital mail management with ApproveThis' approval automation, you create something actually useful. We're talking scanned checks that auto-route to your CFO, legal documents that find their way to counsel without playing email tag, and vendor communications that get handled before your coffee gets cold.

Why This Combo Works

VirtualPostMail gives teams a permanent US business address that turns physical mail into searchable PDFs. ApproveThis turns those PDFs into trackable approval workflows. Together, they solve two big problems:

• Physical mail doesn't care about your approval processes
• Approval bottlenecks don't care about your mailroom hours

For companies scaling between 50-5,000 employees, this means checks get deposited faster, contracts get signed without chasing people down, and compliance actually happens because there's a paper trail (even if it's digital).

Real-World Use Cases That Don't Suck

Finance Teams: Stop Playing Check Delivery Driver

Here's how it works when a check arrives at your VirtualPostMail address:

1. Mail gets scanned and uploaded
2. Zapier triggers an ApproveThis workflow
3. Approval thresholds auto-route checks under $5K to junior staff
4. Bigger amounts escalate to controllers
5. Approved checks get forwarded to your bank with one click

Your AP team stops being mailroom staff and actually does their job. Bonus: Calculated fields in ApproveThis can auto-verify check amounts against invoices.

Legal Teams: Contract Review That Doesn't Require a Blood Sacrifice

When VirtualPostMail scans a new NDA or vendor contract:

- Approval groups ensure the right attorney reviews based on contract type
- Sequential approvals force proper redlining before execs sign
- Vacation delegation means documents don't sit on some associate's out-of-office inbox

Plus, external counsel can approve via email without needing access to your legal software (we see you, Clio users).

Operations: Vendor Management That Actually Manages

Supplier notices, compliance docs, or random vendor spam gets:

1. OCR'd by VirtualPostMail
2. Auto-categorized using ApproveThis conditional logic
3. Routed to purchasing managers or straight to trash
4. Archived with full approval history when done

No more "I thought you handled that PO" meetings. Real-time tracking shows who's responsible at every step.

Setting This Up Without an IT Degree

Here's the 4-step process to connect the dots via Zapier:

1. Connect VirtualPostMail to Zapier (takes 2 minutes)
2. Set "New Scanned Mail" as trigger
3. Map key data points to ApproveThis fields (amounts, dates, doc types)
4. Build approval rules based on your existing processes

Pro tip: Use ApproveThis' calculated fields to auto-flag urgent mail based on keywords or amounts. Your "checks over $10K" workflow can auto-ping the CFO before the scan is even finished.

Why Your Approval Squad Will Actually Use This

ApproveThis works because:

- Approvers don't need VirtualPostMail logins (massive for external partners)
- Email approvals mean no new apps to learn
- Mobile-friendly tracking keeps things moving at airport lounges
- Audit trails auto-generate for compliance nerds

When accounting needs to approve 20 checks before EOD, they're not fighting through some clunky portal. Two clicks in their inbox and it's done.

Scaling Without the Headaches

For growing teams, this combo solves three scaling issues:

1. Geographic Spread: Multiple VirtualPostMail addresses feed into centralized approval workflows
2. Compliance: Every action on physical mail gets logged with timestamps and approver comments
3. Cost Control: Approval thresholds prevent junior staff from rubber-stamping big checks

A mid-sized insurance company we work with processes 300+ physical mails daily through this setup. Their mail-to-resolution time dropped from 5 days to 11 hours. Not bad for avoiding "digital transformation" consultants.

When You Shouldn't Bother

This integration isn't magic fairy dust. Skip it if:

- You get 3 pieces of mail a week
- Your approval process is "the CEO forwards emails randomly"
- You enjoy playing document detective every month-end

But if you're drowning in paper while trying to scale, this is your life raft.

Getting Started Without the Sales Circus

Test drive ApproveThis with your existing VirtualPostMail account:

1. Sign up for ApproveThis (free 14-day trial)
2. Connect to VirtualPostMail via Zapier (takes 8 minutes)
3. Clone our pre-built template for mail approvals
4. Tweak thresholds and approvers to match your rules

No demo calls unless you want them. Our docs actually get updated, and support responds faster than your average Slack message.

The Bottom Line

Physical mail isn't going away, but manual approvals should be. By connecting VirtualPostMail's digital mailroom to ApproveThis' workflows, you create an actual system that scales with your company - not another piece of shelfware for the IT team.

Either keep playing hot potato with paper documents, or fix it in an afternoon. Your call.

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