6 Best Mail Scanning Services for Digitizing Your Incoming Mail

What is a mail scanning service?

Mail scanning services receive your physical mail on your behalf and convert it into a digital format you can access online. Instead of shuffling envelopes at your desk, you log in to a secure portal and see scanned images or PDFs of what’s arrived. It’s a practical solution for businesses that don’t want mail tied to a single location or founders who’d rather not share their home address to the general public.

How is mail digitized?

Digitizing mail is a straightforward, but secure process. A central facility receives incoming envelopes, where staff scan the outside and, if requested, the contents. Those images are then uploaded to your online account as searchable files. Some providers stop there, while others add features like tagging, keyword search, or integration with compliance tools.

At its core, it’s about replacing stacks of paper with organized digital records you can access from anywhere. Think of it as having a secure mail scanner working behind the scenes.

The best mail scanning services in 2025

Choosing the right service depends on your needs and budget. Here’s a snapshot of the top mail scanning and forwarding service providers in 2025, followed by detailed reviews.

1. Postal

Postal positions is an AI-first virtual mailbox built for businesses that want more than basic mail handling. The service blends digital convenience with compliance-grade security, making it a smart fit for teams that value automation and oversight in equal measure.

Best features

Postal combines core mail management with thoughtful extras that make it practical for everyday business use. Some of the standout features include:

• High-quality scans that digitize mail into organized, shareable files.
• AI mailroom summaries that highlight important mail and deadlines instantly.
• Virtual mailbox functions like email with search, filter, and tagging.
• Built-in registered agent services for legal and compliance mail.
• Secure check deposit with automatic notifications.
• SOC 2 and HIPAA-grade security to safeguard sensitive information.

Drawbacks

While Postal covers a lot of ground, there are a few considerations to keep in mind:

• Limited user access without paying for additional seats.
• Handling large volumes of mail could add extra costs.

Pricing

• Subscription price: $49/month.
• Extra costs: Platform access for 1 user (additional users $20 extra per month).

Free trial

Postal offers a 6-month free trial.

2. Physical Address

Physical Address has built a reputation for stability and control by directly managing its own locations instead of outsourcing. That approach gives businesses and individuals peace of mind that their address won’t suddenly disappear. 

Best features

Physical Address emphasizes reliability alongside everyday convenience. Some of the highlights include:

• Real street addresses with private suite numbers for a professional look.
• High-quality scans viewable online or through iOS and Android apps.
• Free registered agent service included with accounts.
• Unlimited recipients and free secure shredding.
• In-house operated facilities with no third-party handling.

Drawbacks

There are a few factors to weigh before choosing this service:

• Base plans include limited scans, with extras billed per item.
• Some features require moving up to higher-tier plans.
• Users handling heavy mail volumes may find costs add up.

Pricing

• Subscription price: Plans start at $7.98/month
• Extra costs: Additional scans at $0.20 each. Higher-tier plans add more flexibility.

Free trial

Physical Address offers a 1-month money-back guarantee.

3. PostScanMail

PostScanMail is a long-standing provider with a wide network that’s built a strong customer base by focusing on accessibility and choice. They appeal to users who want a dependable provider with flexible plans, whether for personal or business use.

Best features

PostScanMail focuses on convenience and reach, with tools that make managing mail and packages simple from anywhere. Some of its best features include:

• Nationwide network of real street addresses for personal or business use.
• Mobile apps for iOS and Android with instant notifications.
• High-quality scans with downloadable PDFs and unlimited cloud storage.
• Package forwarding with real-time tracking and flexible shipping options.
• Ability to link and manage multiple mailing addresses in one account.

Drawbacks

A few limitations are worth keeping in mind before choosing PostScanMail:

• Base plans limit scans and add costs for extra usage.
• Local pickup availability varies by location and may incur fees.
• Some advanced features are only included in higher-tier plans.

Pricing

• Subscription price: Plans start at $10/month
• Extra costs: Additional mail and scans charged per item. Forwarding and storage fees may apply.

Free trial

PostScanMail does not currently offer a free trial.

4. iPostal1

iPostal1 has grown into one of the most widely used digital mailbox providers, thanks to its sheer number of locations and flexible plan options. It’s often chosen by people who want coverage across multiple cities or need a mix of personal and business use without switching providers.

Best features

iPostal1 offers a broad set of tools designed to keep mail and packages manageable from anywhere. Some of the highlights include:

• Over 4,000 real street addresses across the U.S. and abroad.
• Options for personal, business, or full virtual office plans.
• Mobile apps with instant notifications and unlimited cloud storage.
• Package forwarding with real-time shipping prices and tracking.
• Ability to add multiple locations and manage them under one login.

Drawbacks

There are a few considerations to factor in before choosing iPostal1:

• Plan pricing varies depending on address tier, adding complexity.
• Base plans may not include all scanning features by default.
• Additional services like phone and fax increase monthly costs.

Pricing

• Subscription price: Plans start at $9.99/month.
• Extra costs: Vary by location tier and additional services.

Free trial

iPostal1 offers a 30-day money-back guarantee.

5. Anytime Mailbox

Anytime Mailbox has carved out a strong position by combining wide availability with flexible pricing. With thousands of locations worldwide, it’s often seen as a practical option for individuals, travelers, and businesses looking for straightforward digital access to their mail.

Best features

The platform is built for convenience, with features that make it easy to stay on top of both mail and packages. Key highlights include:

• More than 2,500 locations across the U.S. and internationally.
• Open-and-scan service with PDFs viewable on any device.
• Check deposit, package forwarding, and shredding options.
• Free unlimited online storage for scanned mail.
• Mobile apps and alerts for real-time updates.

Drawbacks

There are a few considerations to be aware of before signing up:

• Plan pricing varies widely depending on location.
• Base plans may include limited scans, adding costs for extras.
• Customer experience can differ across individual mail centers.

Pricing

• Subscription price: Plans start at $5.99/month.
• Extra costs: Additional scans and forwarding fees vary by location.

Free trial

Anytime Mailbox does not currently offer a free trial.

6. Legal Zoom

LegalZoom brings the weight of a well-known brand into the virtual mailbox space. Unlike smaller providers, it positions its service as part of a broader ecosystem for business formation and compliance. That makes it appealing to founders who want mail handling backed by an established name they may already trust for legal or corporate services.

Best features

LegalZoom Virtual Mail is designed to balance credibility with everyday usability. Some of the strongest features include:

• Professional business addresses in prime U.S. locations with nationwide coverage.
• Built-in mail scanning with cloud storage, shredding, and junk filtering.
• Check deposit service and the ability to securely share PDFs with team members.

Drawbacks

There are a few limitations to note before committing:

• Plans include a capped number of mail items per month.
• Extra fees apply for higher volumes or additional services.
• Costs are higher than many independent virtual mailbox providers.

Pricing

• Subscription price: Plans start at $29/month.
• Extra costs: Additional fees for check deposits, higher mail volumes, and premium addresses.

Free trial

LegalZoom does not offer a free trial.

Choosing the right mail scanning service

Not every provider fits every business. The right choice depends on how you’ll use the service and what hidden costs you’re willing to tolerate. Here a few tips and gotchas worth considering:

• Volume matters: Plans often look cheap until you hit scan or forwarding limits. Estimate your typical monthly mail load before committing.
• Location options: A prestigious address might impress clients, but make sure pickup or forwarding policies fit your needs.
• Team access: Some platforms charge extra for additional users. If multiple people need to view mail, factor that into the true cost.
• Package handling: Letters are simple. Packages are where fees creep in. Check storage windows and forwarding prices carefully.
• Service consistency: Providers with many locations sometimes rely on third parties. Quality can vary, so check reviews, which often reveal where things slip.
• Add-ons vs. essentials: Features like check deposit or phone services can be valuable if they’re bundled into the plan. Just watch for providers that charge extra for basics you’ll rely on.

Make your pick with confidence

Mail scanning is about convenience and staying organized and secure while cutting out the paper clutter. The right provider depends on your volume, team setup, and appetite for extras. Think less about flashy add-ons and more about what you’ll actually use day to day.

If you’re ready to see what a modern, AI-driven platform looks like, get started with Postal today and turn mail management into something you barely have to think about.