Game-Changing Benefits of a Virtual Mailbox for Business Owners!

10 mins read

Virtual Office

Game-Changing Benefits of a Virtual Mailbox for Business Owners!

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Physical mail might seem outdated to most people in this digital age, but it’s still a fundamental aspect of many businesses. From government correspondence to supplier invoices and customer returns, postal mail is an integral part of daily operations.
However, traditional postal mail comes with its own set of disadvantages and limitations, making it vulnerable to issues like mail theft, delays, and lack of privacy.
Considering these challenges, a virtual Office emerges as a powerful solution, serving as a remote business owner’s secret weapon.
By leveraging this technology, businesses can effectively manage their mail, enhance privacy, establish a professional address, and access digital copies of their documents, all for a simple, low-cost fee.

What is a virtual mailbox?

A Virtual Mailbox is an online service that receives, digitizes, and manages your physical mail. It provides you with a virtual address where you can receive mail through an online platform or mobile app. This mail scanning service scans the outside of your envelopes or packages and uploads these images to an online platform or mobile app. You can then view your mail digitally and choose how you want it handled.

Most digital mailbox services offer other features, like mail scanning, mail forwarding, physical mail storage, shredding, or discarding.

This system streamlines mail management, allowing you to access your mail from anywhere, on any device from a dashboard or mobile app. It’s especially beneficial for travelers, digital nomads, or anyone seeking a more efficient and convenient way to receive mail.

How does SBN New York work?

A virtual mailbox operates like an online platform that handles your physical mail digitally.

When you get mail, we notify via email and ask for your instruction what you would like us to do either, open or scan, forward etc.

This process makes managing your mail and packages easy, secure, and convenient.

Need more reasons to make the switch? Here are 7 remarkable benefits of using a virtual mailbox for your business:

1. A Physical Address for Online Businesses

When you sign up for a virtual mailbox service, you pick a location that features a real street address like SBN New York

You can use a virtual address for your online business. For example, you can choose a location your customers will recognize, adding the benefit of a local presence while helping with SEO marketing.
If you move, travel, or transfer your warehouse location, your business address can remain the same. This helps to alleviate any confusion, as you’ll have only one listed address that your customers and suppliers can use.

Unlike a P.O. Box, a virtual business address will not have mailbox or storage size restrictions. A P.O. Box is limited by the box size you pay for, and you must always visit a physical location to retrieve your mail or parcels.

If your business has limited space for inventory or documents, you can rely on the storage of your digital mailbox to help keep items and incoming mail safe and organized.

Please note that a virtual mailbox address may be used to register your business but may not be accepted in some states.

Kindly contact your local SBA branch or the Secretary of State’s office or website in your state to make further inquiries about using a virtual mailbox service for business registration purposes.

2. Keep Your Mail & Packages Safe While You Travel

Businesses that require multiple business trips a year for consultancy or demonstrations also benefit from the security of a virtual mailbox provider. With the comings and goings of staff, having all mail organized, accounted for, and digitized can make a traveling team function more smoothly.

Open & Scan – Staff at your virtual mailbox location offer mail scanning services which involves them opening & scanning your postal mail when you request it via the mobile app, which is helpful to stay on top of important notices or business correspondence when you’re away.
Mail forwarding – You may also opt for a mail forwarding service to have packages delivered to you at your preferred address. Additional actions you can request are to have mail and packages shredded or recycled, as well as scheduled for a pickup.
Business Mail Safety – When you apply for a virtual mailbox service, you safeguard your business mail because it’s delivered to a staffed location. Mail items and online purchases are securely stored until you retrieve them or request an action. You’ll never have to worry about mail theft or porch piracy again.
Signed Delivery – Staff at your nearest Anytime Mailbox location can also sign for your packages, making it easier for you to manage your supply deliveries or customer returns.

3. Protect Your Privacy

Mixing your personal contact information with business can often threaten your privacy and cause unwanted contact with clients and vendors.

Customers might find your home address information online and approach you in person.
Identity theft and fraud also rely on access to personal data.
Connecting too much accurate information online with your business makes you vulnerable to fraudsters who may try to sell your information or even spoof your accounts.

How scary! But a digital mailbox provides a real street address that you can use instead of your home or personal address. Add the virtual address to your business contact information or payment receipts to make your business digitally mappable while safeguarding your home or private address.

4. Build Up Your Business’s Credibility

Your virtual address will typically be in a prime business address location. When customers search for your business online, a commercial building address will appear, reinforcing your credibility as a legitimate and professional company.

On the contrary, a P.O. Box may raise doubts among customers, making them reconsider doing business with you due to the perception that your company lacks permanence or credibility.

For this reason, if your business wants to attract local customers, opting for a local address with a virtual mailbox service can also help you look more credible.

When they search for “[business] near me” and your business comes up due to your virtual mailbox address, they will know they are purchasing from a real, local company.
A virtual business address optimizes your company for local SEO searches, which can help increase your online traffic.

5. Set Up an E-Commerce Storefront

When you start your e-commerce storefront or dropshipping venture, you’ll need to put an address down for multiple purposes, like registering your domain or assigning a return location for packages.

A digital mailbox simplifies your business process and creates a central location for mailing, billing, shipping, and receiving.

Using a virtual mailbox service with your e-commerce storefront also broadens your shipping options.

A P.O. Box drastically reduces your shipping options, preventing you from using private shipping services like UPS or DHL.
FedEx can use its SmartPost system to deliver to P.O. Boxes, but a digital mailbox is a better alternative if you want genuinely unrestricted shipping options.

6. Receive Documents from Clients & Vendors Securely

Virtual mailboxes make it safe for you to communicate with clients and 3rd party vendors without exposing your personal address.

A virtual mailbox protects your privacy because you use a virtual business mailing address entirely separate from your private home address.
You can still receive all the items necessary for your work-from-anywhere business by utilizing mail forwarding services, all while you maintain your privacy in the process.

And when you send items out to clients and vendors, you can also provide your virtual mailbox as a return business mailing address, further protecting your privacy.

7. Maintain Digital Records of Your Business Mail

Unlimited cloud storage is an added benefit of having a virtual mailbox. Your files are not confined to a physical device, enabling easy sharing and collaboration with others.

Additionally, every piece of paper mail or physical document received through your virtual mailbox is automatically uploaded to a secure cloud-based portal, functioning as a reliable digital storage system for all your business mail.

This ensures that even if your laptop or physical mailbox is damaged or lost, your essential data remains safe and accessible from any device connected to the internet.

Cloud-based storage adds an extra layer of security and convenience, epitomizing the modern, efficient way to manage and store critical business documents and communications.

With unlimited cloud storage of your mail items, you can sort scanned mail into folders, attach and forward them in emails, or download them as records to your computer.
You now have a digital history of your business mail; you can quickly search come tax time or when issuing a payment without endlessly shuffling through documents.

The best part? A virtual mailbox allows you to go paperless. Your virtual mailbox operator can handle the disposal of paper documents. You can send a request to your virtual mailbox operator to recycle or even shred your postal mail.

Make SBN New York Your Secret Weapon

Whether you need tools to transition to digital nomadism, frequently move due to work, or need a permanent address for your side gig, a virtual mailbox has your back.

A virtual mailbox is every remote business owner’s secret weapon. Make it yours today when you sign up for a virtual address with SBN New York.

Experience the convenience and practicality of features like mail scanning, mail storage, mail forwarding, recycling, and shredding when you outsource your mail management challenges to SBN New York.