Incoming Email Automation
SPS has invested in best-of-breed technologies, including Document Automation, Robotic Process Automation, and Artificial Intelligence (AI) to enable our clients to operate efficiently, reduce costs and stay ahead of the competition.
Monitor single or multiple dedicated mailboxes in real time
Ingest emails into our automation service, reviewing the sender's email address and the email subject initially
Extract key information such as name, email address, case, claim or member number (This can apply to any process with a URN)
Validate the email and each attachment against the client's data feed or via api ensuring the information is associated with the correct case or claim
Classify the email and attachments against a list of document types provided by you as part of the business intelligence rules
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The Power of Email Automation - What can be achieved
In addition to monitoring, ingesting, extracting, validating and classifying your emails, our automated solution can:-
Deliver Enhanced Extraction
Enhanced extraction goes a step further by extracting key information to update fields in the CRM for the document, e.g., pension value, mortgage payment amount, statement data, next court appearance date, etc. Further reducing time and effort once the document is in CRM.
Generate Custom Image and Data Outputs
Generate custom image and data outputs for ingestion to your back-end CRM system to upload the email and associate it with the right case, claim or member and add any extracted data to the fields in your CRM.
Cloud Document Management
Cleardox, our cloud-hosted document management portal, allows easy access for you to manage any documents flagged as an exception for not meeting your business intelligence rules and add additional data to get them through the workflow while still fully auditable.
Workflow
Utilise your existing workflow tools to get the email or document into the next stage of its journey, ideally with no human input, streamlining your processes and removing bottlenecks.
Custom Reporting
Custom reporting keeps you up to date with work in progress and helps you maintain challenging service levels with your customers.
Manage peaks & troughs
Save hours every day. Our solution allows for increased or decreased volumes without impacting your staffing levels.
Where automated email management solutions are typically used
Automated email management solutions are particularly helpful for businesses or organisations dealing with large volumes of incoming data which needs to be processed quickly due to timelines. For example:-
Legal firms can utilise them for court document processing, letters of authority, conveyancing documents, PCP or PPI claims and credit agreements.
Pension companies for processing member documentation such as application forms, change of personal details forms, estimate requests, or opt-out forms.
Insurance companies for handling claims applications, original documentation, quotes, agreements and financial documentation.
Trusted by 10,000+ Companies
Contact our team to discuss your requirements
For further details call 0800 046 8081 today or contact us!
Strategic Technology Providers
At SPS, we work alongside some of the world’s leading technology specialists to deliver intelligent automation at scale. Our technology providers include Tungsten Automation (formerly Kofax), Microsoft, and UiPath, which give us access to best-in-class platforms for document intelligence, cloud automation, and robotic process automation.
By combining deep knowledge across many sectors with cutting-edge technologies, we help clients streamline operations, improve accuracy, and unlock measurable ROI.
We remain platform-neutral, focused on aligning the right technology with your specific goals. Whether it’s low-code automation, AI-powered document processing, or scalable cloud-based solutions, our team is here to guide you with clarity and confidence.
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Our Automated Email Management Benefits
Why Choose SPS?
Compliant Cloud Infrastructure - Secure Microsoft Azure Hosting
Cyber Security - Certified to Cyber Essentials and Cyber Essentials Plus
- Our experienced team includes Business Consultants, Project Managers, Intelligent Capture Technicians, and Developers—delivering end-to-end support from planning to implementation.
Hybrid Service Model - A powerful combination of compliant outsourced digitisation and data capture services, alongside advanced cloud-based document management and generative AI solutions.
Scalable and Flexible Support - Our outsourced services give you the flexibility to manage workload fluctuations without the need to recruit or train additional staff.
Tailored Solutions - Choose the level of service that suits your organisation—from digitisation and intelligent data capture to full AI-enabled automation platforms.
SPS has invested in IT infrastructure and cybersecurity
This ensures robust protection for client data and seamless service delivery. Our security framework is built on best-in-class technologies and independently verified standards, including:
Cyber Essentials and Cyber Essentials Plus certifications.
Securing a locked server room.
Microsoft Azure Data Centre.
CrowdStrike for endpoint detection and response.
External SIEM solution managed by Netitude, a UK-based Security Operations Centre (SOC).
Privileged Access Management (PAM) solution to enhance our security measures.
Case Studies
Read our case studies to find out more.
Get in touch about your automation needs!
Need some more info?
Read our frequently asked questions, or contact our team on 0800 046 8081.
What we do
We offer physical and digital document services and solutions with AI powered processing including:-
