An AI Powered Mailroom for Every Incoming Document

Replace manual mail sorting and data entry with AI that reads, extracts, classifies, and routes documents in seconds.

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The Modern Mailroom Problem

Whether incoming mail is physical or digital, organizations today have a mailroom problem. The current reality probably looks something like this:

1.
Mailroom services scan physical mail into PDFs and/or Email inboxes receive hundreds or thousands of messages with attachments
2.
Legacy OCR tools read characters, but struggle with tables, mixed layouts, and non-standard forms
3.
A team of humans opens every document, figures out what it is, looks up and associates it with the right customer or account, hunts through the document for required details like names, IDs, dates, and amounts, then types them into internal systems, before finally forwarding or uploading it
Backlogs that can be measured in months
Highly skilled staff spending time on low value extraction & classification
High risk of errors in data entry & routing
No consistent or scalable structure for reporting & analytics

Your mailroom and email systems likely already digitize the documents. The true bottleneck is everything that happens after the scan. 

Our AI Mailroom Solution
Starts with a digital document
Doc Chat by Nomad Data is designed for the world you already operate in. We connect to the digital output from your mailroom and email systems. You keep your existing scanners and providers. We transform what happens after the scan. Nomad’s platform uses advanced language models to perform three core functions that mirror how your teams already work:
Intelligent Classification
  • Automatically identifies document type  
  • Distinguishes routine communications from high priority or exception items 
Entity Association & Matching
  • Matches each document to the correct internal record, such as customer, client, policy, account, project, order, ticket, claim, or case 
  • Looks up data directly in your systems of record 
  • Applies the right identifiers without manual search 
Data Extraction & Routing
  • Extracts the specific fields your teams care about 
  • Validates and structures outputs so you can route them automatically to people or systems 
  • Routes both the document and extracted data to the correct queue, team, or workflow 
Built to scale with your volume & complexity
Doc Chat is designed to:
  • Process each document in seconds 
  • Process hundreds or thousands of documents in parallel instead of serially 
  • Maintain quality even as new document formats, senders, or layouts appear 
  • Understand language and layout the way a human reader would (not template-based OCR), including mixed-content document
You control the workflow and business rules. Nomad works with you to design the steps, monitor performance, and make adjustments as your processes and document mix evolve.
Where AI Mailroom Automation Delivers Value
Any organization with a mail or email burden can benefit, but common industries include:
Insurance & TPAs
Intake of claim packets, medical records, billing, and legal correspondence, policy notices, endorsements, cancellations, renewals, application materials
Financial services, fintech, & banking
Customer statements, investor communications, tax documents, payment confirmations, legal notices
Healthcare and life sciences
Patient intake forms, referrals, benefits coordination, billing, lab reports
Manufacturing, logistics, and utilities
Purchase orders, invoices, shipping documents, proof of delivery, service requests
Public sector and education
Applications, forms, case documents, citizen correspondence, regulatory filings
Professional services and BPO providers
Client intake forms, contract packets, engagement letters, outsourced mailroom processing

In each case, Doc Chat replaces manual reading and data entry with AI that can classify, match, extract, and route across all your incoming communications.

Common Mailroom Documents
Invoices
Purchase Orders
Statements
Remittance Advice
Claim Packets
Medical Bills
Provider Notes
Demand Letters
Policy Documents
Notices
Demand Letters
Regulatory Requests
Forms
Applications
Contracts
Letters
Common Document Fields
Amounts
Dates
Account Numbers
Policy Numbers
Claim IDs
Product Codes
Balances
Performance Figures
Tax Years
Due Dates
Contact Details
Case Study:
Investor Communications 2.0
Our client is a global financial platform which receives 250,000 pages of investor communications every month, including:
  • 1099s & K-1s 
  • Monthly & quarterly account statements
  • Legal & tax letters 
  • Notices from underlying funds & custodians 
Before Nomad
Roughly 50 people worked full time opening emails and attachments, reading documents, keying data, and forwarding items
Two separate OCR and imaging tools were in place, but both still required human review for every document
The team regularly fell behind, sometimes by months, especially during tax season and reporting peaks
Their Process looked like this:
With Nomad's Doc Chat
Today, they partner with Nomad to transform their mailroom.

Our client still uses its existing mail scanning and email infrastructure. Doc Chat sits on top, replaces the manual reading and data entry, and can be tuned as document types and business needs change. 

How Doc Chat Is Different
Doc Chat is not another OCR tool or mailroom outsourcing service. It is an AI decision layer that sits on top of your existing digital output and transforms how every document is understood and used.
Understands full packets, not just pages
Traditional OCR reads characters and relies on templates. Doc Chat reads entire document packets with mixed content, tables, and unstructured narrative, then classifies each file in context. It can distinguish a routine notice from a critical exception item and surface what actually matters for your teams.
Works with the mailroom you already have
You do not need to rip and replace scanners, mailroom vendors, or imaging systems. Doc Chat activates after digitization. That means faster implementation, less disruption, and a smoother path from pilot to production because it plugs into your existing workflows and mailroom processes.
Dramatically reduces manual effort & human intervention
Instead of teams hunting through documents and rekeying fields, Doc Chat automates classification, matching, extraction, and routing. Human review becomes exception handling and quality control, not first pass reading, so you reclaim hours per document and remove the need for large teams to perform repetitive data entry. Your staff can focus on higher-value judgment calls, customer communication, and exception handling instead of reading every page.
Built for any document-heavy operation
Doc Chat is industry agnostic by design. The same AI layer can be configured to your document types, fields, and queues, then scaled across departments and lines of business as your volume and use cases grow.
Designed for auditability and compliance
Every extracted value can be tied back to its source location in the original document, so reviewers and auditors can see exactly where information originated from. This supports stronger controls, cleaner handoffs between teams, and faster responses to regulatory or client inquiries without sacrificing speed.
Speed at scale that gets mail to the right person fast
Doc Chat processes each document in seconds and can handle thousands of documents in parallel. As volumes spike or new formats appear, performance and quality remain consistent. Your mailroom stops being a bottleneck for downstream operations, and time-sensitive communications reach the right queue, team, or individual as soon as they are digitized. This is critical in industries where delays can impact customers, regulatory deadlines, or financial outcomes.
Doc Chat & Beyond
Doc Chat is the AI layer between your incoming communications and the rest of your business.
AI that can understand long, mixed document packets, not just single page forms
Configurable workflows for classification, matching, extraction, and routing that reflect how your teams actually work
A maintained and evolving system, built with you, that keeps up as senders, templates, and regulations change
Ready to level up your mailroom today?
See how Doc Chat handles your mail, so you can focus on decisions, not data entry.
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