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What Is Internal Parcel Tracking Software?

Internal parcel tracking software allows you to manage your entire in-house delivery process from mailroom to recipient, and back again.

It ensures that any packages entering your building or organisation can be tracked and traced, minimising the risk of damages and loss.

How it works.
1

Parcels are logged into the system, and an email notification is sent to the recipient.
2

The item is then delivered directly to a specific location, person, or locker for collection later.
3

Proofs of delivery are captured using the messenger app, either as an electronic signature, photo of an identification card, or by scanning a unique QR code.

Every item can be viewed in real time by your mailroom staff or end-users.

Ideal use cases.

Who needs internal parcel tracking software?

Any building, business, or company that needs to:

  • Redistribute incoming post to other recipients, or collects multiple packages for dispatch should invest in internal parcel tracking software.
  • Automate manual procedures to ensure deliveries can be processed quickly and that there is accountability throughout the entire chain.
  • Improve customer service by improving visibility and reducing queries.

What are the benefits of internal parcel tracking software?

Tracking

Parcels tracked at every step.

By logging the parcel throughout every step of its journey you can create a full chain of custody.

Somebody is accountable for each item throughout each stage of the process, and this information is available in real-time.

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Where the package is, who has it, when it was received, when it was delivered, and all proofs of delivery are easily accessible via the Client Portal and Back Office set-up.

This is especially important for mailrooms who face regulatory compliance standards.

Central Cloud Based System

Create one point of contact for your mailroom.

  • Centralise and standardise your building mail processes.
  • Create one point of contact for your mailroom, which is especially important if you have to support multiple locations or people working from home.
  • Improve your organisational resilience, as the flexible system can be adjusted to your current and future business needs.
  • As a cloud-based solution, this internal parcel tracking software can be accessed from anywhere at any time.
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Inputting, tracking, and reporting features are easy to access via the Client Portal and Back Office systems, by both your recipients and mailroom staff.

Being able to work from anywhere makes this system adaptable to ever-changing circumstances.

Reporting

Transform your data into world-class service with powerful reporting.

Not only are there no IT infrastructure costs as it is hosted, supported and continually developed by us, but the inbuilt analytics can help highlight areas of potential saving.

  • By having a better visibility of your people, bottlenecks, delivery stats, peak times, and exceptions you can identify areas of improvement.
  • Using this data to streamline your processes enables you to allocate your resources exactly when and where they are needed, whilst increasing speed and accuracy.

Delivery Notifications

Increase customer experience with real-time delivery status notifications & reporting.

Ensure your porters or delivery teams are fulfilling your SLA by monitoring delivery service levels through this internal parcel tracking software.

  • Reports are easy to generate to offer Full Visibility.
  • Automated Delivery Updates.
  • Real-time Tracking.
  • Customer Satisfaction and Loyalty.
  • Speed up query resolution.
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Automated Delivery Updates: Send notifications to customers at key stages of the delivery process keeping your customers engaged and informed throughout the entire journey.

Real-time Tracking: Allow customers to monitor the progress of their shipments and anticipate their arriva enhancing the overall customer experience and reducing inquiries about delivery status.

Customer Satisfaction and Loyalty: Provide exceptional customer experiences, differentiate yourself from competitors and foster long-term relationships.

Data & Security

Secure, certified cloud-based platform to give your customers peace of mind.

As a trusted software provider with 40+ years of expertise serving the courier, banking and corporate mailroom sectors, we ensure your data’s safety and confidentiality allowing you to confidently pitch to new clients.

  • ISO27001, ISO22301 and Cyber Essentials certifications demonstrate our adherence to international standards for information security management systems.
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Pass on the value to your customers: This gives you and your customers confidence that your system is operated to an information security level that is externally audited to meet an internationally recognised standard.

Peace of mind: We understand that speed and reliability are of utmost importance to your business, and we are confident that our secure, fully-hosted system can offer you complete peace of mind.

Secure and Certified: Our ISO27001, ISO22301 and Cyber Essentials certifications demonstrate that your data security is our priority.

Carrier Integrations

Integrate and automate seamlessly with over 40 carriers.

Seamlessly connect with over 40 global, regional and local carriers, automating booking & tracking, dramatically reducing manual double entry and errors.

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  • Easily connect to your chosen delivery partners 
  • Automate booking and tracking 
  • Eliminate double entry and errors.
  • Reduce processing time by over 50%.

Book with over 40 existing carrier APIS: Metafour integrates with over 40 of the most popular Overnight, International, and Sameday suppliers. Our courier software posts bookings directly into your chosen supplier systems and returns their labels and tracking.

Save time and money: Reduce processing time by over 50% by automating otherwise manual rebooking processes. Automating this function will also  reduce human error on data entry.

Expand your reach: Take advantage of valuable revenue streams. Using our range of ready to use third party integrations, grow your delivery footprint, or become a broker of third party services.

Environmental Impact

A greener approach for your incoming delivery solutions.

Parcel lockers help lower carbon emissions by centralising deliveries. This allows couriers to make fewer trips, improving fuel efficiency and reducing the environmental impact of parcel delivery.

How does our internal parcel tracking software work?

Metafour Mailroom is a flexible system that can be adapted to buildings or companies that redistribute mail.

There are two main parts of the software:

Inbound
1

Items arrive at the mailroom, and are logged into the system.
2

A notification is sent to the recipient that a package was delivered.
3

The parcels are allocated to specific messengers to be distributed throughout the organisation or building.
4

Depending on requirements, the parcel is then delivered to a person, location, kept in the mailroom for later collection, or left securely in a locker.
5

A proof of delivery is collected by the messenger, or the recipient collects the item from the locker using a unique pin or QR code.
6

All of the tracking information is synced with the system at all required milestones (details are stored ready to upload if the rugged handheld or smartphone does not have internet connectivity).
Outbound
1

The sender least-cost routes a delivery with the most suitable courier service available via the Client Portal, and prints off a delivery label. Alternatively, they take it to a locker for internal collection or to send to the mailroom.
2

The parcel is either collected by another internal recipient via email instructions, or the messengers for external delivery.
3

If collected by for external delivery, the mail is consolidated by the mailroom, and handed over to the courier.
4

The tracking information is fed back into MetaMail to create a full audit trail.

Experience

Why choose Metafour Mailroom internal parcel tracking?

As industry leaders, we have decades of experience with providing high quality internal parcel tracking software used by Fortune 100 businesses, facilities management companies, and other global firms.

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Our in-house team is always on hand to help you with consultation, implementation, support, training, and maintenance, whilst your dedicated Account Manager is there to ensure you make the most of your investment and end up with a system that meets all of your needs.

We consult with our customers, keep up to date with industry trends, and consistently seek out new technologies to ensure that our solutions remain at the cutting edge. Recent developments include our locker integrations, which are the perfect solution for hybrid living.

They offer a secure location to store your packages if the recipient is unavailable for immediate collection. They also help you save time by creating a centralised delivery location, whilst also protecting your staff by reducing the need for face to face handovers.

World-Class

We pride ourselves on providing unrivalled service from your initial enquiry to the implementation of your project, and beyond.

Pricing

See how we’ve helped buildings manage deliveries better.

Our corporate mailroom software is trusted by 100’s of large corporate offices and facilities in the UK & around the globe to manage their mailroom with ease.

“We now consider this system one of the key elements in the efficient delivery of our business support service.”

– Theresa Palmer, Assistant Manager

Mailroom pricing

Reduce costs and unlock revenue streams with our enterprise level mailroom management software.

3 service tiers are available to suit your mailroom’s size and needs.

  • Standard hosting
  • Software supported by our dedicated team
  • Access to friendly support desk
  • Regular reviews
  • Annual reporting
  • Advanced hosting
  • Dedicated account management
  • Faster support turnaround
  • Regular reporting
  • Additional training
  • Access to plus Infosec pack
  • And more
  • Dedicated, bespoke hosting
  • Dedicated consultancy
  • Enterprise support SLA
  • Regular service reviews
  • Bespoke reporting
  • Extensive training programs
  • Access to enterprise infosec pack
  • 24/7 support options available
  • And more

Modules.

  • MTrak
  • NetCourier Shipping API Suite
  • Quickship
  • NetCourier supporting data API
  • Datasense Premium & advanced reporting
  • Supplier weight & invoice reconciliation
  • Third party Delivery Partner Integrations (DHL/FedEx/Etc)
  • Compliance suite:
    – System Audit Change Log
    – Data Retention
    – Audit data export (CSV or API)
  • Single Sign On (SSO)
  • Smart Lockers
  • Global link connectivity

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FAQs

Frequently asked questions.

Who needs internal parcel tracking software?

Any building, business, or company that redistributes incoming post to other recipients or collects multiple packages for dispatch would benefit from internal parcel tracking software. Automating manual processes ensures quick processing of deliveries with accountability throughout the entire chain, also improving customer service by enhancing visibility and reducing queries.

What are the benefits of using internal parcel tracking software?

Our internal parcel tracking software offers numerous benefits, including creating a full chain of custody for parcels, centralising and standardising building processes, reducing costs with no IT infrastructure expenses, and improving customer experience with digitised delivery processes and end-to-end tracking. It also increases organisational resilience and is adaptable to changing business needs thanks to its cloud-based nature.

How does internal parcel tracking software cater to hybrid working environments?

Our internal parcel tracking software supports hybrid working by enabling seamless parcel distribution and collection, adapting to the flexible needs of both office and remote workers. It ensures secure parcel handling and real-time tracking, facilitating efficient mailroom operations regardless of work location changes.

How does our internal parcel tracking software work?

Our internal parcel tracking software consists of two main parts: MetaMail Inbound and MetaMail Outbound. Inbound tracks items from the moment they arrive at the mailroom until delivery, including sending notifications to recipients and collecting proof of delivery. Outbound facilitates least-cost routing with couriers, creating a full audit trail. Both systems synchronise tracking information at all required milestones, enhancing the delivery process’s efficiency and accuracy.

Why choose our internal parcel tracking software?

Choosing our internal parcel tracking software means partnering with industry leaders experienced in serving Fortune 100 businesses and global firms. We offer comprehensive support, including consultation, implementation, and maintenance, ensuring your system meets all your needs. Our solutions stay at the cutting edge, incorporating new technologies like locker integrations for hybrid living solutions, centralising deliveries while reducing direct contact.

How do we ensure the security and reliability of our internal parcel tracking software?

Our internal parcel tracking software is cloud-based, allowing secure and reliable access from anywhere at any time. By digitising the delivery process and providing real-time tracking and reporting features, we ensure a secure chain of custody for every parcel. This commitment to security and reliability is part of our ongoing dedication to providing top-tier solutions that meet and exceed regulatory compliance standards.

Need more information?

Need more information?