PilotoMail | Next-Generation Virtual Mailroom Management

Powering mailroom automation & virtual mailboxes

for flex spaces and mail centers

Powering mailroom automation & virtual mailboxes

for flex spaces and mail centers

Your mailroom, but digital. smarter. compliant.

Give your mailroom a digital-first makeover by offering your customers virtual mailboxes while complying with USPS regulations.

Step 1

Sign Up as a Mail Operator

Customize the way you monetize your mailroom by offering a virtual mailbox your customers can access from anywhere. Configure PilotoMail to offer a variety of mail-handling services at different price points that keep them coming back.

Coworking Spaces & Business Centers

Businesses & Corporations

Mail Centers

Property Managers & Apartment Complexes

Step 2

Set Up and Activate Mailboxes

Invite your customers to their personal virtual mailbox. Onboarding is easy with our compliance assistant who captures data from IDs to autopopulate PS 1583 Forms. It’s fast, easy, and keeps us all on the good side of USPS.

Smart PS 1583 Forms

No more emailing forms and friendly reminders. Compliance onboarding and follow-ups are fully automated.

Compliance Dashboard

Full oversight of your customers' compliance progress and activity.

Step 3

Start Managing Mail

Snap a picture of mail as it arrives and upload directly to our system from your phone. Process and record renter’s requests — all in one secure space.

Open & Scan

Mail Forwarding

Check Deposits

Recycle

Leave at Office

Shred Mail

Curbside Pickup

Doorstop Delivery

Postal mail as easy as email

Streamline the process of organizing, notifying, tracking, and checking postal mail and packages in and out of your mailroom with PilotoMail’s mail management platform.

Featuring a compliance assistant with smart PS 1583 Forms for easy onboarding and full oversight of your space’s postal compliance progress.

The Features

Spend less time shuffling paperwork and renter's mail with all your mailroom tools at your fingertips. Explore the features designed to simplify CMRA compliance, enhance mailbox renter experience, and optimize mailroom operations.

Automated Compliance Onboarding

Our compliance assistant onboards renters with smart PS 1583 Forms that captures ID data, matches addresses, and auto-fills forms. It also auto-updates information whenever a customer makes a change.

Compliance Activity Dashboard

Track all compliance activity at your space. See overall progress, identify lagging members, and get notified about expiring IDs or missing updates.

Virtual Mailboxes for Renters

Customers get access to their own client-facing app where they can view images of each piece of mail and requests services, such as open & scan, directly from their phone.

Automated Action Requests

Put your renters in control by configuring which action requests are available for your renters, including auto-forwarding of mail and automatic scan requests.

Scale Mailroom Operations

Automate tasks like recording all your customers' mail, postal compliance, fulfilling requests, customer communication, and invoicing. Free up staff time to focus on what matters.

No Revenue Sharing

Beyond your subscription cost for PilotoMail, the income you generate is entirely yours as well as your customers. Gain profit from your mailbox services and action requests.

The Compliance Assistant

Our new dashboard provides a bird’s-eye view of your space’s compliance activity. See overall progress, identify lagging members, and get notified about expiring IDs or missing updates.

Customize PilotoMail to work for you

PilotoMail makes your tools work better by integrating with leading software and custom apps.

Flexible Plans Built for Your Mailroom

Get only the features you need to grow virtual mailboxes, no matter how small or big your mailroom operations.

Compliance-Only Mailboxes

Need CMRA compliance but not offering full virtual mailboxes yet?

We’ve got a module for that — including built-in ID verification, secure renter record management, and automated compliance logs to help you meet CMRA requirements without the need for full mailbox services.

Mailbox-Only Tools

Just need a clean, digital way to manage your in-house mailroom?

Access powerful mailbox management features without the compliance tools. Ideal for internal teams, hybrid setups, or businesses that want to streamline mail handling, scanning, forwarding, and notifications.

Full Virtual Mailbox Module

Want mailbox + compliance? Offer renters a modern virtual mailbox experience.

From CMRA compliance tools to mail requests, renter notifications, and package handling — get it all streamlined within a single, easy-to-use platform.

Why Our Clients Love Us

Our company started our PilotoMail journey back in 2021. This was before Virtual Mail options really took off. We had the opportunity to have the amazing staff at PilotoMail hold our hand through the process and really ensure our mail operations were efficient and effective. It truly has been a blessing creating a fruitful partnership with PilotoMail. My favorite thing about PilotoMail is that it is truly a one stop shop and uploading mail and assigning it is super easy! PilotoMail has been our saving grace in making our mail operations smooth and seamless! PilotoMail user functions and look are much nicer than other aggregator platforms we are required to use. I love that we have the ability to personalize it to our company as well as see everything all in one platform. Highly Recommend PilotoMail! 5 stars all the way! If I could give 10 I would!

PilotoMail has helped us break into the virtual mail business! Existing members and new customers alike appreciate their easy to use platform and my team is able to blow through mail tasks with ease using their app. I would recommend PilotoMail to anyone looking to expand their virtual mail revenue stream.

As a community manager on a small (but mighty) team, PilotoMail has been a game changer for our virtual mailbox offerings. It was very easy to onboard and train our team on using the platform, and we appreciate the convenience of using the PilotoMail Ops app to upload mail as it comes in. Mail time is no longer our most dreaded day-to-day task, and that is because of PilotoMail. Our favorite PilotoMail feature is the digital compliance process. This has taken away so much of the stress we used to have when it came to making sure our members provided the correct form of identification, and we no longer spend months chasing people down for a notarized 1583 form. Our members also appreciate how easy it is for them to complete the compliance process now. We would recommend PilotoMail to any space operator looking to expand their virtual mail offerings. We would also recommend it to anyone who is looking to make the compliance aspect of a virtual mailbox more streamlined. One sentence: PilotoMail has helped us to simplify the process of setting up a virtual mailbox, and now we can focus on growing our virtual mailbox program with ease.

PilotoMail has reduced the phone calls and emails we receive from members asking if a particular piece of mail has arrived yet. We've found its simplicity has led to 100% user adoption and engagement. We're very happy to be on the PilotoMail platform!