Correspondence management software — digital mailroom for incoming and outgoing official mail

In a public administration, a bank headquarters or a multi-site enterprise, official correspondence is the primary vector of institutional action. Every incoming letter, every outgoing service note, every citizen or client request must be registered, numbered, assigned to the competent department and processed within defined regulatory deadlines. When this process still relies on paper registers and physical routing, the risk of loss, delay and opacity is significant.

KiboERP's Correspondence module is a fully digital mailroom, integrated directly into your ERP. It does not replace your internal procedures — it formalizes them, automates them and guarantees complete traceability from first registration through to final archiving in the DMS.

Six pillars of the KiboERP mailroom

The Correspondence module is built on six core functions that cover the complete lifecycle of official mail in a structured organization.

Incoming mail management

The receipt of official correspondence automatically triggers a structured process. Upon arrival at the physical or digital mailroom, the agent registers the mail item in KiboERP: entry or scan of the document, selection of the category (official, request, complaint, internal), assignment of the sequential number, recording of the sender and receipt date.

The system instantly generates a digital acknowledgement of receipt bearing the order number and timestamp. This notice is printable for handover to the sender or transmissible electronically. The mailroom agent then assigns the mail item to the recipient department, which receives a real-time notification.

Each attachment (scan of the original document, annexes, approval stamps) is linked to the record in the DMS. The traceability chain is complete: who received the mail item, when, who assigned it, to which department, and within what deadline it was processed. This documentary chain is admissible in the event of litigation or compliance audit.

Outgoing mail management

The production of an outgoing mail item follows a symmetrical circuit. The drafting agent initiates the mail record in KiboERP, attaches the document (Word, PDF), specifies the recipient and category. The mail item then travels up the hierarchical validation circuit configured for that type.

Hierarchical validation circuit

Each circuit step can include an annotation, a digital approval stamp or a correction request. The department head has a consolidated view of all mail items awaiting their action. Once the validation circuit is complete, the mail item is forwarded to the mailroom for official issuance and sequential registration in the outgoing register.

Electronic signature and dispatch

For organizations using the KiboERP Electronic Signature module, the hierarchical approval can be reinforced with a legally binding electronic signature. Mail dispatch is traced with the date, time, dispatch channel and responsible agent. A despatch acknowledgement is generated.

Workflow — configurable circuit per department

One of the key differentiators of the KiboERP Correspondence module is the complete configurability of the processing workflow. Unlike rigid solutions that impose a single circuit, KiboERP allows distinct circuits to be defined according to:

• Mail type (official, request, complaint, internal)
• Recipient department (CEO office, Finance, HR, Technical Direction, branches…)
• Urgency level (standard, urgent, very urgent)
• Geographic origin (headquarters, branch, external partner)

Delegations and automatic escalations

In the event of a responsible party's absence, the system automatically applies the defined delegation rule (designated substitute, superior department). If the regulatory deadline for a processing step is exceeded, an escalation alert is sent to the hierarchical superior. These mechanisms ensure that no mail item remains indefinitely stuck in the circuit, even in the event of unplanned absence.

The department head's dashboard displays in real time: mail items awaiting their action, time remaining before deadline, items already overdue and their age. This visibility enables proactive management of the processing backlog.

Use cases by sector

Public administration and government services

Ministries, regional directorates, prefectures and decentralized services process high volumes of official correspondence subject to strict regulatory obligations daily. KiboERP On-premise is installed on government infrastructure, with no dependency on external hosting. The mail register is compliant with the requirements of oversight bodies (Inspector General of State, Court of Auditors) and compliance audits.

Banks and financial institutions

For a bank with a head office and a branch network, the Correspondence module centralizes all flows: correspondence with the central bank (BCEAO, BEAC), client complaints, external audit letters, inter-branch mail. The head office has a consolidated view of the entire network. Branches manage their local correspondence with circuits validated by headquarters.

Insurance companies

Insurance companies receive significant volumes of claims declarations, policy cancellations, complaints and regulatory correspondence. The KiboERP Correspondence module classifies each type, assigns it to the competent handler and tracks compliance with response deadlines imposed by supervisory authorities (CIMA for French-speaking sub-Saharan Africa).

Municipalities and local authorities

Municipalities, regional councils and local authorities manage highly diverse correspondence: building permits, citizen appeals, inter-institutional letters, internal notes. The multi-category approach and configurable circuits of KiboERP adapt the mailroom to each structure without custom development.

Multi-site enterprises and corporate groups

For a group with a head office and multiple subsidiaries or sites, the KiboERP Correspondence module manages inter-entity flows: head office directives, instructions to subsidiaries, upward reporting. Each entity maintains its own sequential register while remaining visible from the consolidated headquarters dashboard.

Comparison: Everteam / Maarch / Open Bee / GLPI

KiboERP stands out through its native integration in a complete ERP: the Correspondence module is not an isolated tool but a connected component linked to the CRM (client follow-up), HR (internal notes) and accounting (supplier correspondence). This coherence eliminates duplicate data entry and centralizes information in a single reference system.

SaaS or On-premise: which to choose?

The choice between SaaS and On-premise depends on your organization's regulatory profile and infrastructure constraints. For public administrations and banks subject to BCEAO or BEAC prudential supervision, on-site hosting is often a non-negotiable requirement.