Mail scanning and digital inbox
Receive your daily mail digitally
Caya automatically receives your mail, digitizes and classifies every document, and files it in the correct folder. No manual sorting required.
Over 20,000 users automate their document processes with Caya
How does Post Scan change your daily work routine?
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Digital access to your inbox, anytime, from anywhere
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Manual sorting: classification and distribution are fully automated
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Storage of physical originals
Manual mail processing
Mail scanning by Caya
How Post Scan works
From letter to digital process in three steps
Your mail reaches us
Automatically via mail forwarding, pickup, or your personal Caya postbox address.
Your mail is scanned
Your mail is digitized using a highly standardized and automated process. Fully compliant with data protection regulations.
Your mail is made available
Once scanned, your documents are available in the Caya Document Automation Suite, or optionally via email or (s)FTP.
Automated processes
Achieve full automation with Document Extractions and Document Automations. Caya extracts the data from your letters and transfers it directly to your systems.
Automated inbox
Every document in the right place
sorting:Dokumente werden erkannt, kategorisiert und direkt im richtigen Ordner abgelegt.
Redirection:Jedes Dokument landet automatisch in der zuständigen Abteilung, ohne manuelle Schritte.
Collaboration:Rollenbasierte Zugriffsrechte für sicheres Teilen und abteilungsübergreifende Zusammenarbeit.
Your documents, fully under control
Einfache Auffindbarkeit
Ortsunabhängige Verfügbarkeit aller Dokumente
Formulare ausfüllen und unterschreiben
Dokumente in Ordnern und mit Tags organisieren
Leistungsstarker PDF Editor
Sichere Archivierung
The technology is incredible! We have accelerated our administrative process by 30% and save over 20 hours a week on tedious tasks that we no longer have to do manually.
Urban Impact Agency
Pascal
Scalable technology
Implementation
Caya is a plug-and-play solution that is ready to use in no time—with zero additional IT effort.
Scalable
Caya grows with your mail volume, from a few documents to thousands per month.
We scan for you
You don't need your own scanning infrastructure. Caya automatically receives, opens, and digitizes your mail.
Security and Compliance
Enterprise-Level Security
GDPR compliant
We comply with current EU regulations. Personal data is properly collected, stored, and documented.
ISO 27001 certified
Caya is certified according to the internationally recognized standard for information security management systems.
DORA compliant
Caya meets the requirements of the Digital Operational Resilience Act.
Cloud servers in Germany
Your data is stored in an ISO-certified, audit-proof data center in Frankfurt.
Connect Caya to the tools you're already using
Want to know if Caya is compatible with your existing setup? Contact us and let us advise you.
Full automation for every use case
Document Extractions
Structured data. Directly from your documents.
AI and Deep OCR extract all relevant data and deliver it to your systems in a structured format.
- AI-powered Data Extraction
- Pre-trained models + Custom Extractions on Request
- Structured Output: JSON, CSV
- Direct integration into your tool ecosystem
- No more manual transfers
Document Automations
Every document. Automatically in the right place.
Define your rules once, and Caya takes care of the distribution.
- Rule-Based Automagic Routing
- Automatic Folder Assignment & Tagging
- Team Sharing & Notifications
- Integration to over 100 tools
- Supports Multiple Locations & Tenants
Do you have any questions?
Talk to us.
We are happy to answer all your questions and explain our product to you.
- We take the time to understand your individual concerns and work with you to find a solution.
- Learn how you can increase productivity and optimize your work processes.
- Get pricing information and discover various use cases for your business.
Thank you very much for your interest!
In the meantime, check out our resources:
Document management for SMEs
Tips for successful digitization and more efficient use of DMS.
Quick Guide: Digitalization Strategy
Learn more about post-digitization and CAYA.
Product demo
Get an impression of our software and see the CAYA platform in action.
In the meantime, check out our resources here.
Häufige Fragen
Caya Post Scan is a solution for automatically digitizing and organizing incoming mail and a feature of the Caya Document Automation Suite for Intelligent Document Processing (IDP). All documents are scanned, sorted, classified and made available digitally.
The forwarding takes place via a forwarding order which you can book directly via Caya. Caya will set it up for you at Deutsche Post or PIN Mail AG so that your mail is automatically forwarded.
Mail is automatically opened, scanned and digitized in a highly standardized process. Cayas personnel are committed to data protection and correspondence secrecy and do not have access to individual documents at any time outside of the defined processes.
Yes Caya allows you to centrally manage multiple companies, subsidiaries, or divisions in a single account. Each company receives its own forwarding order, a separate folder structure and individual access rights. Automatic workflows assign incoming mail to the right company folder — without manual effort.
Yes, the digitization of registered mail, including an envelope, is included in the Caya Post Scan Service. The envelope is scanned together with the content and made available digitally so that the sender, date and proof of delivery are fully documented.
The original documents will initially be kept free of charge for 90 days in Caya's short-term archive. Within this time, documents can be requested at any time via immediate delivery. On request, Caya can also send all documents regularly, monthly, biweekly or weekly, as a collective mail.
Documents are digitized in a highly standardized and automated process and archived in an audit-proof manner — GoBD compliant, ISO 27001 certified and GDPR-compliant.
