Mailroom Assistant
Local PDF Renaming for Real-World Mailrooms
Local software, no cloud uploads. Built for volume mailrooms.

Rename scanned mail in seconds, not hours.

Mailroom Assistant is a standalone program that runs on your own machine, connected to your scanner. It automatically renames scanned PDFs with clear, consistent file names – without sending your documents to our servers.

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Local and fast: built to churn through large batches of scanned mail. Only small, configurable text snippets are sent to the AI provider you choose – never the full document.
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AI-platform agnostic: works with OpenAI, Mistral, and any Ollama-compatible API so you can keep control over your AI stack and costs.
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Business-friendly naming: sender, topic, and optional appointment dates right in the file name, aligned with how your team actually works.
Request a quote by email ↗ See all features

Available today via email purchase. Actively maintained and receiving regular updates.

Core capabilities

Everything you need to keep scanned mail under control.

Mailroom Assistant focuses on one job and does it extremely well: turning raw scanned PDFs into clearly named, ready-to-file documents – quickly, locally, and with as little manual effort as possible.

Local & fast

Runs locally, built for high volume.

Mailroom Assistant is not a cloud application. It runs on a computer in your office, connected to your scanner, and is designed from day one to be fast even on large batches of documents.

  • Process large queues of scanned PDFs in one go.
  • No dependency on our servers or browser sessions.
  • Ideal for businesses with busy mailrooms or daily bulk scanning.
Smart file names

Sender, topic & dates in the file name.

The software uses AI to generate meaningful file names that match everyday business use, not developer jargon.

  • Includes the sender and topic in each file name.
  • Configure your own sender abbreviations (e.g. TK for Techniker Krankenkasse).
  • Define “special senders” that automatically get an appointment date added to the file name.
Appointment logic

Consistent appointment dates, automatically.

For selected senders, Mailroom Assistant can append a due date or appointment date to the file name – such as payment deadlines or response dates.

  • Global appointment offset (e.g. +7 days) for all configured special senders.
  • Helps teams see “what to do by when” directly from the file name.
  • Keeps time-sensitive documents from getting lost in generic scans.
Clear interface · Multilingual

Simple to use, in English and German.

Mailroom Assistant keeps the interface straightforward so office staff can run it without needing technical knowledge. The full UI is available in both English and German.

  • Full interface available in English and German.
  • Straightforward controls for processing document queues.
  • When blank-page stripping or other destructive changes are enabled, originals are backed up first.
Privacy & control

Your documents stay in your infrastructure.

A core design rule: we never receive your PDFs. They are processed locally, and only small text snippets are sent to your chosen AI provider.

  • No documents go through our web services.
  • Configurable snippet length: decide how much text to send for AI analysis.
  • Choose which AI provider you trust and where your data is processed.
Configurable behavior

Adjust it to your workflows, not the other way around.

Mailroom Assistant exposes key prompts and limits so you can tell it exactly how to behave – without touching code.

  • Change system and user prompts from the configuration menu.
  • Refine how file names should look for your business.
  • Adjust snippet length and other options as your needs evolve.

AI platform & cost optimization

Use the AI providers you want – and keep costs in check.

Mailroom Assistant is AI-platform agnostic. It connects to OpenAI, Mistral, and any Ollama-compatible API, giving you freedom to choose the models and pricing that make sense for your business.

AI integrations

OpenAI, Mistral & Ollama-compatible out of the box.

Connect Mailroom Assistant directly to your preferred AI endpoints. The software queries the /models endpoint of each service so you can see and enable exactly the models that are available in your account.

  • Supports OpenAI, Mistral, and any Ollama-compatible API.
  • Select which models are active inside the app.
  • Switch providers as prices or internal policies change.
Cost controls

Transparent token limits & smarter usage.

AI is powerful, but uncontrolled usage can get expensive. Mailroom Assistant includes simple, practical controls to keep your spend predictable.

  • Separate token limits for input and output per model.
  • Configurable text snippet length sent from each document.
  • Easy to adapt to different budgets or internal policies.
Behavior tuning

Tell the system exactly what you want it to do.

Inside the configuration menu, you can see and edit the system and user prompts that drive the AI behavior. If you want the software to follow certain naming conventions, internal terms, or languages, you can express that directly.

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Adjust wording and language to match your company standards.
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Define how strictly the AI should follow your existing naming schemes.
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Refine behavior over time without waiting for product updates.

Workflow

From scanner to usable file names in a few steps.

Mailroom Assistant is designed to slot into the workflows you already have. Scan, let it rename, then file – and you’re done.

Day-to-day use

How a typical session works.

1. Scan your mail.
Use your existing scanner to create PDFs on the machine running Mailroom Assistant.
2. Queue documents in Mailroom Assistant.
Load the scanned PDFs. The software reads them locally and prepares them for AI processing.
3. AI renames files automatically.
Short text snippets (based on your configured length) are sent to your chosen AI service. File names with sender, topic, and optional appointment date are generated and written back to disk automatically.
4. Backup before destructive changes.
When blank-page stripping or other destructive changes are enabled, Mailroom Assistant creates a backup of the original PDF first, so you always have a copy to fall back to.
5. File as usual – or let future features do it.
Today, you file the renamed PDFs where they belong. Upcoming document-filing features will help automate this step further.
Built for teams

Designed for real mailrooms, not just demos.

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Simple interface that office staff can pick up quickly.
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Consistent naming means anyone can find documents without guessing.
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Runs on local hardware – no need to move your mailroom into a browser tab.
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Scales from a few letters a day to high-volume incoming mail.

Roadmap

What’s coming next.

Mailroom Assistant is actively developed. The current version focuses on fast, reliable renaming. The next steps make it even better at handling the entire digital mailroom pipeline.

Planned feature

Built-in OCR support In development

Upcoming versions will include built-in OCR, so Mailroom Assistant can extract text directly from scanned images, not just text-enabled PDFs.

  • Less dependency on separate OCR tools.
  • Smoother end-to-end setup for new mailrooms.
  • Still aligned with the “local first” design principle.
Planned feature

Document filing over a folder tree In development

A future update will introduce document filing logic: Mailroom Assistant will help decide where to place your documents inside a predefined path structure.

  • Determine the right destination folder from a folder tree.
  • Reduce manual dragging and dropping across shared drives.
  • Keep control of the structure while letting the software do the routine work.

Get Mailroom Assistant

Available now via email purchase.

Mailroom Assistant is currently sold directly by email. This keeps communication simple and allows us to understand your mailroom setup before you start.

Ready to reduce manual renaming time?

Send us a short description of your mail volume, scanner setup, and AI provider preferences, and we’ll get back to you with pricing and next steps.

Purchase & inquiries conor@manusit.com

Replace this address with your real sales inbox before going live.

What to include in your email:
  • Approximate number of documents you scan per day.
  • Which AI provider(s) you plan to use (OpenAI, Mistral, Ollama, …).
  • Any specific naming conventions you already use.
  • Whether you want to enable blank-page stripping from day one.