Accounting firms across the country, including two of the Big Four, use web-based software from SimpleCertifiedMail.com to make the preparation, tracking, and management of Certified Mail much more efficient, typically reducing labor costs by more than 80%. Key reasons for this improvement include:

SimpleCertifiedMail.com eliminates USPS forms, postage meters, and trips to the Post Office from the mailing process. Instead, you print cover sheets and labels (for envelopes and packages) from any office or home printer, and can drop your finished Certified Mail items in any USPS mailbox or leave them for your mail carrier to pick up.

Importantly, Certified Mail can be sent as easily from home as your office, with pieces sent from home still including your office’s specific return address.

Batch Processing features make it fast and easy to mail dozens, hundreds, or thousands of Certified Mail. For example, preparing 500 Certified Mail letters in 50 minutes, rather than 5 hours the old-fashioned way.

An Electronic Proof of Acceptance PDF is posted to your account for every Certified Mail^® piece soon after they receive their first outbound acceptance scan from a USPS origin facility. This “POA” has been held by IRS and State Tax agencies as the legal equivalent of the USPS PS 3800 with the Red Round Date Stamp, a USPS PS3877 Firm Mailing Book or a USPS PS Mailing Manifest.

“Proof of Timely Mailing” requirements, as defined by the IRS in Title 26, Subtitle F, Chapter 77, Section 7502: “Timely mailing treated as timely filing and paying. ...the date of the United States postmark stamped on the cover in which such return, claim, statement, or other document, or payment, is mailed shall be deemed to be the date of delivery or the date of payment, as the case may be.”*

When a recipient’s signature is required, the USPS Return Receipt (Electronic) is posted to your account within 24 hours of your Certified Mail letter being delivered and the signature collected on the Mail Carriers tablet computer. No more waiting a week or more for Green Cards to come back, and having to send replacement Certified letters for those with Green Cards that get lost.

The Proof of Acceptance, Return Receipt Electronic and production data for each piece, including its cost, is retained in your account for ten years. Production data makes it easy to summarize your expenses by client and seek reimbursement when appropriate.

And for CPAs wishing to integrate key SimpleCertified™ platform features with their own, REST APIs enable quick and efficient integration.

*Source: www.govinfo.gov