Slash Mail Errors to Virtually Zero
Tired of costly mail errors eating into your ROI? See how 2D barcode-driven automation slashes errors to virtually zero. 
When you run a mortgage or credit collection business, every document you send reflects your professionalism. Borrowers rely on clear and accurate statements, and debtors expect timely notices. If a letter is misfolded or a page goes missing, it creates confusion, drives up reprint and postage costs, and puts your reputation at risk. Customers may not report missing documents, but the impact is still evident in delayed payments, missed deadlines, and a gradual erosion of trust.
VariVerge understands the high standards mortgage servicers and collection agencies must meet. That’s why our mailing process is built for precision. We print a 2D barcode on the first page of each document, containing data on the number of pages expected for every recipient. This allows our system to verify that each mail piece is complete and correctly assembled. During insertion, if a page is torn or damaged, the system immediately detects the error. It rejects the entire piece, preventing inaccurate mail from ever leaving the facility and protecting your reputation with every delivery.
Each document begins with a 2D barcode printed on the first page, containing data that allows our system to track and verify every mail piece throughout production. As pages move through the inserter, scanners confirm that all components are present and in the correct order. If a page is missing, duplicated, or unreadable, the system automatically rejects the entire piece into a secure bin without stopping the job. At the end of the run, rejected items are shredded, and a reprint file is generated. These mail pieces are then reprinted and reinserted into a closed-loop system, ensuring that every envelope leaving our facility is complete, accurate, and accounted for, thereby maintaining 100% Mail Piece Integrity.
Your mail jobs can vary. One day, it’s 1,000 monthly statements. Another day, it’s 100,000 late-payment notices. Our system handles both small and large jobs in the same way. It also accommodates various envelope sizes and special inserts, such as brochures or return envelopes. Each unique printed document still carries its 2D barcode, so the same checks apply. That means you can bundle billing statements with escrow details or collection letters with legal addendums—all in the same batch, with zero mix-ups.
Reduce Undeliverable Mail & Gain Visibility
Nothing burns through your budget faster than undeliverable mail. If a borrower moves and you don’t have their updated address, your statement will be returned, and you will need to pay full postage again to resend it. We help stop that waste before it starts. When you upload your mailing list into the VariTrack Portal, our system runs it against the USPS National Change of Address (NCOA) database. If a match is found, we provide a report showing the new address, allowing you to update your mailing database accordingly.
Once your mail leaves our facility and enters USPS distribution facilities, Address Change Service (ACS) reports become available to you through the VariTrack Portal. You can download reports that show forwarding addresses or Nixie (undeliverable) addresses and import them into your system. Over time, this systematic approach reduces return mail and keeps your data clean, ensuring accuracy and savings with every mailing run.
Knowing the status of your mail builds trust, and VariVerge delivers that visibility. We print a USPS-compliant Intelligent Mail Barcode (IMB) on each statement, enabling the USPS to scan and track your mail through their sorting facilities. As your mail moves through the postal system, scan data is returned to us and displayed in the VariTrack Portal.
Your Command Center: The VariTrack Portal
There, you’ll see a clear timeline. Cameras capture the 2D barcode at key points: when the item leaves our inserter, during postal presort, and at the post office. Your customer service team can 
check VariTrack for real-time updates, thereby reducing the need for back-and-forth communication with borrowers and debtors. That means fewer delays, happier customers, and more time spent resolving real issues, not chasing down mail.
The VariTrack Portal is your command center. After a secure file upload and proof approval, you relax. You’ll receive an email when printing finishes, another when inserting wraps up, and a final notice when the mail is dropped off at the post office. You never guess what’s happening—clear alerts keep you in the loop without daily status meetings.
Need proof that a critical notice was mailed on time? Every job processed through VariVerge includes a unique identifier. Using the VariTrack Portal, you can search by name, address, or other identifiers to locate specific mail pieces. You’ll see a timestamp showing when the piece was inserted. This searchable record supports compliance, providing confidence that your mail was sent as scheduled.
Unwavering Security and Enhanced Customer Trust
Your customers’ personal and financial details stay private. VariVerge holds a SOC 1, Type II, SOC 2, Type II, and SOC 3 report under the SSAE 18 standard. That means external auditors have confirmed that our controls for data security, system availability, and processing integrity are in place and maintained. We encrypt files in transit, restrict access to them, and monitor production lines with strict protocols.
Regulators and internal auditors value clear records over verbal assurances. With VariVerge, you receive SOC reports and detailed mailing logs you can reference as needed. These documents demonstrate the rigorous checks built into every step of our process, providing you with the confidence to answer compliance questions quickly and accurately. That means smoother audits and more time for your team to focus on strategic priorities.
Clear, timely billing nudges people to pay when they should. Borrowers receive their statement on time and know exactly how much they owe. Debt collectors get their demand letters delivered right when deadlines hit. That reliability drives up payment rates and reduces late or missed payments.
Every accurate statement and every proof of delivery signals to your customer that they are valued. They know you pay attention to details and care about their experience. That trust turns first-time borrowers into loyal clients and helps your collections team close cases faster.
We blend three decades of mailing know-how with modern automation. No one else in mortgage and collection mail services offers our level of 2D barcode precision, real-time tracking, and data security. VariVerge becomes your full mailing partner, from design guidance that makes bills clear to postal presort that cuts your costs.
Imagine having complete visibility into every stage of your mailing process, with no guessing and no blind spots. With real-time production updates through the VariTrack Portal, your team stays informed and in control. Our competitive pricing delivers real savings without compromising quality, resulting in a smoother and more reliable experience that drives higher customer satisfaction.
Implementing VariVerge’s Mailing Services
Steel yourself against the chaos of manual mailrooms and partner with VariVerge to transform your statement processing and transactional mailing. Our onboarding process integrates with your existing document management or loan-servicing system, enabling seamless file transfers and variable-data workflows. From initial design consultation, where in-house graphic designers optimize layouts for readability, to final postal drop-off, VariVerge manages the entire process.
Every step leverages decades of mailing expertise and industry-leading automation. That means your operations team can shift focus from troubleshooting errors to refining borrower communications strategies.
Reach out to our team or schedule a walk-through of the VariTrack portal. We’ll show you how better statement processing can improve outcomes across every stage of your collections cycle.