Shipment Data as the Foundation of Internal Logistics

Shipment data is at the heart of efficient internal logistics. It records every step of an item’s journey, from receipt to delivery. This includes sender and recipient details, tracking numbers, timestamps and delivery status updates. With COSYS, all data is captured digitally via mobile devices, smartphones or handheld scanners, completely removing the need for manual input. Every stage of the process, from receipt and sorting to final delivery, is documented in real time, giving companies a clear overview and greater process transparency.

Digital Tracking for Security and Traceability

A major benefit of the COSYS internal logistics software is its security and reliability. Every transfer is digitally documented, meaning the location of any document or parcel can be tracked at any time. Signatures and photos are captured electronically, ensuring that mix-ups or lost items are virtually eliminated. This is especially valuable for confidential documents or time-sensitive deliveries where accuracy is essential.

Real-Time Information for Faster Workflows

Real-time shipment data enables faster and more efficient operations. With COSYS Software, all relevant information is visible in the system immediately. Mailroom staff can see which deliveries have arrived, where they need to go and whether they have already been handed over. The need for time-consuming searches or manual updates is eliminated, saving time and reducing administrative effort.

Smarter Processes with Mobile Data Capture

COSYS allows shipment data to be recorded directly via mobile devices. Internal couriers can scan and confirm deliveries using smartphones or handheld scanners, ensuring every step is tracked and visible. Digital delivery lists make it easier to plan routes, avoid unnecessary steps and speed up the distribution process. Employees benefit from clear instructions on what needs to be delivered and in which order.

Transparent Communication Across the Organisation

Transparency is not limited to the mailroom. Employees across the company can benefit from automatic notifications and system updates as soon as their items arrive or are ready for collection. This increases satisfaction and builds confidence, as everyone can see exactly when and where deliveries are made.

Seamless Integration into Existing IT Systems

The COSYS internal logistics solution can be integrated smoothly into existing ERP, CRM and document management systems. This creates a consistent flow of information throughout the organisation, ensuring shipment data is accessible wherever it is needed. Data can also be used in purchasing, accounting or HR to streamline related processes and strengthen collaboration between departments.

Data Analysis for Continuous Process Improvement

With its integrated data analytics functions, COSYS gives companies powerful insights into their internal delivery processes. Businesses can analyse how many internal shipments occur, which departments are most active and where bottlenecks or delays happen. These insights help identify weak points, optimise workflows and plan resources more efficiently. The result is improved performance and measurable cost savings over time.

Smart Parcel Lockers for Flexible Delivery

In addition to direct deliveries, COSYS also supports the use of intelligent parcel lockers. Employees can collect their parcels whenever it suits them, without being restricted by delivery times. Each deposit and collection is automatically recorded in the system, ensuring full traceability. This reduces workload in the mailroom, improves flexibility and guarantees secure, transparent delivery handling.

A Future-Ready Digital Mailroom

The importance of shipment data in modern internal logistics will continue to grow. Companies need digital mailroom systems that combine efficiency, security, sustainability and transparency. COSYS provides the foundation for this with an end-to-end solution that enables complete visibility, optimised workflows and reliable documentation for every item handled.

Shipment Data Beyond the Mailroom

Shipment data is not only relevant for post distribution but also for broader in-house logistics. From material movements between warehouse and production to document transport or supply of work equipment, COSYS All-in-One Software brings all data together in a single platform. Internal mail, deliveries and transport processes are linked seamlessly, creating a comprehensive overview of all goods and document flows. This integration enables precise planning, higher efficiency and reliable traceability across the entire intralogistics chain.