Run virtual mail like a product, not a favour.
A mailbox plan, a self-service application, an authorized recipient list, a queue for what arrived today, and the fee on the same invoice as the desk. Included on every tier, with nobody taking half.
Your address does not have a ceiling. The notebook does.
Most spaces make two or three percent of their revenue from virtual mail. The spaces that run it as a product make twenty to thirty. The difference is not the address, it is whether anyone is running it: a plan with a price, a proper sign-up, a record of who may collect, a queue for what came in, and a fee that lands on an invoice instead of being waived at the desk because it was quicker.
“If you're sitting at two or three percent, that's not a coincidence. That's what happens when a product exists on your price sheet but nobody's actually running it like a product.”
From application to invoice, on one record.
Every step writes to the client record. Nothing is re-keyed, and nothing is remembered.
Apply
A member applies for a mailbox in the portal, or a new client applies from your website. Plans and prices are yours to set; the box number comes from a numbered pool.
Approve
Applications wait in a review queue. Approve, and the box is live and billing on the card on file.
Authorized recipients
The names allowed to receive at the box are recorded on the record, each with their own authorization, so the front desk never guesses.
Log on arrival
Photograph the item and log it. The photo can pre-fill the details; you confirm and it lands in the client's queue with a Mail ID.
The client chooses
Pickup, open and scan, forward, hold, shred or recycle, from the portal. Special handling when something is odd.
Fee on the next invoice
Per-action fees and a forwarding markup post to the client record and appear on the next invoice, next to the desk and the room.
The trail
Every event on every item is kept. Batch review, return-to-sender review and usage review queues keep the mailroom honest without a spreadsheet.
The mailroom, as a queue.
What arrived, whose it is, what they asked you to do with it, and where it stands. Fees queue to the invoice run as you go.
- Items logged by photo, with the client's chosen action
- Status per item, from received to done
- Forwarding with a markup you set
- The month's fees, ready for the invoice run
The Canadian flow, without a notary.
There is no CMRA statute in Canada, and none of the US aggregators document a Canadian process. We built the one Canada Post and the registries actually ask for.
Authorization on file
- Canada Post authorization form, two pieces of identification
- No notarization
- Recorded per authorized recipient on the client record
Records kept
- Keep records three years, inspection-ready
- The item trail and the recipient authorizations stay on the record
- Unit or Suite addressing per box, so the address reads as a commercial street address
An address that works
- A commercial street address the CRA, ServiceOntario and Corporations Canada accept, not a PO box
- US Form 1583 handling and CRD uploads are on the roadmap. Today the flow is Canadian.
Registry and Canada Post requirements are the operator's to meet. Tenvia Coworks keeps the records; it does not give legal advice.
A dunning ladder that keeps receiving mail.
A declined card should not mean a letter from the bank sits in a drawer unlogged. The ladder is automatic, and the mailroom keeps working through it.
- Card declines: the box is marked past due, the client is told
- Day seven: a reminder goes out
- Day ten: the box is locked. Scans, forwarding and pickup pause
- Mail is still received and logged the whole way through
- Payment clears, the box unlocks, the queue is where they left it
What the mail costs you elsewhere.
The aggregators bring customers and keep a large share of the subscription. The mail software charges per box. The notebook charges nothing and loses the fee.
| Doing it this way | What you get | Cost |
|---|---|---|
| Davinci Virtual partner | Customers sent to you; Davinci owns billing, identity checks and the customer | 50/50 revenue share |
| Alliance Virtual Offices, iPostal1 | Marketplace demand; a commission or fixed per-member fee, plus $3 per identity-document upload at iPostal1 | Commission, undisclosed |
| Anytime Mailbox partner software | Per-box software fee; you set retail; no memberships, rooms or events | Flat fee per mailbox |
| Package logging apps | "Package arrived" notifications; no scan, forward, authorization or billing | $0.30 per user to $299 per location |
| A notebook at the desk | A log, sometimes; fees waived because it was quicker | The fee, every time |
| Tenvia Coworks | Plans, applications, recipients, log by photo, scan, forward, hold, shred, dunning and the invoice, on the same record as the desk | Included on every tier |
Third-party terms are published or reviewer-reported as of September 2026 and change without notice, so confirm with each vendor. All product names are trademarks of their respective owners. Tenvia Coworks starts at $95 CAD per location per month with every feature on every tier.
What this is not.
Not this
- Not a mail aggregator. We do not bring you mailbox customers; your website, your booking page and your own marketing do.
- Not a CMRA registration service, and not legal advice on your obligations.
- Not automatic reading. You log an item by photo; the photo can pre-fill the entry and you confirm it.
- Courier labels and carrier rates are planned. Forwarding works today; the label is entered by hand.
- US Form 1583 handling is planned.
But this, yes
- Mailbox plans and a numbered pool, on every tier
- Self-service application and an approval queue
- Authorized recipients with a Canadian authorization flow
- Pickup, open and scan, forward, hold, shred, recycle, special handling
- Per-action fees and a forwarding markup on the next invoice
- A trail on every item, and a dunning ladder that keeps receiving mail
Mail is one line of the ledger. See billing for the invoice it lands on, and the business hubs page for how a virtual office operator runs the whole thing.
Put your mailboxes on a price sheet that bills itself.
Book a demo and we will help you set up plans, move your existing boxes over and log the first week's mail alongside you.