Patient advocacy teams
Advocates prepare correspondence and records requests while finance reviews the mailing expense.
Mailing for patient advocatesMailing approvals and team permissions
Control mailing spend.
Keep letter details private.
Let staff prepare mail while finance approves the cost without viewing letters or recipient details. Choose who can prepare, approve, send, and manage funds.
Team controls included at $0 extra. No seat fees. No subscription. Pay for the mail you send.
- 01PrepareStaff create the draft
- 02ApproveA colleague reviews the expense
- 03SendAn authorized sender releases it
Expense review without content access
Approve the cost.
Keep the correspondence with its team.
The person authorizing an expense does not need access to the letter or its recipient.
Restricted approvers see: a generated mailing reference, the staff submitter, amount and currency, revision, timestamps, and approval or release status.
That view excludes: document contents, recipient and return addresses, filenames, document metadata, and tracking details.
Give finance Approver + Billing admin when it handles both expense decisions and funding. Content access is a separate assignment. Workspace owners always have full access.
A clear handoff
One workspace.
Everyone knows their part.
Run the whole workflow in your browser. No integration or developer required.
- 01
Prepare the mailing
A teammate uploads a document, chooses the recipient and mailing service, and checks the preview and price. They save a draft and request approval.
- 02
Review the expense
An independent approver sees who submitted the request and how much it will cost. They approve it or request changes. The Approver role alone keeps documents and recipient details private.
- 03
Release the approved draft
An owner or authorized sender selects Send approved mailing. The system rechecks the approved details and price, reserves mailing credits, and queues the mail for fulfillment.
Approving a request does not charge a payment method or send mail. Release may use automatic refill if your billing manager has enabled it.
Roles that fit the work
Choose who can prepare,
approve, send, and pay.
Combine roles when one person wears several hats. Owners always have full workspace access.
| Role | What they do | Access |
|---|---|---|
| Owner | Full workspace access | Manage teammates, permissions, approval policy, billing, and all workspace mail. |
| Preparer | Create drafts and request approval | Upload documents and prepare mailings. Limit access to their own work or allow access to all workspace mail. |
| Approver | Review mailing expenses | See the submitter and amount, then approve or request changes. This role alone does not grant document access or permission to send. |
| Sender | Release mailings | Send within their assigned scope. Require approval first, or allow trusted senders to send directly. |
| Billing admin | Manage mailing funds | Add credits, manage payment methods, and set optional automatic refill. This role alone does not grant document access or sending. |
A privacy-focused setup: staff receive Preparer + Sender access to their own mail, with direct sending disabled. Finance receives Approver + Billing admin, with no added content access. Require independent approval for every live mailing.
Built for a shared mailing budget
Confidential work.
Separate spending decisions.
Legal aid and law offices
Staff handle client correspondence within their assigned scope; an independent colleague authorizes the cost.
Nonprofit case management
Caseworkers prepare mail using a shared budget without opening every case file to the person funding it.
HR and benefits teams
Keep employee correspondence with authorized staff while finance manages mailing credits and approvals.
Role permissions govern workspace access. They do not establish regulatory compliance or replace your organization's authorization and document-handling requirements.
You set the policy
Direct sending when it fits.
Independent approval when it matters.
Keep direct sending for trusted teammates, require approval for selected senders, or require it for every live mailing. The workspace-wide rule applies to owners and API submissions too.
People cannot approve their own work. Changes to the document, mailing details, or price require renewed review. Administrative audit history and draft revisions keep the decisions traceable.
Billing stays separate: add prepaid credits, save a payment method, and choose whether to enable automatic refill. Billing access alone does not allow someone to read documents or send mail.
Included with your workspace
Team controls: $0 extra.
Roles, approval workflows, and separate billing access come with PostalForm Projects. Live mailing uses prepaid credits, with a quote before you send.
Test mode is free and simulated. It sends no physical mail.
Before you get started
A few practical answers.
Do team permissions cost extra?
No. Workspace roles and mailing approvals are included at no additional charge. There are no per-seat fees or subscription fees. Live mail uses prepaid mailing credits; test mode is free and simulated.
Does every mailing need approval?
You choose. Direct sending is available for authorized senders by default. Owners can require approval for selected senders or require independent approval for every live mailing, including their own.
Does approving a request send the mailing?
No. Approval records the spending decision. An authorized sender must separately release the approved mailing. That is when the workflow reserves mailing credits and queues the order for fulfillment.
Can someone approve without reading the document?
Yes. The Approver role shows the submitter, amount, and approval status without exposing documents, recipient addresses, or filenames. An owner can separately grant content access when it is needed.
Can finance approve expenses and manage funds?
Yes. Assign both Approver and Billing admin. Approver authorizes mailing expenses; Billing admin manages credits and payment methods. Neither role alone grants document access. Owners always have full workspace access.
Is this role-based access control (RBAC)?
Yes. Workspace roles determine who can prepare, approve, send, and fund mailings. Content access can be limited to a teammate's own mail. Independent approval policy controls when an authorized sender may release a live mailing.
What if the document or price changes?
Edits to the document or mailing details require renewed review. Release also checks fresh pricing; a changed price requires refreshing the draft and obtaining a new approval.
Do we need a developer to use this?
No. Create a workspace, invite teammates, and prepare mail through the dashboard. Developers can also prepare drafts through the API; human approval and workspace policy still apply.
New to team mailing?
Read the announcement