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The New Penbox
From email chaos to automated case execution.
Penbox turns emails and documents into structured case workflows for customer operations teams. Clear ownership and built-in exception handling. All on top of your existing systems.
Powering customer operations at:
Operational impact from week one.
82%
Documents collected without manual follow-up
300%
ROI within the first year
+30%
Improvement in data quality with AI-powered data capture
ISO27001 certified
GDPR-ready
Data stored in Europe
9 days ago
Re: Missing
documents
Hi, following up again… still waiting on the signed contract, could you also send a copy of the ID?
14:36
Sarah P.
8
Who owns case TRX-27567? It's been sitting for 3 weeks.
2 days overdue
Reminder
Call back J. Martin
snooze
dismiss
8 days ago
Re: onboarding documents
Could you please verify this document and add your VAT number?
client_onboarding.docx
Complex cases. Finally under control.
Penbox structures document-heavy case work into governed workflows that keep moving. Information is collected, next steps are guided, and every interaction stays traceable.
Core systems are built to store data. Not to collect documents, chase missing information, or coordinate complex case work. Penbox runs that layer connecting customers, teams, and systems in one governed workflow.
Ops teams define case flows, no IT tickets
AI extracts data and collects missing info
Every interaction is logged and auditable
Connects to your systems via API
Your systems stay the system of record. Penbox runs the case work on top. So you team no longer has to.
Features
OFFER-2841
Open
From
Thomas Renard
Type
Offer
Owner
Olivia Turner
Documents
form.pdf
SUBSC-2843
Open
From
Thomas Renard
Type
Claims
Owner
Olivia Turner
Documents
form.pdf
Messy emails → clean cases
Emails and documents automatically become structured cases. Attachments are linked, key details captured, and the case is ready to move forward.
Data is automatically extracted from docs
AI reads uploaded documents and extracts the information your team needs. Handwritten forms, scanned PDFs, and photos.
accident_declaration.pdf
Extracted
Name
Thomas Renard
Date of incident
Feb 28, 2026
Policy number
POL-8821-B
Report
Auto reminder
Collect signature
Send secure form
Request document
Collect what’s missing
Penbox automatically requests documents, forms, or e-signatures. Reminders follow up when needed.
See what’s blocking progress
Know exactly what each case is waiting on. Customer input. Internal review.
Final sign-off.
Status
Reason
In progress
Missing document
To review
Pending approval
Final sign-off
Awaiting signature
Open
Olivia Turner
Reach all your customers at once
Run structured updates across your portfolio. Send pre-filled forms in bulk and track responses.
Lauren Cooper
Valerie Smith
Fran Matthys
Tom Peeter
Valerie Smith
CLM-2844
CLM-2845
CLM-2846
Sign document
Generate and sign docs
Documents are generated from your templates using case data. Customers review and sign through a secure portal.
Use Cases
Intake
2 days ago
Form
2 days ago
Penbox review
1 day ago
Decision
-
Claims management
From first notice to final decision in one structured case. Reduce manual coordination, protect SLAs, and keep a full audit trail.
CLM-2841
To review
Decline
Approve
Underwriting and subscription
Collect, validate, approve, and sign in a controlled workflow. Shorter cycle times. Fewer errors. Clear accountability.
Lauren Cooper
Policy details
Confirmed
Address
Updated
Renewal
Signed
Customer servicing
Handle updates and renewals without email back-and-forth. Increase responsiveness while keeping every interaction traceable.
Submitted
Under review
Verified
Compliance and KYC campaigns
Run portfolio-wide updates at scale. Track submissions, automate reminders, and maintain defensible audit records.
Your core systems stay the source of truth.
Penbox runs work on top of them.
Start with minimal integration. Expand as complexity of workflows grows.
Secure and compliant. By design.
Frequently Asked Questions
What is Penbox?
Penbox is a case intelligence platform for operations teams that handle complex, document-heavy work. It sits on top of your existing systems and turns inbound emails and documents into structured case workflows. Your team tracks what is needed, what has arrived, and what is still outstanding, without chasing clients through email threads. More than 300 teams use Penbox, including Allianz, Groupama, and Qover.
Does Penbox replace the tools we already use?
No. Penbox runs the work between your customers and the systems you already depend on. Your CRM and your back-office platform stay exactly where they are. Penbox handles the intake, the follow-ups, and the validation. The finished case returns to the tools your team already works in.
What kind of teams use Penbox?
Operations teams that handle document-heavy customer interactions at volume. The main use cases are claims management, underwriting and subscription, customer servicing, and compliance and KYC campaigns.
What do customers experience when they submit a case?
A short message with a link. They tap the link, complete a structured flow on their phone, and submit. No app to install, no account to create, no login. When a document is missing or unreadable, Penbox asks them to fix it before the case reaches anyone on your team.
How long does it take to get value?
A first working template can be live in minutes. From there, you test it on real cases and expand into more case types as it proves itself. Most teams reach full value in weeks, not quarters, and the payoff shows up on both sides: your team spends less time chasing documents, and your customers, the people you serve, get helped faster. You can create a Penbox account right now and get a form or case up and running in minutes. That’s nice, but the value for both customer and end customer is where we make the real difference.
Is our data secure and GDPR compliant?
Penbox is ISO 27001 certified, GDPR-ready, and data is stored in the EU. Every case action is logged, traceable, and auditable. Security documentation is available before the first case is sent.
How does pricing work?
Penbox is priced per user. You can sign up and start a first case directly. For larger teams or more complex workflows, book a demo and we will put together a quote against your specific setup.
