Optimize Mail keeps mail approvals out of inboxes, automates repetitive tasks, helps you engage with mail firms and legal effectively, and pushes out more mail faster — designed by Optimize for state party committees.
Built on top of the workflow tool Monday.com, our managed system of mail tracking and approval is where we do the heavy lifting so state parties, mail firms, and campaigns can focus on winning.
Mail approval is high-stakes, high-volume, and deadline-driven, with real consequences when something slips. Email and spreadsheets can't keep up: approvals stall, the status of pieces gets hard to track, and the workflow buckles under the volume of mail being pushed through. State parties need a system built for their process that is fast enough to hit every drop date and flexible enough to match how they actually work.
Campaigns and mail firms submit pieces through a simple upload flow.
Each piece is routed for approval based on parameters and approvers you set.
Reviewers comment, suggest changes, and approve all in the same platform.
After final approval, log payment and send an automated in-kind letter to the campaign.
Optimize works with you to set up a custom end-to-end approval process for each type of mail piece. Based on the campaign, whether the piece is positive, negative, or contrast, or any other attributes, you decide who reviews and approves. We can set up personalized follow-up emails and automate due dates and reminders based on the target drop date. Let Optimize do the hard work of managing the system, so you can focus on getting the best piece out quickly.
"It was awesome! Every other state party should do it."
The party, campaign, and mail firm can collaborate together with ease. Review every piece without having to juggle spreadsheets, email, and attachments. Teams can review, suggest changes, ask clarifying questions, and make approvals in the same platform. When a new version is created, uploading it is a breeze and you'll still see the previous versions and all comments to ensure every change was made.
"This was so much better than previous years. Super seamless and transparent."
Campaigns and mail firms can check the status and any other information you need simply by logging in. We'll work with you to make sure you're giving them the information they need to feel confident in the process without giving them every detail. Users will only see pieces that are assigned to them, meaning campaigns will only see pieces they've submitted and mail firms will see pieces they're involved with.
"All the pieces in a single place with the different approvals and a simple dashboard made it easy to see."
We're operations people, so of course you can track all your financials in the system as well. Set budgets for mail expenditures by campaign and track the progress as pieces are submitted, approved, and paid. Mail firms can submit invoices directly to you and you can make sure you have the money in your account before wiring the funds. Just like the pieces themselves, you can leave comments or clarifying questions on invoices.
"This entire process was different from the last time I ran. I'm getting mailers out faster than anticipated."