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Mailing Systems
Published on
January 11, 2022
Michelle Lievense Portrait
Michelle Lievense
January 11, 2022

What is The Impact of a Postage Machine On Businesses?

postage machine for business
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What is The Impact of a Postage Machine For Business 

For small and medium-sized businesses, any amount of money saved can make a significant impact on overall expenses. Over time, even small savings add up to a sizable operational cost-efficiency. Having a postage machine in the office mailroom is an investment that will save the company both time and money. Keep reading to find out how a humble postage meter can be of great benefit to any business. 

The Impact of Using a Postage Machine For Business 

Using a postage machine for business, also known as a postage meter, means you have a machine that calculates postage rates based on the weight of a parcel. It also directly prints postage onto envelopes or package labels. The process seems simple enough, but having a postage machine can have both short-term and long-term positive impacts on your business. 

Other names that are used to refer to a postage machine include:

  • Mailing machine
  • Franking machine
  • Stamp machine
  • Postage printer
  • Mailing system
  • Mail meter

How Does a Postage Machine Work? 

A postage machine has a built-in scale on which you’ll weigh parcels you need to send out. Based on the weight, the machine determines the correct postal class and calculates the correct rate for a parcel. 

The machine can print the proper postage directly onto the parcel or a label which you can stick on the package to be shipped. Modern postage machines have a display screen that shows instructions for every step of the process.  

Determining the correct weight and calculating the correct postage price for a parcel means you won’t overpay for your postage ever again. Your office will also be able to keep track of your postage spending, and the machine will help effectively streamline your mailing process. 

Postage meters can only be leased from an authorized postage meter manufacturer; their creation and distribution are regulated by the United States Postal Service (USPS). You can typically lease a postage meter for 1-5 years; a longer lease means lower rates. The monthly rate will depend on the type of machine you choose and the features you want. You pay a monthly fee to rent the machine and a yearly license fee.

For the postage itself, the options for purchasing them depend on the vendor. Some vendors offer an online payment option, usually involving prepayment. Others offer payment via direct debit, ACH, or via your USPS account so you can get more postage directly from the meter. Or those who use a postage machine for business can choose a vendor that offers a mail now, pay later option.     

Postage Machine Components

  • Meter. This calculates and distributes your prepaid funds. 
  • Scale. This weighs envelopes and packages to determine the postage class and rate. 
  • Display screen. This shows your options for postal class, the date for the postage, instructions for printing the postage, and other functions that come with your postage meter. 
  • Printing system. This prints out the postage directly on an envelope or a label. 
  • Exit tray. This is where the envelope or label comes out after the postage has been printed on it. 

Additional Features You Can Add to Your Postage Machine

  • Sealer. 
  • Shortcut and memory keys 
  • Keyboard
  • Touch screen
  • Shape-based pricing
  • Oversized exit tray
  • Conveyor track

What are the Pros and Cons of Using a Postage Machine for Business?

A postage machine can help a business save money and time by ensuring that you always pay the correct amount for every mail or package and by allowing you to prepare parcels for shipping right in your own office — you no longer have to go to the post office and wait in line to get postage. Here’s a closer look at the pros and cons of having a postage machine. 

Pros of a Postage Machine

  • Weigh, calculate, and print postage with one device. 
  • Print postage in seconds. 
  • A postage meter works autonomously and does not depend on a server to calculate postage rates. 
  • Some postage meters can also seal envelopes.
  • No need to make a trip to the post office and wait in line. No need to manually stick stamps.
  • You can print postage and process shipping of parcels any time of the day and any day of the week. 
  • Increased office productivity as employees will have more time to complete other tasks. 
  • Get easy access to current USPS rates for different mailing classes so you can better manage your spending. 
  • Receive automatic rate change updates. 
  • Get a discount for first-class mail in addition to the same business mailing discounts offered at the post office.
  • Accounting and budgeting for all mailing and shipping expenses will be a breeze. 
  • Easier and faster processing of bulk mail and other materials for marketing. 
  • Timely and more efficient processing of bills and invoices. 

Cons of a Postage Machine

  • A postage machine can only be leased; the device is not available for sale. 
  • A postage meter can’t print addresses
  • A postage meter can’t be controlled or accessed remotely as it is not Wi-Fi enabled. 
  • You’ll need to use an online service to print shipping labels. 

Final Thoughts  

Investing in using a postage machine for business depends on the volume of mail and packages your business regularly processes. How heavily you rely on sending mail or shipping packages will also determine the specific make and model of postage machine you need, as well as the features you should add to your meter. 

The impact of a postage machine on businesses is greater when mailing and shipping are a crucial part of the business. Leasing a postage machine is a great way to save money, time, and effort, improve productivity, make mailing and shipping processes more efficient, and better manage mailing and shipping expenses. 

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