What Mailing Equipment Does My SMB Need?

Do you need postage equipment?

Mailing equipment solutions include hardware devices and software platforms that help you mail significant quantities of materials more efficiently and accurately. Postage meters might be the hardware category most often associated with postage equipment. Folding and addressing machines are other types of postage hardware. Mailing software is the most common digital postage tool.

Any small business regularly sending a substantial amount of postal mail to earn revenue will likely benefit from some amount of postage equipment. Such businesses include direct mail firms, private lenders and direct-to-consumer online stores. 

Small businesses that use postage equipment often save ample time and money because it streamlines their processes. However, some types of postage equipment can be so expensive they require massive revenue to afford.

Types of postage equipment

There are five primary categories of postage equipment. The first two categories will likely benefit nearly any business regularly using postal mail to generate revenue. The final three may be more appropriate for only the largest operations.

Postage meters

A postage meter calculates the correct postage for every piece of mail based on size and weight. It prints the postage’s cost on the mail, indicating the postage either has been or doesn’t need to be paid.

By calculating the correct postage for each item you mail, postage meters save you money you might otherwise spend on unnecessary stamps. They also reduce the administrative burden on your staff, eliminate the need to store petty cash or stamps at your office, and ensure your mail never loses its postage in transit. Metered postage can save you between 4 percent and 18 percent or more compared to the cost of stamps, depending on the mail type. 

Postage meters are regulated by federal law and can only be leased from an authorized supplier, not purchased outright. When you rent a postage meter, you sign a contract for one or two years and pay a monthly rental fee. The fee depends on your meter, contract terms and the volume of mail you plan to send.

Price range: $20 to $1,000 per month

Mailing software

Many postage meters now come with software options that allow you to perform various functions, such as:

• Generating shipping labels
• Creating a visual brand with logos and images
• Comparing shipping rates and carriers
• Batch processing
• Tracking mail
• Proof of delivery
• Expense reporting
• Tracking usage
• Managing user roles
• Generating reports

Mailing software allows you to manage your mailing list and expenses, and many platforms integrate with various apps and mobile devices. For example, CRM integrations are available with the shipping software ShipWorks, meaning you can connect your Salesforce dashboard with your postage equipment. (Read our Salesforce CRM review for more information.)

Your postage meter or printer may include basic software programs, while others require a monthly subscription or a one-time fee.

Price range: $0 to $100 per month

Folding equipment

If you send out substantial volumes of direct mail, letters or other documents that require folding, investing in folding equipment can minimize administrative costs and reduce the time your staff spends processing mail.

These machines are designed to fold and process letters of various sizes automatically and can be set for several folding options, including single, letter and double parallel. 

Desktop models perform simple folds but require you to insert mail into envelopes manually. Larger models fold letters and insert them into envelopes. The most comprehensive folding equipment folds mail, stuffs envelopes, prints addresses and meters postage. Many can process up to several thousand documents per hour.

Price range: $100 to $19,200

Addressing and printing equipment

While most personal computers and printers can handle addressing and printing small volumes of mail, a business sending a high volume of mail each month may need a specialty printer. 

These printers are designed to print and address mailers of various types, from envelopes to direct mail postcards. Smaller models print labels based on your postage meter; larger printers can process as many as 26,000 addresses per hour for mail and packages of varying shapes and sizes. Specialty mail printers integrate with your mailing software and comply with barcode regulations.

Price range: $40 to $29,000

Sealing equipment

Inserting individual items into envelopes and then sealing those envelopes can be among the most tedious, time-consuming aspects of mailing. Sealing equipment alleviates this burden for your business. 

Some sealing machines require manual operation, while others run automatically. Other sealing machines fall into the subcategory of pressure sealers, which can create the kind of envelope you open by folding and tearing the edges. 

The tools in this category are often quite expensive — pressure sealers especially are on the pricier side.

Price range: $206 to $135,208

Best postage meters and mailing equipment

Here are some of the most popular mailing equipment brands to consider. 

• FP Mailing Solutions offers postage meters, folding equipment and software specifically designed for small businesses. Many of its products are the size of a standard printer, making them suitable for a home office. You can request a quote for pricing options for your business.
• Martin Yale Industries makes a variety of folding and document-processing machines. Its desktop models are a good entry point for small businesses with a lot of mail to process that aren’t ready to invest in more expensive equipment.
• Pitney Bowes offers postage meters, letter-folding machines and software. Though many of its products are designed for larger businesses with high-volume mail needs, it also offers suitable solutions for small business owners and entrepreneurs.
• Quadient manufactures postage meters, printers and folding equipment specifically for small businesses and offers several software options. Its designs range from desktop printers to larger mailroom models, and many have free trials.
• Data-Pac provides various software solutions to customize mailing equipment to your needs and postage meters with internet-based postage funds replenishment. Its products are ideal for businesses of any size looking for reliable mailing solutions. The company offers different pricing options to suit various business needs.

Enhancing efficiency with the right mailing equipment

Investing in mailing equipment can significantly benefit small, midsize and large businesses that frequently send mail. From postage meters and mailing software to folding and sealing machines, the right equipment can streamline your mailing processes, save time and reduce costs. By understanding your specific mailing needs and exploring various brands and options, you can find solutions tailored to your business.

Amanda Clark contributed to this article.