Some might claim that the online world has replaced every other form of communication, but mailing systems and delivery still play a major role in most commercial enterprises. That said, managing addresses, delivery dates, package weights, and any additional costs takes time that you might not have. That’s where the right postage machine can make all the difference. There’s a lot to consider when weighing up postage machines for small businesses and their different capabilities. This article will serve as a guide to help you find the best machine for your needs.
The Invaluable Impact of a Postage Machine
Business logistics within the United States is a $2.3 trillion industry, with that number only set to rise in the coming years. Postage is still as relevant as ever, and the procedure can be equally taxing. If you’re running a small home or office business, the time taken up by postage tasks can heavily impact on your limited resources.
Postage machines, also called postage meters, help tremendously with the postage process. They are a mini post office all in one, capable of printing out labels, weighing packages, and calculating costs. Better yet, the machine stamps the mail (called “metering”), which saves frequent trips to the post office and demonstrates official proof of payment to any shipping organization.
Still need more convincing? Here’s a quick list of the best perks of owning a postage machine:
- The prepaid stamping used by a postage machine saves you money. The impressions on a package or letter work out cheaper than regular stamps. What’s more, distributors offer discounts on bulk commercial shipping, and metered mail is cheaper than normal mail with many postal services.
- Postage is a fluctuating currency of its own. Not only can your business top up an account registered with a postage provider like USPS with prepaid amounts, but the postage machine can keep track of these varying costs quite efficiently.
- Stamps and labels can be customized and still considered official. You can include your logo, slogan, or any other details you’d like your customers to know.
- Weighing your own mail on-site means fewer nasty surprises and unexpected costs along the way. Ultimately, this means more control over your packages and finances.
Choosing the Right Machine
So, if you’re convinced that a postage machine is perfect for your needs, the question is: which one should you choose? The answer will largely depend on the specific requirements of your small business, but here are some of the key areas to help you narrow down your decision:
- Budget – The cost should always be a primary concern. How central is postage to your business? How much are you looking to spend? Consider leasing, initial setup and maintenance costs, and the prices of materials overall – keeping in mind that you get what you pay for.
- Volume – How much mail do you need to send? Postage machines for small businesses are usually classified by their output, measured in pieces per minute (PPM), with smaller machines generally able to handle between 30-40 PPM. Your choice of machine will affect the overall price, too.
- Features – What bells and whistles do you need? Be sure that you understand the features that come with each prospective model, and choose features that aren’t just cosmetic niceties. For example, do you really need a color touch screen? Choose the features that’ll streamline your workflow without unnecessarily stretching your budget.
- Support – A good postage machine supplier will have an established customer support service to deal with any issues. Some suppliers offer service plans and include material costs in their leasing fees. Consider the value you’re getting from your supplier.
Your supplier should also be able answer any questions you may have about a postage machine and advise you on the best model based on your specific needs. To prevent mail fraud, postage meters must be leased. It pays to have a reputable partner, so go with the experts to save yourself a lot of trouble.
The Many Features of Postage Machines for Small Businesses
Many postage meters have great features that’ll streamline your postage workflow and save you both time and money. Not every machine will offer the same features, nor will every feature be the same on every machine. So, it helps to be in the know about what to expect:
Feeder Trays
The feeder tray guides your packages into the machine for processing. They come in three types:
- Manual – For low volume processing. You’re doing it all by hand.
- Semi-Automatic – Feed the packages in and they’ll be processed one-by-one.
- Automatic – Prints and processes all inserted packages automatically.
The tray you choose will affect both the speed and price of the machine. Automatic trays are the fastest, but cost the most.
Processing Meter
This is the business end of any postage machine. Every meter is approved by a major postal service and works in speeds measured in letters per minute (LPM) or PPM. The speed of the meter governs the rest of the process. Other factors might play a part, but they’ll always be constrained by the overall speed.
Scale
An accurate scale is a crucial component of a postage meter. Your main concern should be the weight range you’re looking to handle. Letter scales, for example, offer incredible precision, but can’t handle too much weight. So, depending on what you need to post, the right kind of scale is an important consideration.
Meter scales will offer either differential or dynamic weighing. The former is rarer, but best for calculating envelopes of varying weight and size.
Exit Tray
Once your mail is processed it ends up here. Your biggest consideration when it comes to exit trays is volume. How many items do you need it to handle?
Cost Accounts and Reports
Depending on your postage needs, you can link batches of mail to specific accounts, making record-keeping a much easier affair. Some advanced meters also offer more comprehensive and detailed reports for accounting purposes. These features simplify things, but will cost more.
Some machines offer the added extra of shape-based pricing, namely keeping track of varying package sizes and charging accordingly.
Inputs
Some models of postage machine offer advanced touchscreen inputs. Some come with shortcut keys or keyboards. The fancier the input options, the more pricey the machine is likely to be. So, choose the inputs you need and that are within your budget.
Sealer
Licking envelopes might be fun, but your tongue may dry out after multiple envelopes. Some postage meters offer an automatic sealer as a bonus feature. Keep in mind that it will need regular maintenance to stay moist and work properly.
Postage Machines for Small Businesses Is Our Forte
If you’re in the Cary, Raleigh, and Triangle areas, then Anza is the best partner for all your mailing needs. From our humble beginnings in California in 1984 to our bustling presence in North Carolina, we’ve always used our local knowledge and expertise to bring you the best service and prices that we can. If you’d like your small business to stay compliant with the postal service while saving time and money, let us help you on your journey to success.
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