The Ultimate Postage Meter Guide for Your Business
Here’s your how-to guide to streamlining your business operations with a postage meter. Here’s your how-to
The Ultimate Postage Meter Guide for Your Business
Here’s your how-to guide to streamlining your business operations with a postage meter.
If your business deals with large volumes of outgoing mail, you know that sorting through it all can be a tedious and time-consuming task. That is, of course, unless you have a postage meter.
But what is a postage meter? How do they work? And how can they save you time and money?
Well, today, we’re going to answer all that and more. So strap in as we take you through everything you need to know about postage meters!
What Is a Postage Meter?
Postage meters are feed-in devices that print a mark directly onto the mail you send. This can be a letter, postcard, package, or any other item you send through the mail.
These devices are also great for streamlining your business operations by automating some of the mundane tasks you hate. That’s right! No more running back and forth to the post office. No more hours wasted manually sticking stamps on every piece of mail.
Instead, everything is done in-house. Your postage meter can automatically print a tag onto each mail item at a faster pace, with less hassle, AND for a cheaper price.
When it comes to paying, you’re billed the correct amount based on the weight, size, and destination of your mail. This comes directly from a prepaid account, which is usually topped up through an online portal.
Components of a Postage Meter
Although each postage meter is different, most will come with the following basic features:
Connectivity
How will your postage meter connect to the internet to get the latest postage rates? All models can connect via a LAN connection, while many newer ones also have Wi-Fi capabilities.
Feeding System
This is where your mail is fed into the machine. Manual feeding—although slower—is ideal for businesses with lower mail volumes. Automatic feeders, on the other hand, enable faster processing of large batches, making them perfect for bigger operations.
Weighing Scales
Built-in scales ensure each item is weighed accurately so that the correct postage is deducted from your account. This helps avoid overpaying or underpaying.
Reporting Capabilities
Postage meters provide excellent insights into your business’s mailing activities. You can track departmental usage and spending, which can help you control costs.
Integration with Business Systems
More advanced machines can integrate with software you already use, helping to streamline your mailing process even further.
How Much Does a Postage Meter Cost?
There’s no simple answer to this question, as the amount you end up paying depends on several factors. First, there’s the rent you pay for the machine itself, which is influenced by the supplier and model you pick.
Then there’s the actual cost of sending your mail, which is mainly influenced by the amount of mail you send and how much it weighs.
Finally, there’s the cost of maintenance and repairs that your postage meter needs, as well as the provision of mailing supplies. All of this could be referred to as the general upkeep of your postage meter.
Postage Meter Leasing Cost
According to Quadiant (one of the biggest providers of mail-related services), a postage meter will cost an average of $20 to $50 per month to rent. It also points out that this price will depend on the size of the postage meter being used, and lease fees can sometimes rise to over $1000 per month.
You might be thinking, ‘Is it not possible to buy a postage meter?’. Well, the answer to that is no. Why? Postage stamps are classified as legal tender, and the US government needs to limit the scope for fraudsters to exploit this fact. For this reason, the number of people who have a postage meter is tightly controlled; hence, the reason you cannot buy and own a postage meter yourself. This is also the reason why you need a permit to use a postage meter.
Once you have your permit sorted, you will be able to send mail in bulk. However, you will need to choose a post office to send your bulk mail to, and for this, there is a yearly fee of $265. This fee gives you access to commercial shipping rates, which is where the money-saving aspect of postage meters comes into play.
Postage Fees
Commercial shipping rates, sometimes called CSR, are cheaper than normal shipping prices. Where the normal price to ship a first-class envelope is around $0.60 per envelope, with the Commercial Rate, you’ll pay around $0.57. So, if you sent 1000 pieces of mail a year, with the normal shipping price, you’d pay $600, whereas with the CSR price, you would pay $300. With the Commercial Rate, for 500 pieces of mail, you would pay $570. Over time, you can see how these savings can add up.
Please bear in mind that the prices we’ve used above are for illustrative purposes only.
Postage Meter Upkeep Cost
In terms of upkeep, you won’t be surprised to know that one of the biggest expenses you have with a postage meter is your ink. As well as that, you’ll also likely have to pay for things like labels and sealing solution, which can often go overlooked.
Below are the approximate costs you’ll encounter when it comes to buying these items.
- Black ink cartridge (x1): From $65
- Red ink cartridge (x1): From $40
- Self-adhesive labels (x150): From $28
- Envelope sealing solution (1 gallon): $30-$50
Please remember, the above amounts are approximate. Some office supply stores will have lower prices than the ones above, while others will charge more. These prices are taken from research conducted by the team at Commercial Experts.
Maintaining Your Postage Meter
As with most things that you rent or lease, the general maintenance of your postage meter is likely to be covered by the company that owns it, just as a landlord would fix or repair a faulty refrigerator.
However, this isn’t always the case, and you should check with your supplier before you agree to lease a postage meter. You should also check if the protocol is for your supplier to send out a technician to you, or if you’re required to send faulty units back to them.
How Does a Postage Meter Work? A Step-by-Step Guide
Step 1
Weigh Your Mail
Start by placing your mail items on the built-in scale. This calculates the exact weight, ensuring accurate postage every time.
Step 2
Select Your Service
Using the machine’s screen and menu, choose the mail size and service you want, like Priority or Standard.
Step 3
Add Your Message
One of the perks of using a postage meter is the ability to customize your imprint, whereby you can add a personalized message or your company logo to give each piece of mail a professional finish.
Step 4
Calculate Your Costs
Based on your selected service, weight, and size, the postage meter calculates the total postage cost. It deducts this amount automatically from your prepaid account.
Step 5
Print Your Label
Now the machine prints the digital imprint on each mailpiece. This includes:
- The postage amount
- Date
- Your business logo or message
- A barcode
Step 6
Step 6: Send Your Mail
Once marked, your mail goes out like usual, but you’ll skip the public drop boxes and use dedicated mail bins or collection points for faster service.
Benefits of Using a Postage Meter
Reduced Postage Costs
A major benefit of using a postage meter is access to discounted postage rates. These savings can be significant, especially for small businesses managing tight budgets.
Enhanced Efficiency
Say goodbye to endless post office trips and the hassle of manually affixing stamps. With a postage meter, weighing, calculating, and printing postage is done in one quick step, saving your staff time and energy.
Customizable Printing
Use your label to promote your brand. Print your logo, add promo messages, or include reminders about upcoming events—turn every envelope into a mini billboard.
Increased Security
No more lost stamp rolls or unauthorized mail expenses. Most machines require a PIN to access, limiting who can use them or see reports like monthly usage and department-level spending.
Generate Business Insights
Postage meters help track departmental mailing habits and costs, making them ideal for budgeting, auditing, and optimizing postage spend.
Improved Accuracy
Thanks to built-in scales and up-to-date postage rates, you’ll never overpay or underpay again. It also ensures your recipients won’t be charged extra upon delivery, preserving your company’s reputation.
Automatic Updates
Because the machines connect to the internet, they automatically download the latest USPS (or approved provider) rates, so your postage costs are always accurate—no math or guesswork needed.
Types of Postage Meter
While most postage meters share a basic set of functions, not all are created equal. Some are better suited for small businesses, while others are designed for companies processing thousands of packages per day. Below, we’ve outlined three types of machines and who they’re best for.
Low-Volume Postage Meter
Perfect for small offices or home-based businesses that handle lower volumes of mail. These models typically process up to 50 letters per minute and are ideal for around 100 mailpieces daily.
Medium-Volume Postage Meter
Ideal for mid-sized businesses with growing mailing needs. These machines offer faster speeds—up to 150 letters per minute—and can comfortably handle up to 700 mailpieces per day.
High-Volume Postage Meter
The powerhouse of mail processing. These high-performance models are built for large corporations or fulfillment centers, handling speeds of up to 310 letters per minute.
How to Choose the Right Postage Meter for You
There’s no one-size-fits-all solution when it comes to postage meters. If you’re mailing a couple of hundred letters per month, your needs will be very different from a business sending hundreds each day.
Before you commit to a machine or a provider, ask yourself a few key questions:
How Much Mail Do I Send?
This is the most obvious and most important question. Earlier, we outlined three machine tiers—low-, medium-, and high-volume—based on how much mail they can process. But it’s not just about volume.
What types of items are you mailing? Some machines are better suited for flat letters and envelopes, while others can handle packages and larger parcels. Choose a machine that fits your actual use case—or risk overpaying for a machine that doesn’t deliver.
What Type of Connectivity Do I Need?
Just like most modern office equipment, postage meters require an internet connection to stay updated with the latest postage rates.
Most machines connect via LAN (Ethernet), but many newer models support Wi-Fi as well. Depending on your workspace setup and the reliability of your internet, one may be better suited than the other.
A stable connection is essential, especially when you’ve got a tight mailing deadline. The last thing you need is a connection dropout that forces you to revert to manual stamping.
What Businesses Can Benefit from a Postage Meter?
Postage meters aren’t just for huge corporations. Many different industries benefit from using these tools to cut costs, streamline operations, and improve professionalism. Here’s a breakdown by sector:
1. Offices
Whether it’s invoices, contracts, or promotional materials, offices frequently send out important mail. A postage meter ensures these documents are delivered cost-effectively and professionally.
How they help:
- Access to discounted postage rates.
- Save time by skipping post office visits.
- Boost brand credibility with custom logos or messaging.
2. E-Commerce Businesses
If your business ships products directly to customers, you know how time-consuming labeling and postage can be. Postage meters streamline the process, especially when dealing with various sizes and weights.
How they help:
- Accurate postage for packages of all sizes.
- Prevent overpaying or underpaying.
- Batch processing saves time when shipping in bulk.
3. Professional Services
Law firms, accounting practices, and consultancies send sensitive client documents every day. Postage meter machines help ensure secure, traceable, and professionally branded correspondence.
How they help:
- Add custom branding to official mail.
- Enable delivery tracking for legal or confidential documents.
- Reduce manual mailing workload.
4. Educational Institutions
Schools, colleges, and universities regularly communicate with parents, students, and external organizations. A postage meter machine helps keep that flow running efficiently and cost-effectively.
How they help:
- Save on large-volume mailings (e.g., report cards, newsletters).
- Handle varying mail sizes easily.
- Present materials professionally to stakeholders.
5. Charities and Nonprofits
Mailing plays a vital role in donor outreach and fundraising campaigns. Postage meters help organizations send personalized mail more affordably and efficiently.
How they help:
- Maximize postage savings to protect limited budgets.
- Handle bulk outreach with ease.
- Personalize donor messages for more engagement.
6. Retail Businesses
Retailers send catalogs, promotional mailers, and supplier documents regularly. Postage meters simplify and speed up these tasks.
How they help:
- Quickly process high mail volumes.
- Print custom branding on promotional content.
- Track supplier mail for accountability.
How Can I Get a Postage Meter?
Now that you understand how postage meters work, the next step is getting one for your business, and it’s easier than you think.
Just click the button below to answer a few short questions about your mailing needs. You’ll then be matched with suppliers who can offer pricing based on your requirements.
This is a completely free service, with no obligation to commit and one that allows you to compare quotes in minutes.
If you don’t like the offers? No problem. Walk away without spending a dime.
FAQs
What is a postage meter?
A postage meter is a device that prints postage directly onto envelopes or labels. It automates the process of calculating and applying postage, making it more efficient than using traditional stamps.
What is a postage meter used for?
A postage meter calculates and prints postage for letters and parcels. It streamlines mailing operations, ensures accurate postage rates, and is widely used by businesses that handle bulk or regular outgoing mail.
How does a postage meter work?
Postage meters connect to a postal service to calculate postage based on the weight, size, and destination of your mail. It deducts the postage cost from a prepaid account and prints it directly on your mail items.
Is a postage meter cheaper than stamps?
Yes, using postage meters is generally more cost-effective than buying stamps. Businesses receive discounted postage rates—especially for bulk mail—making it a money-saving option over time.
How much does a postage meter cost?
There’s no fixed cost—it depends on your business’s needs. Here are a few factors that influence pricing:
- Machine type: Smaller machines are more affordable; high-volume models cost more.
- New vs. used: Used machines are cheaper but may lack features.
- Brand and model: Premium machines from well-known manufacturers cost more.
