Sure, a postage meter might not be the first device that comes to mind when thinking about office equipment. However, investing in this handy machine undoubtedly brings numerous benefits to your business.

However, making the decision to acquire an in-house postage meter is just the beginning. The most important part is choosing a device that is suitable for your needs.

That’s where this postage meter buyer’s guide comes into play. Follow along, and you’ll know precisely what kind of postage meter you need by the end.

How to Choose the Best Postage Meter for Your Needs

A postage meter can be a great addition to your business. You just need to pick the right machine first.

Step 1: Asses Your Mailing Needs

The amount of mail you send each month will directly determine what kind of postage meter you need. Correctly assessing your mailing needs first before committing to a device is crucial for several reasons.

Use your postage meter far above its recommended volume, and you can bid farewell to it very soon. Why? Because it will wear out quickly and require frequent maintenance or replacement. Also, the machine likely won’t be able to keep up with your mailing needs in the first place. So, the only thing you’ll accomplish is making what’s supposed to be a mundane task incredibly difficult and time-consuming.

But be careful. Getting a postage meter that can handle a much higher volume isn’t prudent, either. This just means you’ll waste your money on a machine you don’t really need.

The solution? Start tracking your monthly mailing activities to get a clear picture of your exact needs. Then, look for a postage meter that matches those needs accurately.

Step 2: Understand the Postage Meter Types

Before acquiring a postage meter for your business, you should first get thoroughly familiar with this machine. If you lack the time to do so, you should at least know the postage meter types and capabilities.

Based on their performance, postage meters can be broken into three categories:

  • Postage meters with low mailing volumes (ideal for small businesses). These machines are the most affordable option but also require more manual work.
  • Postage meters with medium mailing volumes. These devices will have some automated features (e.g., an automatic feeder), thus improving overall efficiency.
  • Postage meters with high mailing volumes. These models typically have all the advanced capabilities your business might need on a daily basis. High-speed processing, integrated scales, and customized printing are just some of them.

Step 3: Consider Key Features

Most postage meters will share the basic features, such as printing postage directly onto an envelope or a label. However, these machines also come with a series of optional features that can significantly boost productivity and streamline the mailing process. Your task? Define what your business considers key features and look for a machine that checks all – or at least most – of the boxes.

Some optional features to keep in mind include:

  • Integrated scales
  • Automatic feeder
  • Internet connectivity
  • Cost accounting
  • Security measures

Step 4: Factor in the Cost

First things first – you can’t buy a postage meter. The United States Postal Service (USPS) doesn’t allow it. You can only rent or lease one from an authorized dealer. So, when discussing the cost of a postage meter, we’re referring to how much using this machine will cost you on a monthly basis.

As far as the monthly fee goes, you can expect to pay as low as $10 or as high as $500. It all depends on the exact configuration of your postage meter. Naturally, the more advanced devices with a greater selection of features will also cost more.

But beware. The monthly leasing or renting fee isn’t the only cost you’ll need to cover. You also need to keep the operating costs in mind, i.e., paying for ink and other supplies.

So, when looking at your options for an in-house postage meter, make sure your desired one fits your budget first. Otherwise, the financial burden might be too heavy to bear in the long run.

Step 5: Decide Whether to Rent or Lease

Since you can’t buy a postage meter, you only have two options – rent or lease. While this choice has nothing to do with the machine itself, it significantly impacts your budget and flexibility. Of course, this makes it a crucial step in the selection process.

When renting a postage meter, expect to pay a lower rate initially. However, this initial rate isn’t set in stone. It can change after a year or so. But you can also choose to cancel your rental agreement with relative ease. This makes renting a better option if you only have short-term mailing needs (or expect fluctuating mailing volumes).

As for leasing, you’re in it for the long haul. A typical leasing agreement lasts up to five years, and you must stick to it all the way through. But this isn’t necessarily a bad thing. In fact, if you expect high mailing volumes for your business, this is undoubtedly the way to go. It will cost you less in the long run, as well as provide more stability in your mailing operations.

How to Choose the Best Postage Meter: An Extra Step

It’s perfectly fine if you can’t make a decision about an in-house postage meter on your own. There are simply too many little details to consider.

If this is the case, your selection process can have another step that’s sure to make things easier – consulting the vendor. Just prepare the necessary information based on Steps 1 to 5, and these experts will help you narrow down your options until there’s only one left – the best one for you.

Streamline Your Mailing Process

There’s one more step missing from our step-by-step guide on choosing the perfect postage meter: find the best dealer for your needs. If your business is located in San Francisco, you can check this box right away. Golden Gate Office Solutions is here to help you find the ideal postage meter, hassle-free. Contact us today to get started.