If you run a business that relies on sending customer communications, you understand the importance of needing an efficient and accurate mailing process. With the help of letter folding and inserting machines, known as folder inserters, you can streamline outgoing mail processing operations and save time and money.

In this article, we'll explain what folder inserters are and how they work. We'll also cover the different types available and the cost savings that can be achieved by using one.

Folder inserters are machines that automatically fold and insert mail pieces into envelopes. They are designed to handle a high volume of mail and are commonly used in businesses that regularly send invoices, statements, and other types of transactional documents. Using a folder inserter can save valuable time and reduce the risk of human error associated with manual folding and inserting.

First feeders are loaded with stacks of paper documents (i.e., statements) and inserts (i.e., reply envelopes and carrier (outer) envelopes. The machine then automatically feeds sheets and inserts documents that belong in the same carrier envelope. Next, the materials are collated and folded using a fold type compatible with the carrier envelope's size.

 In the meantime, an empty carrier envelope is fed into the system with the flap open and transported to the inserting area. The materials are then inserted into the waiting carrier envelope. If programmed to do so, the carrier envelope is then sealed.

 Finally, filled carrier envelopes leave the machine through a catch tray, side exit, or stacker. This process streamlines mail processing and reduces the need for manual labor while ensuring that each mail piece is accurately folded and inserted into the correct envelope.

Different types of folder inserters are available, depending on the volume of mail you need to process. Here are the most common types:

• Single-sheet feeders are ideal for small to medium-sized businesses that process a low volume of mail. They are designed to fold and insert a single sheet of paper into an envelope.
• Multi-sheet feeders - are suitable for businesses that process higher volumes of mail. They can fold and insert multiple sheets of paper into an envelope.
• High-volume envelope feeders - are designed for businesses that process a large volume of mail. They can fold and insert multiple sheets of paper into an envelope at a high speed.

Manual folding and stuffing of documents and envelopes is labor-intensive and often requires multiple employees. Using a folder inserter, one person can get the job done in a fraction of the time, thus increasing productivity and reducing labor costs.

Manual folding and stuffing is not a secure process and error rates are often higher than expected. This can lead to documents being sent to the wrong recipient, resulting in damage to the company’s image, customer dissatisfaction, delays in cash collection, or even compliance violations (HIPAA, SOX, GLBA, etc.). Using a folder inserter ensures accuracy and mitigates the risks associated with manual folding and stuffing, especially when paired with intelligent mailing software. 

Efficient processing of statements and invoices is crucial for improving cash flow. The faster bills enter the mail stream, the quicker payments are received. As such, a folder-inserter helps expedite business-critical mail jobs, especially transactional mail.

Lastly, mail pieces assembled by a folder inserter contain documents that are crisply and precisely folded together. Inserts are nested, making the package easy to remove. This helps produce more professional-looking mail, which can ultimately improve the company’s image and reputation.

Using a folder inserter can help you save money in several ways.

1. Reduce labor costs - By automating the folding and inserting process, you can reduce the need for manual labor and save on labor costs.
2. Increase productivity and efficiency - Folder inserters can process mail faster than manual processing, resulting in increased productivity and efficiency.
3. Lower overhead expenses - By streamlining your mail processing, you can reduce overhead costs associated with manual processing, such as office space, equipment, and supplies.

When choosing a folder-inserter, there are several features that should be considered to ensure that the machine meets the needs of your business. Here are some of the key features to consider:

1. Speed: The speed of the folder inserter is an essential factor to consider as it determines the number of envelopes the machine can process per minute. The speed required depends on the average mail volume your business needs to process per month.
2. Envelope size: Consider the envelope sizes the folder-inserter can process. Some machines can handle multiple envelope sizes, while others are limited to a specific size. Ensure the machine you choose can handle the envelope sizes that your business uses.
3. Folding capabilities: Different folder-inserters offer varying folding capabilities. Some can fold documents in multiple configurations, while others have limited options. Consider the types of documents your business needs to fold and ensure the machine you choose can handle them.
4. Feeder capacity: The feeder capacity is the number of documents that can be loaded into the machine at once. A larger feeder capacity can reduce the frequency of refilling the machine, thus increasing productivity.
5. Job memory: Some folder-inserters have job memory capabilities, which allow you to store up to 50 frequently used jobs. This feature can save time and reduce the chance of errors when setting up a job.
6. Ease of use: Consider how easy the machine is to operate. A user-friendly machine can be operated by most anyone in the business 
7. Maintenance: Consider the maintenance requirements of the machine. Some machines require more maintenance than others, and the cost and frequency of maintenance should be factored into the decision-making process.

Quadient letter folding and inserting machines simplify mail preparation, regardless of the size of your business. Our broad range of document handling solutions are available in low, medium, and high volumes to meet various needs, providing high productivity and reliability.

Download our Folder Inserter Buyer's Guide to explore the benefits of automating mail and how it can help transform and modernize your mailing process.

Folder inserters are an essential tool for businesses that rely on mail processing. Streamlining the process of folding and inserting mail pieces into envelopes saves time, reduces costs, and maintains document security. When choosing a folder inserter machine, consider the size, weight, and number of pages of the mail pieces you need to process, as well as the speed and capacity of the machine. With the help of a folder inserter, you can eliminate mundane, repetitive tasks like stuffing envelopes, improve the efficiency and accuracy of your mailing process, and focus on growing your business.