Feel like your small business’s shipping requirements are taking up too much time and effort? Ever wonder if there’s a way to reduce your shipping costs?

If you said yes to either of these questions, it’s time to investigate adding a shipping machine to your small business.

Technically, there is no such thing as a “shipping machine”. When you send out packages, it's all about the power of shipping software. Shipping software such as Quadient’s Neoship and S.M.A.R.T. is a necessary component of any shipping system. A basic shipping system must also include a computer, monitor, scale, label printer, and barcode scanner. Alternatively, such shipping software can be integrated with a postage meter and use this meter's scale to weigh your parcels. 

So, what small businesses commonly mean when thinking of shipping machines are, in fact, postage meters and mailing systems. Let’s review these options.

• A postage meter can be used as a shipping machine that is designed for small businesses that regularly send mail and shipments each month. 

Using a postage meter is easy.

You begin by placing your letter or package on the scale. The postage meter calculates the correct postage based on the size and weight.

If the item you’re mailing is a package, the postage meter will print an “all-in-one” shipping label that includes address information, proof of postage payment, and tracking barcode. The item is automatically eligible for Commercial postage rates that are significantly lower than retail rates.

• A mailing system is a more comprehensive system that can be perceived as a “shipping machine”. It is designed for small businesses that send out a high volume of letters or packages each month.

To help streamline mail or package preparation and reduce the time and resources required, a mailing system automates many of the steps.

The higher the volume of letters or packages a mailing system processes, the more automated features it offers.

• Shipping software is what enables a postage meter or mailing system to have the functionality of a shipping machine.

If you have a Quadient mailing system, Neoship Plus software is included with it. It enables shipping for volumes less than 50 shipments per week. With Neoship Plus, you can ship through USPS. If you prefer to use multiple carriers and shop their rates based on the fastest delivery or lowest cost, there is an option to upgrade to Neoship Advanced.

If your shipping volume is more than 50 shipments per week, you can use a software solution for mailrooms and large mail centers, such as Quadient’s S.M.A.R.T. Such software usually has expanded functionality and provides reports, email notifications about the status of your shipment, expenditure accounting, etc.

Save Money

No more guessing.

Postage meters and postage systems include a scale that accurately measures the weight and size of your letter or package, so you’ll never overpay for postage again.

And, because you’re using a shipping machine for your small business, the USPS will give you a discounted rate vs. what you would have paid if you bought your stamps at a post office retail location.

With a postage meter or mailing system, your small business can expect to save between 6% to 20% on the cost of stamps.

Save time

Having a postage meter or postage system means you’ll no longer have to make trips to the post office to purchase stamps, saving you valuable time that you can devote to other areas of your small business.

Track your expenses

The first step to getting a handle on how much shipping is costing your small business each month is to track your spending.

Some postage meters and mailing systems include software that automatically does this for you so you can compare your shipping costs month to month and track your spending by department.

Promote your brand

A bonus that comes with shipping machines like postage meters and mailing systems is the ability to print your company logo or marketing message along with the postage on your letters and packages.

You cannot buy a shipping machine for your small business. To help prevent postal fraud, the USPS does not allow it.

Instead, you will have to lease a postal meter or mailing system from an authorized dealer.

A basic shipping machine for a small business will cost approximately $20/month to lease while a high-volume mailing system can cost as much as $1,000/month.

Generally, small businesses pay somewhere between $20 to $200 a month to have a shipping machine that meets their mailing needs.

Most lease agreements are for 1 or 2 years and include basic maintenance and repairs if required.

To pay for the postage that you use, you prepay funds onto the shipping machine via an online account. Every time you purchase postage using your shipping machine, the amount of the postage is deducted from your account.

Mailing supplies is another cost you will need to account for. This can include ink cartridges, self-adhesive labels, envelope sealing solution, and envelopes.

The primary way shipping machines are differentiated from one another is by how many pieces of mail they can process in a minute (PPM).

• 20 to 40 PPM
  • A postage meter
  • Ideal for a small business that sends out 15 to 30 pieces per day
  • Mail pieces are hand-fed into the postage meter
  • Scale can handle mail weighing up to 10 pounds
• 100 to 200 PPM
  • A postage meter
  • Ideal for a small business that sends out 30 to 200 pieces per day
  • Automatic feeder
  • Scale can handle mail weighing up to 15 pounds or more
• 200 to 350 PPM
  • A mailing system
  • Ideal for a small business that sends out 200 or more pieces per day
  • Automatically measures, weighs, rates, feeds, seals and stacks mail
  • Scale can handle mail weighing up to 150 pounds or more
  • Comprehensive software

Before you start kicking the tires on a shipping machine, start by assessing what your small business’s needs are.

Every business is different, so to help you zero in on the postal meter or mailing system that’s right for your small business, here are some questions to consider:

1. What is the biggest issue you are hoping to solve by getting a shipping machine?
2. What is your current mail volume?
3. What is your anticipated mail volume going forward?
4. What percentage of your mail is letters and postcards?
5. What percentage of your mail is packages?
6. If you do mail packages, what is the range of sizes?
7. What matters more to you…price? Or speed?
8. How much can you afford to spend each month on a shipping machine and the necessary supplies?

Additional savings on the purchase of your postage meter or mailing system could be there for the taking, but if you don’t ask, they may not come up.

Don’t be shy. When speaking to a rep about a shipping machine for your small business ask them if they offer:

• Incentives for new customers
• Price matching
• Promotional pricing on certain models
• Deals on demo or re-conditioned models
• Bundle packages that include the shipping machine and the supplies you will need

If you’re looking to reduce mailing costs and save on valuable time and resources, a shipping machine for your small business could be the solution.

Take the time to do the necessary analysis of your current situation and consider what your future needs will be.

Armed with this information, you’ll be able to make an informed decision and implement a postage meter or mailing system that will streamline your mailing process and have a positive impact on your shipping budget.