The Ul�mate Postage Meter Buyers Guide
Why FP?
Plugged into over 230,000 mailrooms worldwide, FP Mailing Solu�ons is the fastest growing mail machine systems company in the U.S. Real people. – With over 1,100 employees, FP provides all of our customers with a dedicated customer service team located in the U.S. Simple processes. – FP invests in research and development in order to con�nue to provide our customers with the simplest of solu�ons. FP is the leader in mailroom technology, being the first postage meter company to introduce a digital and USPS® IMI Compliant meter. Mailing solu�ons. – With over 90 years of experience, and opera�ons in over 40 countries, it’s easy to see what makes FP Mailing Solu�ons the industry expert in mailroom solu�ons and technology.
Introduc�on to Postage Meters In the U.S. there are only three primary companies authorized to offer postage meters. Each company offers different products, customer experience, and terms & condi�ons. It can be confusing. This document will help you iden�fy the best postage meter for your business.
Postage Meter Benefits If you regularly send more than a few envelopes, you can save �me and money by automa�ng your postage with a postage meter.
TIME
Faster than s�cking stamps, a meter automa�cally calculates rates and prints postage. Many meters can seal your envelopes as well.
MONEY
Get access to postage discounts, and never apply more postage than necessary.
CONVENIENCE
No need to go to the post office to buy stamps.
BRANDING
Put a professional big-business image on your envelopes with the metered imprint. Add your logo and a special message.
Postage Meter Features Postage meters vary in features and capacity, depending on the manufacturer and model. We’ll cover the following features in more detail:
• Envelope Feeding Type • Moistening & Sealing • Processing Speed & Produc�vity • Scale • Accounts • Postage Refilling • Ink Yield & Cost • Style & Size • Payment Plans • Costs
Envelope Feeding Type There are three ways to insert (feed) envelopes into the postage meter:
MANUAL
Insert envelope, print, remove envelope by hand. Best for low volume small business.
SEMI-AUTO
Insert envelope by hand, machine grabs and prints one-at-a-�me. Best for low-to-medium volume small business.
AUTOMATIC
Load a stack of envelopes in the feeder, machine grabs and prints in batches. Best for medium-to-high volume mailing.
Moistening & Sealing Nobody likes licking envelopes. Wouldn’t you like the machine to seal your envelopes? That makes processing mail faster and more enjoyable. Some postage meters have the ability to moisten and seal envelopes automa�cally. Some only moisten, leaving you to press and seal the aps manually. The more mail you run, especially if you run large batches, the more useful this feature will be.
Processing Speed & Produc�vity Postage meter manufactures state processing speed in Le�ers Per Minute (LPM)or Pieces Per Minute (PPM). Entry-level meters start at about 17 LPM. But there are many other factors that determine how fast you can get the job done—your meter produc�vity.
Postage Meter Produc�vity Factors •Ease of use / controls (e.g. touchscreen vs bu�ons) •Type of envelope feeder (manual, semi, auto) •Weighing op�ons (e.g. differen�al, dynamic weighing) •Simple/fast mail class selec�on •Input and output tray capaci�es •Jam-free opera�on •Processing speed (LPM)
Scale Scales weigh envelopes and packages, allowing the machine to automa�cally calculate postage based on mail class, des�na�on and weight. Integrated (built-in) scales range from 2-15 pounds maximum weight. Get a scale that accommodates the weight of the largest package you regularly ship. Differen�al Weighing Differen�al Weighing helps you quickly process a stack of varied-weight envelopes. Place the stack on your scale. Each �me you move an envelope from the scale to the postage printer, the scale determines the envelope’s weight by calcula�ng the difference a�er removing the envelope. Only some meters offer Differen�al Weighing.
Accounts Make your accountant happy! Assign single mail pieces or batches to specific accounts. These accounts can be departments, clients, or any other organiza�onal division. Your monthly reports will group postage transac�ons by account.
Repor�ng
Although all postage meters can output rudimentary postage transac�on reports, you may need more comprehensive repor�ng to sa�sfy your accoun�ng folks. If this is important, be sure to ask your sales rep about reports, including op�onal so�ware that connects to the meter.
Postage Refilling Postage meters store postage (a form of U.S. currency) on Postal Security Devices (PSD). Your PSD is an inaccessible box inside your meter. Meters download postage via the Internet. This is most o�en a wired LAN cable in your company’s network. Some meters can connect wirelessly via WiFi. Meter vendors offer a variety of ways to replenish your postage account, including check, credit card, ACH, direct debit, and debit on demand.
In the old days, you would take your meter to the post office, pay and load postage, and return to your office. These days, you load postage onto your PSD by connecting your meter to a network and downloading postage electronically from an account set up by your postage meter vendor.
BE AWARE OF: Transac�on fees for downloading and/or billing postage.
Late fees for being late in paying off credit accounts that fund postage accounts.
Ink Yield & Cost Before commi�ng to a contract, consider how much ink will cost you over the long term. Ink yields (es�mated impressions per cartridge) and cartridge costs vary widely among manufacturers and models.
To compare “apples to apples”, go beyond simple cartridge cost and calculate Cost per Impression.
CALCULATE COST PER IMPRESSION
Compare ink cost by calcula�ng Cost Per Impression. Divide cartridge cost by es�mated yield. For example: Cartridge cost: $200 Es�mated yield: 20,000 impressions Cost Per Impression: $0.01 (200/20,000)
Style & Size Your postage meter will be a prominent permanent resident of your office space. Make sure it fits in with its look and physical dimensions.
COLORS Some postage meters are available in different colors. Most don’t give you a choice. If colors are important to you, don’t forget to ask about op�ons.
Payment Plans Postage meter contracts vary by seller, which may be manufacturerdirect, or through a manufacturer’s reselling dealership. You may find separate arrangements/terms for the Postal Security Device (PSD), postage meter machine, postage, and supplies. Typically, mailing systems are rented or leased, not purchased (you cannot purchase a PSD). Terms range from 1-5 years, with longer terms usually resul�ng in lower payments. Even when monthly rates are quoted, rental or lease payments are usually billed quarterly. (The PSD unit may only be rented, per USPS® regulations.)
Costs Postage meter contracts may commit you to costs and fees beyond just a monthly payment. Standard Contract Costs:
Addi�onal Fees: (to watch out for)
• Postage meter equipment rental
• Postage download fee (reset, teleset)
• Postal Security Device (PSD) rental
• Late payment fees
• Ink cartridges
• Insurance / Protec�on program
• Service agreement
• Equipment shipping & handling • Annual price increases • Early termina�on fee • Repair travel fees
BE AWARE OF: Hidden Costs Postage meter company sales reps may downplay or omit costs to convince you to go with their company.
Be vigilant and thorough in evalua�ng contracts, terms and condi�ons.
Indicia Technology
In 2012, the post office published that all newly approved postage evidencing systems (postage meters) must be IMI to serve as evidence of metered postage. IBI (Informa�on-Based Indicia) - legacy The indicia based meter was first introduced in 2000. IBI is a 2D barcode used for postage meter machines in order to iden�fy the metered postage. IMI (Intelligent Mail Indicia) - current standard In 2015, the next genera�on of metered indicia technology was introduced to the marketplace. IMI s more secure and meets current USPS standards.
IBI vs. IMI IMI
IBI
Current USPS® Standard
Yes
No
Security FIPS 140-2
Yes
No
72 hours
90 days
Postal Connect High Speed Connection Detailed USPS® Data Upload
Yes
Yes
LAN or WiFi
dial-up option
Yes
No
Why IMI? Always Be Up-to-Date IBIP (Information-Based Indicia Program) With IMI, your postage meter automa�cally connects and receives updates at least every 72 hours. IBI must only connect every 90 days. If your meter fails to update during a postal rate change, it can be weeks un�l you can download the updated postage.
More Secure. The Na�onal Ins�tute of Standards and Technology (NIST) announced that IBI no longer meets their standards for security. However, IMI does. With IMI you can be at ease knowing your informa�on is at the highest level of security.
Thank You! We hope you found this informa�on useful. Postage meters come in a bewildering variety of sizes, speeds, and func�ons. The postage meter sales rep can help you define your mailing requirements, which will determine what kind of machine and accessories will best match your business. Entering into a postage meter agreement is an important commitment and can be more complicated than you think. Make sure you understand the expected costs & fees and terms & condi�ons before signing the contract.
Email comments and inquiries to marke�ng@fp-usa.com. The Ul�mate Postage Meter Buyers Guide is an offering of FP Mailing Solu�ons, Addison Illinois, USA. Disclaimer: This document is provided for general informa�on purposes only. Any ac�on taken based on the informa�on provided is the responsibility of the reader. FP Mailing Solu�ons assumes no responsibility for any consequences arising from use of the informa�on provided herein.
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