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Benefits of buying a postage meter - is it right for you?

Postage meters are de rigueur for larger mailrooms: the efficiency gains alone make upgrading an obvious choice. It's more of a question for smaller businesses: at what point is a postage meter worth the extra expense?

One way to judge is by the amount you spend in postage. If you regularly spend more than $40 or $50 a month on stamps, you're a good candidate for upgrading to a postage meter. Below that, you should consider either sticking with traditional stamps or using online postage.

There are several important benefits to using postage meters instead of stamps. If any of these are important to you, it might be worth switching to a meter regardless of your monthly volume.

• Save time. This is the most important benefit for most businesses. First, fewer trips to the post office for you or your employees can mean significant time savings, particularly if the lines at your post office are anything like the those we're familiar with. In addition, if you choose a more complete mailing system, with an automatic feeder, sealer, and stacker, the time it takes to prepare even large mailings will drop dramatically. This time savings is directly translated into cost savings due to the productivity boost you can see.
• Save money with exact postage. People sometimes approximate the correct postage when sending packages with stamps, just making sure that there's more than enough to cover the cost of the mailing. Especially in combination with a digital scale, a postage meter can lead to much more accurate postage. In high-volume mailing environments, being more accurate can result in a noticeable monthly savings.
• More professional appearance. When you set up your account with the postage meter supplier, you'll be able to add your logo to the indicia that gets printed on each envelope. This can make your mailing look more professional at no cost to you.
• Better expense tracking. Many postage meters allow you to set up accounting codes that help you track who's using your meter and for what. Each individual can have their own code, or you can assign codes based on your clients or projects. Every time the meter is used, the cost of the postage is assigned based on the code that's entered.

A benefit that may or may not be appealing is the increased security of postage meters. Stamps can be stolen, but in most cases you won't be responsible for the cost of mail sent with a stolen postage meter.

Finally, a hard-to-measure but important benefit of postage meters is the increased satisfaction of your staff. While most employees may not have to deal with weighing, sealing, and stamping, those that do will be a whole lot happier once you upgrade to a postage meter.