My Apple Is Not Your Apple – 5 Considerations When Comparing Mail Machines

By Paul Johnson, President Complete Mailing Solutions

We often come across companies who obtained new postage meter machines that they thought fit their needs only to find out they did not perform as expected or there were costs were higher than expected.

Decisions are often made based on the monthly rental or lease fee alone. However, you need to understand the total cost of operating a mail machine. There are 5 key areas to consider when comparing mailing machines:

Magnifying Glass with $ sign small
1. Equipment
2. Pricing / Fees
3. Postage – Funding / Managing
4. Customer Service – Training / Problem Solving
5. Supplies

Let’s take a look at each area.

    1. Equipment

The primary decision you’ll make is which mail machine best meets your needs. Consider:

      • Mail Volume

Consider daily/weekly/monthly/seasonal mail volumes. Your mail machine should easily handle your highest volume needs – don’t expect a low volume mail machine to handle heavy volumes.

        • Manual vs. automated feeding – The more automation during feeding, the faster mail can be sealed and imprinted with postage. Automation can reduce processing time up to 36%.
      • Types/Handling of Mail Piecesmail machine
        Consider the types of mail pieces you use – standard, oversized, flats, thick?

        • If you mail large pieces, be sure to get a wide deck so mail transports smoothly.
        • If you have a variety of mail pieces, look at differential weighing. Depending upon the type of differential weighing you can reduce the time to affix postage by 100%.
      • Accounting
      • Determine whether you will need to chargeback postage to internal departments or clients.
    1. Pricing / Fees

You’ll be living with your mail machine for many years so know what your costs will be.

      • Lease/Rental Fee
        Beware of low monthly rates. Vendors often increase the price up to 25% each subsequent year. CMS’s leases remain unchanged through the life of the lease.
      • Postage Feeshand held calculator
        Charges to reset (add) postage onto your machine (initially and over the life of the lease) can add up.
      • Maintenance
        Our most satisfied customers have a Preventive Maintenance program as part of their lease to ensure limited/no down-time.

If you opt out of a maintenance program, understand service charges (this can be a flat or hourly rate and include a trip charge and mileage fee).

    1. Postage – Funding, Managing
      • Funding
        Funding your postage account is generally available via:

        • Check – can take up to 10 days for postage funds to be available
        • ACH Debit Transfer – allow up to 48 hours for postage funds to be available
        • Line of Credit – postage funds are available immediately

        Costs vary for each of these options. Call CMS for more information.

      • Managing
        Online tools provide account visibility, invoice payment options and reporting. This is an invaluable time-saver.
    2. Customer Service – Training, Problem Solving

Support after the installation of your postage meter machine is critical.

      • Training
        Who (if anyone) will install and provide training on your new postage meter machine?
      • Questions and Problems
        • Is there a local resource providing help with problems or must you call a national (or international) Help Desk?
        • Will service be handled locally or remotely?

Complete Mailing Solutions (CMS) is a local resource providing training and personal help every time you call. We answer all your questions and resolve problems to save you time and frustration.

    1. Supplies

Supplies costs are generally not considered. Vendors often offer low monthly equipment rental/lease fees but have high supply costs.

You should compare:supplies

      • OEM (Original Equipment Manufacturer) vs. recycled cartridges
      • Low vs. high capacity cartridges (number of impressions for each)
      • Average shipping costs

There can be up to a 29% difference in the price of ink alone, depending upon the manufacturer.

CMS offers OEM supplies exclusively to ensure highest performance on your mail machine. We ship locally, which keeps costs low.

These are just a few areas to consider. Comparing apples and apples when considering different mail machines/manufacturers can uncover hidden costs. Use our comparison list to help: Mail Machine Comparison Checklist.

Need help finding the best mail machine solution for your business? Avoid the frustration of committing to equipment that is not want you want or need. Call us today – 303-761-0681.