This leads the business to two major choices with regards to out-going mail. They are a traditional stamp, or investing in a postage meter. Each offers its merits and advantages. Considering your business's size, amount of mail generated, and its workflow, though, one option may present considerably more value added than the other. Let's break it down and help decide which fits best for your operation.

What is a Postage Meter?

A digital postage meter is a machine sanctioned by the USPS that applies postage directly onto mailpieces or adhesive strips. It's really a small mailing machine that allows you to weigh, calculate, and print postage on-site—without having to dash off to the post office.

Pros and Cons: Postage Meters

Pros:

  • Convenience: Print postage directly from your office 24/7 no more post office runs.
  • Professional Look: Meters print crisp, branded postage, which can give your envelopes and packages a professional appearance.
  • Time Savings: Weigh and calculate postage precisely in seconds, fewer errors and reduced return mail.
  • Discounted Postage Rates: USPS commonly presents meter users with commercial rates not offered on stamps.
  • Tracking and Reporting: Several meters have comprehensive reports to track postage expenditures by department or project.
  • Cost: Meter leasing has monthly rates, service plans, and, occasionally, cost of supplies (such as labels or ink).
  • Learning Curve: Employees could require training on how to utilize the machine correctly.
  • Maintenance: Periodic maintenance or updates to software are possible. 

Pros and Cons: Traditional Stamps

Pros:

  • Low Barrier to Entry: Simple to purchase and use—just stick and mail.
  • No Ongoing Costs: You simply pay for stamps used; there are no rent or maintenance costs.
  • Accessibility: Found at almost any grocery store, post office, or online.

Disadvantages:

  • Time-Consuming: Applying individual stamps to a large quantity of mail is time-consuming and prone to error.
  • Inflexibility: You could overpay or underpay if you do not know the right postage on items of irregular sizes or weights.
  • No Tracking or Reporting: It is difficult to track postage expenses or control budgets with stamps.

When to Select a Postage Meter?

A postage meter typically makes more sense if your business:

Send 100+ mailpieces per month.

Frequently sends invoices, marketing pieces, or packages.

Must track postage costs by client, department, or project.

Hopes to look more professional with branded or printed envelopes.

When to Keep with Stamps?

Stamps are an intelligent option if your business:

Sends fewer than 50 pieces of mail each month.

Doesn't require weighing irregularly-shaped packages.

Likes a pay-as-you-go approach.

Seldom concerns itself with bulk mailings or deadlines.

Last Word

If your company deals with a steady volume of mail, a postage meter will pay for itself over time, saving you money, time, and headaches. For small companies that only have to mail from time to time, stamps are an easy and affordable solution.

Finally, the correct choice depends on volume, efficiency, and what you're willing to pay for automation. Take a moment to perform a quick cost-benefit calculation based on your typical monthly volume of mail—you'll be surprised at how soon a postage meter can recoup its cost.