Streamline mail processing with a folder inserter

If you run a business that relies on sending customer communications, you understand the importance of an efficient and accurate post-processing system. Letter folding and inserting machines, known as folder inserters, can streamline outgoing post-processing operations and save time and money.

In this article, we'll explain what folder inserters are and how they work. We'll also cover the different types available and the cost savings that can be achieved using one.

Folder inserters are machines that automatically fold and insert documents into envelopes. They are designed to handle a high volume of posts and are commonly used in businesses that regularly send invoices, statements, and other transactional documents. Using a folder inserter can save valuable time and reduce the risk of human error associated with manual folding and inserting.

First, feeders are loaded with stacks of paper documents (i.e., statements) and inserts (i.e., reply and carrier envelopes). The machine then automatically feeds sheets and inserts documents that belong in the same carrier envelope. Next, the materials are collated and folded using a fold type compatible with the carrier envelope's format.

In the meantime, an empty carrier envelope with the flap open is fed into the system and transported to the inserting area. The materials are then inserted into the waiting carrier envelope, which is then sealed if programmed to do so.

Finally, filled carrier envelopes leave the machine through a catch tray, side exit, or stacker. This process streamlines post-processing and reduces the need for manual labour while ensuring that each document is accurately folded and inserted into the correct envelope.

Different types of folder inserters are available, depending on the volume of post you need to process. Here are the most common types:

• Single-sheet feeders - Ideal for small to medium-sized businesses that process a low volume of post. They are designed to fold and insert a single sheet of paper into an envelope.
• Multi-sheet feeders - Suitable for businesses that process higher volumes of post. They can fold and insert multiple sheets of paper into an envelope.
• High-volume envelope feeders - Designed for businesses that process a large volume of post. They can fold and insert multiple sheets of paper into an envelope at a high speed.

Manual folding and stuffing of documents and envelopes is labour-intensive and often requires multiple employees. Using a folder inserter, one person can get the job done in a fraction of the time, increasing productivity and reducing labour costs.

Manual folding and stuffing are not secure processes, and error rates are often higher than expected. This can lead to documents being sent to the wrong recipient, resulting in damage to the company’s image, customer dissatisfaction, delays in cash collection, or even compliance violations under GDPR and the UK Data Protection Act 2018. A folder inserter ensures accuracy and mitigates the risks associated with manual folding and stuffing, especially when paired with intelligent mailing software. 

Efficient processing of statements and invoices is crucial for improving cash flow. The faster bills enter the post stream, the quicker payments are received. As such, a folder inserter helps expedite business-critical post jobs, especially transactional post.

Lastly, mail pieces assembled by a folder inserter contain documents that are crisply and precisely folded together. Inserts are nested, making the package easy to remove. This helps produce more professional-looking post, which can ultimately improve the company’s image and reputation.reputation.

Using a folder inserter can help you save money in several ways.

1. Reduce labour costs - Automating the folding and inserting process reduces the need for manual labour and saves on labour costs.
2. Increase productivity and efficiency - Folder inserters can process post faster than manual processing, resulting in increased productivity and efficiency.
3. Lower overhead expenses - Streamlining your post-processing can reduce overhead costs associated with manual processing, such as office space, equipment, and supplies.

When choosing a folder inserter, several features should be considered to ensure that the machine meets the needs of your business. Here are some of the key features to consider:

1. Speed: The speed of the folder inserter is an essential factor to consider as it determines the number of envelopes the machine can process per minute. The speed required depends on the average post volume your business needs to process per month.
2. Envelope format: Consider the envelope formats the folder inserter can process. Some machines can handle multiple formats, while others are limited to a specific size. Ensure the machine you choose can handle the formats your business uses.
3. Folding capabilities: Different folder inserters offer varying folding capabilities. Some can fold documents in multiple configurations, while others have limited options. Consider the types of documents your business needs to fold and ensure the machine you choose can handle them.
4. Feeder capacity: The feeder capacity is the number of documents that can be loaded into the machine simultaneously. A larger feeder capacity can reduce the frequency of machine refills, thus increasing productivity.
5. Job memory: Some folder inserters have job memory capabilities, which allow you to store up to 50 frequently used jobs. This feature can save time and reduce the chance of errors when setting up a job.
6. Ease of use: Consider how easy the machine is to operate. A user-friendly machine can be operated by most anyone in the business.
7. Maintenance: Consider the machine's maintenance requirements. Some machines require more maintenance than others, and the cost and frequency of maintenance should be factored into the decision-making process.

Quadient letter folding and inserting machines simplify post-preparation, regardless of your business's size. Our broad range of document handling solutions is available in low, medium, and high volumes to meet various needs, providing high productivity and reliability.

Folder inserters are an essential tool for businesses that rely on post-processing. Streamlining the process of folding and inserting documents into envelopes saves time, reduces costs, and maintains document security. When choosing a folder inserter machine, consider the size, weight, and number of pages of the post pieces you need to process, as well as the speed and capacity of the machine. With the help of a folder inserter, you can eliminate mundane, repetitive tasks like stuffing envelopes, improve the efficiency and accuracy of your post-processing system, and focus on growing your business.