Postage meter machines: benefits, fees, and how they work

A Postage Meter (also called a Postage Machine, or Meter Service) is a large table-top printing machine that prints postage onto envelopes and/or the labels that you place on your packages. The machine also includes a scale for you to weigh your mail. Once your mail has been weighed, the exact price of postage is calculated for shipping. This prevents over-paying on postage.

Modern postage systems have the advantage of digital connectivity in addition to efficiency. With access to the internet and local networks, postage meters can access information, facilitate transactions, and share data with businesses’ accounting and analytics applications. This allows businesses to stay on track with which departments are spending the most on postage.

When mail is ‘metered’, it means that a stamp has been applied directly onto the envelope or package. This is what’s called the metering process. This stamp (or postage impression) shows official approval that the mail has been paid for in advance. It also means that the sender does not need to apply a traditional postage stamp. The metered stamp may include a customized image such as the sender’s business logo.

• Lower per-piece postage: Access discounted pricing rates on every letter, save up to 24% compared to standard retail postage.
• No more overpaying: The built-in scale calculates precise postage every time, preventing overspending.
• Fewer post office trips: Weigh, print, and send metered mail from your workspace; no need to stand in line for stamps.
• Cost control & reporting: Track mailing activity by department and access detailed spending reports from one centralized account.
• Professional branding: Add your logo or tagline to envelopes for a consistent, professional brand image and custom logos.
• Bulk & commercial discounts: Take advantage of special metered mail and commercial rates for high-volume mailings.

*Note: each time a sender sends mail in bulk from a particular post office, they need to pay an annual fee. It’s best that senders choose one post office for the year.

In the United States, you cannot purchase a postage meter. Individuals and businesses hoping to get a postage meter must lease one from an authorized supplier. Since postage is a form of currency, it is liable to fraud.

There are five suppliers that are authorized to lease postage meters. These are: Quadient (formerly Neopost), Pitney Bowes, FP Mailing Solutions, Hasler Inc., and Data Pack Mailing Systems.

Postage meters are typically signed out for a one- or two-year contract. Rental fees are paid monthly. The average rental fee is between $20 to $50 USD for basic postage meters. For more advanced machines, the average rental fee can exceed $200 USD per month and go all the way up to $1,000 USD per month.

In addition to the monthly rental fee, there is a yearly fee of $200 USD to license the postage meter. Once the rental fee and the yearly leasing fee are covered, users will need to pay for ink and paper.

The cost that a user will spend on postage will depend on the size and weight of the mail that the user wishes to send, as well as the postage class that the user selects. Users may also have to pay for maintenance and repair fee.

A modern postage meter makes mailing fast and effortless. Once set up, the machine handles every step; from weighing and calculating postage to printing and tracking - so you can process mail efficiently without leaving your desk. By automating repetitive tasks and ensuring precise postage on every item, a postage meter helps your team save time, cut costs, and maintain consistency across all outgoing mail.

1. Weigh your mail: Place envelopes or packages on the integrated digital scale to determine precise weight.
2. Select mail class and date: Choose your desired postage class (First-Class, Priority, etc.) and mailing date directly on the touchscreen.
3. Print postage: The machine prints the approved postage, business logo, or marketing message directly onto your mail or adhesive label.
4. Seal and send: Once printed, simply drop your mail in a collection box or schedule a pickup—no post office visit required.

Behind the scenes, every postage meter connects securely to postal servers to download the latest rates and track postage usage in real time. This means your mail is always priced accurately, and your team can access detailed reports to manage costs with confidence. Whether you’re sending daily invoices or high-volume mail campaigns, a Quadient postage meter streamlines the process from weighing to delivery, helping your business stay efficient, professional, and connected.

Is a postage meter right for you?

A postage meter isn’t just for large mailrooms; it’s a practical tool for any organization that sends mail regularly. Whether you’re managing customer invoices, marketing materials, or fulfillment communications, a postage meter can streamline your mailing process and make every envelope count. Consider leasing a postage meter if your business:

• Sends frequent mailings (invoices, statements, or promotional materials).
• Needs professional, branded envelopes that build customer trust.
• Wants to reduce postage costs and simplify expense tracking.
• Values time savings and less administrative overhead.

If your business sends only occasional mail, standard stamps or online postage tools may still meet your needs. But for teams managing ongoing mail operations, a postage meter quickly pays for itself.

Postage meter vs. traditional stamps: side-by-side

• The quantity of mail you can meter is optional – the sender can decide between stamping mail individually or in large volumes.
• Using Postage Meters reduces the chances of fraudulent charges occurring by removing cash and check payment methods. Postage is securely paid pre-shipping via one pre-funded account balance.
• Postage is refillable on demand so users don’t need to worry about running out of postage in high mailing periods. The system also monitors ink usage and can place orders before ink runs out.

As e-commerce continues to soar, and many people continue to work from home, it’s in business’s best interest to simplify their shipping process. Pivoting from the traditional stamp method to metered mail will remove obstacles, and save money and time spent waiting in line at the post office.

You can learn more about the frequently asked questions for postage meters in our learning hub.