A franking machine – what does it do?

They can also print company logos and messages, enhancing the professional appearance of their business correspondence.

How does a franking machine work?

If you send just 10 letters or more per day, a franking machine can save you money on your post. Royal Mail actively encourages the use of franking machines by offering discounted postal rates to franking machine users. With the relatively recent introduction of Mailmark™ indicia franking machines, Royal Mail decided to offer large mailers and businesses guaranteed discounts for volume postings. As a result, franked mail is and will always be cheaper than stamps.

A franking machine is an advanced device that streamlines and simplifies preparing and dispatching mail for businesses. A franking machine determines the correct postage price by weighing the item to be posted and applying the weight, class and destination of the mail piece to a pre-determined tariff to calculate the cost of postage. The franking machine then prints the correct postage directly onto the mail piece, thus preventing overpayment, and deducts the cost of postage from an associated postage account. The funds for postage are securely stored on the franking machine and are topped up via the Internet.

Before using a franking machine, it needs to be correctly set up. Franking Sense® will do all of this for you. This involves:

• Licensing the Franking Machine: Every franking machine is licensed by Royal Mail for use at a business’s specific address.
• Installing the Franking Machine: The franking machine can be positioned in a convenient spot within your office. A power and internet connection are all that is required. wi-fi connection is also an option.
• Connecting to Power and Internet: The machine is connected to a power source and the Internet either via an Ethernet connection of wi-fi for updates and postage rate downloads.
• Loading Funds: Your purchased postage funds will be loaded onto the franking machine through a secure online account.

What a Franking Machine Does

• Weighing and Calculating Postage: Franking machines accurately calculate the postage required for each item, ensuring correct payment. Simply place the letter or package on the machine’s integrated or external scale and the franking machine will weigh the item and calculate the postage using the latest rates, which are regularly updated based on the weight, class and destination of the mail you are sending.
• Printing Postage: The machine prints the postage directly onto the mail or, for thicker postal items, adhesive labels. This includes all necessary postal information, eliminating the need for traditional stamps.
• Tracking Postage Use: Many franking machines can access optional software to track postage usage, providing detailed reports on the amount of postage used. This feature is beneficial for budgeting and accounting purposes.

A franking machine is a cost-effective and convenient tool for any organisation that regularly sends mail, as it simplifies the mailing process, offers cost savings, and enhances the professional appearance of correspondence. Understanding the operation of a franking machine can help businesses maximise the benefits of this efficient mailing solution.

• Royal Mail Authorisation: A franking machine must be approved and licensed by Royal Mail and supplied by an authorised franking machine supplier to ensure it meets the necessary standards and regulations. This approval process ensures that the machine accurately calculates postage and complies with postal service requirements and that the franking machine supplier is bona fide.

Usage Guidelines

• Compliance: Businesses using franking machines must adhere to guidelines set by Royal Mail. This includes correct usage, ensuring the machine is regularly updated with the latest postage rates, and that the printed postage is clear and legible.

Operational Integration

Postage Rates:

• Up-to-Date Rates: Franking machines are regularly and automatically updated with the latest Royal Mail postage rates. This ensures that businesses pay the correct postage amount for their mail, avoiding underpayment or overpayment.

• Discounted Rates: Royal Mail offers discounted postage rates for mail processed through franking machines compared to traditional stamps, providing cost savings for businesses. There are also volume-related discounts available for companies who send over 250 letters of the same size and class via franking machine.

Mail Acceptance

• Designated Posting Points: Mail franked on a franking machine can be posted in designated Royal Mail franked mail post boxes or handed in at post office counters. There are also specific Royal Mail collections for franked mail to streamline the process, which is free when you send over £17,000 per annum through a franking machine.

Financial Transactions

Loading Postage Funds:

• Online Accounts: Businesses purchase postage funds through secure online accounts, which are then loaded onto the franking machine. This ensures that funds are securely managed and transactions are recorded.

• Pre-Payment: The franking machine stores these funds and deducts the appropriate amount each time mail is processed, ensuring a seamless financial transaction.

Reporting and Monitoring

Usage reports:

• Detailed Reports: Many franking machines provide detailed reports on postage usage, which can be useful for budgeting and accounting. These reports can help businesses monitor their postal expenses and ensure they remain within budget.

• Royal Mail Audits: Royal Mail may conduct audits to ensure that franking machines are being used correctly and that the correct postage is being applied.

Customer Support and Maintenance

Service and Maintenance

• Royal Mail authorised third-party providers offer maintenance and support services under the regulations set by Royal Mail.

Cost Efficiency: Making Every Penny Count

Franking machines provide significant cost savings compared to traditional stamps. Royal Mail offers discounted rates for franked mail, which can bring savings, especially for businesses sending out large volumes of post. With the introduction of the Mailmark™ indicia in 2014, the lowest cost option for business mail, savings are guaranteed. Franking machines also calculate the exact postage required, eliminating the risk of overpaying or underpaying, ensuring every penny is accurately spent.

Unmatched Convenience: Simplifying Your Postal Needs

One of the standout benefits of franking machines is the sheer convenience they bring. No more running out to buy stamps or making frequent trips to the post office. With on-site postage printing, businesses can handle all their mailing needs directly from their office. Franking machines come equipped with scales that weigh your mail, determine the correct postage, and print it instantly. This not only saves time but also streamlines the entire mailing process.

Time Efficiency: Speeding Up the Process

For businesses that handle high volumes of mail, time is of the essence. Franking machines can process bulk mailings quickly, drastically reducing the time spent on postal tasks and freeing staff time. With some machines offering auto-feed systems, franking mail becomes a simple load-and-go operation, making mail runs a breeze.

Professional Appearance: Enhancing Your Brand Image

Franking machines allow businesses to present a professional image with every piece of mail. A franking machine can print customised logos, slogans, and return addresses directly onto envelopes, giving a polished and branded look. This not only enhances the professional appearance of your mail but also eliminates the need for expensive pre-printed envelopes.

Accurate Management and Tracking: Keeping Tabs on Your Spend

Modern franking machines have the option of software that tracks postage spending and usage. This enables you to track your budget. Detailed reports can help businesses manage their postal budgets more effectively, providing insights into departmental spending and enabling better financial control.

Flexibility and Security: Adapting to Your Needs

Franking machines are versatile, handling various mail types, from letters to parcels and international mail. They can be easily updated with new postage rates, ensuring compliance with current postal tariffs. Security is another significant advantage. With PIN protection and eliminating the need to store large quantities of stamps, the theft risk is considerably reduced.

Environmental Benefits: Contributing to a Greener Planet

In today’s eco-conscious world, every effort towards sustainability counts. Franking machines reduce paper waste by eliminating the need for paper stamps and envelopes with pre-printed postage. This small change contributes to a more significant positive environmental impact, aligning with the green initiatives many businesses strive to adopt.

Conclusion: The Smart Choice for Modern Businesses

In summary, franking machines offer many benefits over traditional stamps, making them an invaluable tool for businesses of all sizes. The advantages are clear, from cost savings and time efficiency to enhanced security and environmental benefits. Embrace the future of mailing and unlock the full potential of your business with franking machines.

Benefits at a Glance:

• Save Money: Benefit from discounted postal rates.
• Create a Professional Image: Customise your mail with logos and messages.
• Automate Accounting: Track spending and allocate costs effortlessly.
• Save Time: Speed up mail processing with automated systems.
• Ensure Accuracy: Ensure precise postage every time.
• Bolster Security: Protect your postage funds with PIN codes.
• Reduce Surcharges: Accurately price mail based on size and weight.

Franking machines are a wise investment for any business handling any amount of post. They offer cost efficiency, convenience, time savings, professional appearance, better management and tracking, flexibility, enhanced security, and environmental benefits. Choose a franking machine today and unlock a world of savings and efficiency for your business.

Types of Franking Machine

Franking machines come in various types, shapes and sizes, tailored to suit the different volumes and operational needs of businesses. Here’s an overview of the main types of franking machines available in the market and their suitability for different office environments:

Entry-Level Franking Machines

Ideal for small businesses with very low mailing volumes and no requirement for signed services. They are straightforward to use and typically have limited features, making them perfect for those companies that need to send mail but who do not require advanced functionalities or the full suite of Royal Mail services.

Mid-Volume Franking Machines

Designed for any business with regular mailing needs, these franking machines feature integrated scales and have a semi-automatic feeder to feed the post from left to right through the machine for fast processing. A mid-volume franking machine will also offer departmental accounting and the ability to store regular job shortcuts. With processing speeds from 40 letters per minute to 70 letters per minute, a mid-volume franking will handle the post of the busiest office.

High-Volume Franking Machines

Suitable for large enterprises with high daily mailing volumes or mailing houses, high-volume franking machines have high-speed automatic feeders, dynamic scales for processing mixed mail and a host of sophisticated features and options. These machines are built to handle significant workloads efficiently, making them ideal for large organisations with extensive mailing needs.

Key Features to Consider When Buying a Franking Machine

When choosing a franking machine, there are a number of features to consider to ensure it meets your business needs:

• Processing Speed: Measured in items per minute, crucial for businesses with high mailing volumes.
• Mail Volume Capacity: Indicates how much mail the machine can efficiently handle daily.
• Connectivity: Options like LAN, Wi-Fi, or USB to integrate with other office systems.
• Integrated Scales: Ensures accurate postage calculation based on weight.
• Label Printing: Ability to print postage on automatically or hand-fed adhesive labels for parcels or irregular-sized items.
• Reporting and Accounting: Tracks postage usage and provides detailed reports, beneficial for budgeting and cost management.

Choosing the right franking machine depends on your business’s mailing volume and specific needs. From low-volume compact models to high-capacity advanced machines, there is a franking machine designed to improve efficiency, accuracy, and professionalism in your mailing operations. By selecting the appropriate machine, businesses can ensure smooth and cost-effective mailing processes tailored to their operational requirements. We will help you to find the perfect franking machine for your mailing needs.

Paying for Postage on a Franking Machine

There are various ways to pay for your postage to send mail via a franking machine. Here, we explore three primary payment options: Pre-pay (Direct Debit), Credit Account, and Invoice, each with unique benefits to suit different business needs.

Pre-pay (Direct Debit)

The prepay option allows businesses to maintain a deposit balance, reflecting their typical monthly postage expenditure. This balance is prepaid and kept in the account at all times, ensuring funds are always available for postage downloads.

How does a deposit balance work?

On installation of your franking machine, your agreed pre-pay balance (the equivalent of a month’s postage costs) will be taken and downloaded to your franking machine so that you can begin franking immediately. The same amount is taken again and placed in your postage account ready to download instantly when funds are low on your franking machines.

Then, whenever postage is downloaded to your meter, the equivalent amount is directly debited from your account, maintaining the agreed deposit balance in your postage account. This system ensures that your franking machine never runs out of funds unexpectedly, providing a hassle-free experience.

Direct debit notifications

You will be notified by email each time a direct debit for pre-pay is collected. Additionally, a monthly postage statement detailing all your postage downloads during that period will be provided for your records.

Important information

It's crucial to note that prepaid funds can only be used for postage resets and not for other purchases, such as ink or envelopes.

Suitability for businesses: This method is ideal for businesses with predictable mailing volumes that prefer the security of a constant deposit balance. It ensures smooth and uninterrupted mailing operations.

Credit Account

A credit account functions similarly to a traditional credit card but without a physical card. It eliminates the need for upfront payments, allowing businesses to reset their postage meter to their credit limit as needed. Royal Mail is paid on your behalf as you refill.

Benefits of a credit account

• One monthly bill: Simplifies accounting by consolidating all postage expenses into a single monthly invoice.
• Improved cash flow: By deferring payment, businesses can retain their cash for longer, enhancing liquidity.

Suitability for businesses: This option is well-suited for companies with large or variable mailing volumes, for those seeking to optimise cash flow or where a direct debit arrangement is not available.

By Invoice

This method involves initially adding funds to your postage account with a purchase order, which will be used when the machine is installed. Once the initial funds are downloaded onto the machine, the account balance resets to zero, and an invoice for the agreed credit balance is issued to reset the account.

Key steps

1. Initial funding: Money is added to the machine during installation.
2. Account balance reset: Post-installation, the account balance will be zero, with all funds transferred to the machine.
3. Invoicing: An invoice for the agreed credit balance is issued to reset the account.
4. Ready to download: Funds can be downloaded from your account whenever the machine's funds are low.
5. Subsequent invoices: Additional invoices are only issued when further funds are downloaded.

Suitability for businesses: This payment method is perfect for companies that prefer a pay-as-you-go approach. It offers flexibility without constant deposits or credit accounts. It allows for efficient budgeting and tracking of postage expenses as they occur.

Choosing the correct payment method for your franking machine depends on your business's specific needs and mailing habits. Pre-pay (Direct Debit) ensures a constant balance and is ideal for predictable mailing volumes. A Credit Account offers flexibility and improved cash flow, perfect for businesses with variable mailing needs. The Invoice method provides a pay-as-you-go option, allowing for precise budget management.

By understanding these options, businesses can optimise their postage operations, ensuring efficiency and cost-effectiveness in their mailing processes. We can help you to make the right choice of franking machine postage account for your business.

So, you've decided you need a franking machine? Request a franking machine quote.