Postage Meter Rental Guide 2022

What is a postage meter

By Dan Barraclough | Updated: January 18 2021

Article at a Glance

  • Postage meters are only available to rent (not to purchase)
  • Leases typically last for between 12 and 60 months…
  • …and normally cost between $20 and $200 per month

There’s a hard way and an easy way to lease a postage meter.

The hard way is to sign a postage meter rental contract without doing enough research. Get the wrong product, and you’ll spend years regretting your decision.

The easier – and less costly – way is to spend time learning about the capabilities of different postage meters before you choose one. If you follow this approach, you’re sure to find a postage meter that makes mailroom management a whole lot easier.

Finding a postage meter system for the right price can be a time consuming process, but our comparison service does all the hard work for you. Click here to tell us a bit about your business, then postage meter suppliers that match your requirements will be in touch in a matter of minutes. It’s as easy as that!


Postage meters take the stress out of delivering direct mail to your customers.

Postage Meter Rental Companies

Before reaching out to suppliers, it’s worth clarifying exactly what you need a postage meter for.

The best machine is one that meets all your needs, but doesn’t exceed them. That might seem obvious, but some postage meter rental fees actually include hidden charges for not using your meter to its full potential.

Sensible questions to ask yourself include:

  • How much mail do you send on average?
  • What types of mail does this include (letters, postcards, parcels etc.)?
  • Do you need additional features? For example, the ability to print marketing messages on your envelopes?

The next step is to find postage meters that meet your requirements.

Renting from Pitney Bowes

Pitney Bowes has been in the postage meter business for nearly a century, but they still innovate like few others. You can find their machines in mailrooms all over the world. With an annual turnover of $5.3 billion, they’re a popular choice for big and small businesses alike.


Pitney Bowes lease all of their postage meters directly. Prices for low volume machines like the DM100 (20 letters per minute) start from around $20 a month.

If you order a Pitney Bowes postage meter online, you won’t have to pay anything upfront. That’s because every model comes with a 60-day free trial, which is plenty of time to see how it performs before you make a decision. And, if that decision happens to be a ‘no’, Pitney Bowes will even cover return shipping costs.

We Like

The monthly statement you receive that consolidates your lease and postage costs. It’s a small thing, but it makes it much easier to pay the two together.

Renting from Quadient (formerly Neopost)

Quadient’s advanced mailing solutions help thousands of customers to sort and send their mail.


Quadient’s postage meter costs start low, but rates for all but their most basic models are subject to your usage. Completing our short form is a good way to get an accurate quote for Quadient postage meters. They have options to suit every budget – from the compact IS-280 that fits on the end of a desk, to the weightier IS-6000.

We Like

Quadient’s detailed web reporting on postage usage makes it simple to track your spending. You can even filter it by department, time period and postal class.

Renting from FP

FP makes advanced postage machines for businesses of all shapes and sizes. The PostBase Series even comes in a variety of colors to match your office environment perfectly.


An entry level FP postage machine can be yours from around $20 a month. Most of their meters are for small and mid-sized businesses, but their enterprise level solutions, like the PostBase one, are excellent too. Find out more about pricing for these over the phone, or request quick quotes by completing our form.

We Like

FP’s easy account management system – you can handle the day-to-day stuff online, but their support reps are just a phone call away if you need them.

Renting from Data-Pac

DataPac might be the least established postage meter supplier on this list, but their machines are as dependable enough.


Data Pac doesn’t list prices on their website, instead choosing to tailor quotes to the individual business. One thing to be aware of is that their leases generally don’t include postage supply costs.

If you see a postage meter you’re interested in, fill in our short form to get matched with top suppliers.

We Like

Data Pac’s mailroom management software looks a little dated, but it gets the job done.

Can I Buy a Postage Meter?

If renting a postage meter sounds enticing, you might be tempted to buy one outright. Unfortunately, federal law regulates the creation of postage stamps, and the USPS is responsible for controlling the number in circulation at any given time. Since postage meters print postage, the USPS decides who can and can’t manufacture and sell them. As of 2021, they’ve only authorized a handful of companies to supply them in the US. In other words, if you want the benefits of a postage meter, renting one is your best – and only – bet.

Benefits of Postage Meter Rental

Spend Less on Direct Mail

We’ve all sent first-class mail with the United States Postal Service (USPS). But did you know that companies get generous discounts on postage just for using a postage meter?

In fact, it’s up to 6% cheaper to send a letter that you’ve stamped with a postage meter than to use the regular stamps you’d buy at a post office.

And, if you take into account the even lower rates for presorted mail, you can cut your total postage spend by nearly a quarter.

Save Time

In the time it takes one of your employees to weigh and add stamps to a package, your competitors are using postage meters to do the job a hundred times faster. It’s no wonder the average small business wastes up to a day each month on manual mail processing.

Postage meters also eliminate the need for regular trips to the post office. A typical machine includes built-in digital weighing scales and a system for topping up your postage balance online. It’s quick, it’s easy, and it frees your staff to focus on more valuable work.

Pay Accurate Postage

If you don’t have enough time to weigh each piece of mail, you’re not alone. Most firms rely on guesswork and shortcuts when it comes to applying postage to packages en masse.

But when you’re charged more because an item in your shipment exceeded the maximum letter dimensions for first class, it’s time to think about getting a postage meter. Postage meters calculate and print the correct amount of postage every time.

Protect Yourself From Rising Rates

The USPS raising stamp prices every year is about as safe a bet as the Earth orbiting the Sun. Fortunately, metered postage rates don’t increase nearly as often, thanks to rate protection guarantees.

.A rate protection guarantee is a rate freeze that applies to all mail you process with a postage meter. If you negotiate a guarantee as part of your lease, you can be confident that external events won’t impact your business case.

Track All Your Spending in One Place

Postage meters are internet-enabled, which means you can purchase postage online. It’s as simple as keying in an amount on the meter itself, or doing it through your supplier’s online portal.

There’s no more receipt paper trail to track, and postage management software means monitoring your monthly spend is much easier. Advanced reporting solutions are indispensable in large businesses sending lots of mail.

Prevent Fraud and Abuse

Postage management tools can help reduce fraud by letting you customize permissions and set spending caps. Pitney Bowes Inview software, for example, lets you set purchase authorization levels for different employees.

Cost of Renting a Postage Meter

Postage meter rental costs vary because there are several options and service levels to choose from.

Broadly speaking, prices start from around $20 per month for a basic machine like the DM100 from Pitney Bowes. For a larger machine, you’re looking at as much as $200 per month.

It’s worth bearing in mind that these postage meter rental prices exclude postage costs. The USPS sets postage rates, so they’re completely independent of the lease agreement with your postage meter supplier. The amount you spend on postage also depends on how much mail you send.

Potential Savings

If you rented a postage meter today, here’s how much money you’d save on postage over the course of your lease:

Lease Length
*Pieces of mail sent per month
(based on 1oz envelopes sent First Class at the 2018 retail rate of 50¢ per piece)
12 months
24 months
36 months
60 months

Next Steps

Securing the best price on a postage meter rental really comes down to two things; preparation and persistence.

With a bit of forethought, your postage meter will be worth thousands of dollars to your business. By the time your lease comes up for renewal, signing on the dotted line should be a no-brainer.

But it cuts both ways. A hastily signed agreement will do more harm than good if your needs increase later on and your postage meter can’t scale with your business.

In short, it pays to take time to ensure the agreement you choose is the right one for your firm.

Finding a postage meter system for the right price can be a time consuming process, but our comparison service does all the hard work for you. Click here to tell us a bit about your business, then postage meter suppliers that match your requirements will be in touch in a matter of minutes. It’s as easy as that!

Dan Barraclough

Dan’s a Senior Writer at Expert Market, specialising in digital marketing, web design, and photocopiers, amongst other topics.

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