5 Best Postage Meters for Small Businesses

Stack of old letters on a wooden bookcase

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With a USPS postage rates hike earlier this year, we understand it’s important that your business finds ways to save. Postage meters can help you with this, but with several options in the market, we understand that picking one for your business can be difficult.

To help you out, we researched the best postage meter companies in America and found the FP PostBase mini to be the best all-around postage meter for small businesses. Its small size and quiet operation means it can be installed in tiny offices — and even in a home setting if your business is based there — making us confident to recommend it to small post-reliant ventures.

What Are the Best Postage Meters?

These are the providers we recommend based on our research. Use our comparison tool to find the best service for your business

  1. FP PostBase mini – Best overall
  2. Pitney Bowes SendPro Mailstation – Best for customer support
  3. Quadient iX-1 – Best for ease of use
  4. Quadient iX-5 – Best for growing businesses
  5. Data-Pac EZ-Mailer – Best for heavy mail

In addition to the FP PostBase mini, we also found four other impressive postage meters in our research, one of which might better serve the needs of your small business.

If you’d like to know more about them, head to our ranking below. However, if you’d like to cut to the chase and quickly find the postage meter best suited to your business, try our free quote-finding tool.

Swipe right to see more
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FP PostBase mini

PB SendPro Mailstation

Quadient iX-1

Quadient iX-5

Datapac EZ-Mailer

Best for


Best for

Customer support

Best for

Ease of use

Best for

Growing businesses

Best for

Heavy Mail


$21.95 – $22.95









Why These Five?

We reached our ranking by testing these postage meters against a range of criteria such as usability, equipment size, letters per minute, and mail weight allowance.

1. Best All-Around FP PostBase mini

fp scorecard
FP PostBase mini
Pricing $21.95-$22.95/month
Quick overview
  • Speed: 17 LPM
  • Mail weight allowance: Up to 5lb
  • Size: 12.2" W x 8.1" D x 9.1" H

Integrated 5lb scale

Easy to use

Operates very quietly


Relatively small touchscreen

Not the quickest model on our list

Contract lengthMonthly price
13 months plus one month free $22.95
26 months plus two months free $21.95
42 months plus six months free $21.95
fp postbase mini
FB PostBase mini

What We Think of the FB PostBase mini

The FB PostBase mini is the smallest postage meter in the PostBase range from FP USA. Unsurprisingly, this quiet machine is ideal for small mailrooms and it will even fit nicely in a home office. This versatility is a key reason that we awarded it the top spot in our ranking of the top postage machines.

Processing up to 17 letters per minute (LPM), the PostBase mini is a low volume machine. However, it still offers full wifi connectivity as standard, and a 4.3” colour touchscreen to help you organise your mail. You can even personalize the integrated scale with one of five colours to match your brand.

Prices for this machine vary depending on the length of the contract, and the amount of usage that’s planned.

FP offers postage spend tracking through its many software applications. ReportOne, the app that’s compatible with PostBase mini, captures postage transactions to generate reports. It can be set to report on separate departments or specific time periods.

As far as customer support goes, FP offers it through its MyFP customer portal and through its call centre, which is open from Monday to Friday between 8am and 6pm CST.

A Note On Pricing

Suppliers may change their postage meter costs at any time, and your exact quote will depend on the specific needs of your business.

2. Best for Customer Support PB SendPro Mailstation

PB SendPro Mailstation
Pricing $29.99/month
Quick overview
  • Speed: 16 LPM
  • Mail weight allowance: Up to 5 lb
  • Size: 12” W x 10” D x 8” H (device only) - 12” W x 14” D x 9.5”H (with scale)

Enterprise-level scalability

Powerful sales analytics

Seemingly endless CRM integrations


Deleting duplicate contacts can only be done manually

The interface takes some getting used to

Rental cost
Pitney Bowes SendPro Mailstation
PB SendPro Mailstation

What We Think of the PB SendPro Mailstation

Without the complicated bells and whistles, the Pitney Bowes SendPro Mailstation is an efficient solution that won’t ask too much of you.

As the most basic model in the Pitney Bowes Small Business range, the SendPro Mailstation processes up to 16 LPM and can handle letters weighing up to 5lb. It has a color touchscreen and offers the same ease of use as a regular printer.

The SendPro Mailstation’s rental price is $29.99 per month with a 60-day free trial (for new customers). Because of this economical offer, we featured this machine in our cheapest postage meters list.

Pitney Bowes includes postage spend tracking with its two mail accounting solutions: INVIEW™ Analytics and Business Manager. Both track daily/monthly spend or class of service by pieces or dollars and generate custom reports. However, Business Manager is an advanced piece of software that is designed to consolidate postage data across multiple sites, making it a better fit for larger companies.

Pitney Bowes offers very comprehensive customer support, which includes on-site visits and phone support (the latter is available from Monday to Friday, from 8am to 8pm EST). It also offers service-level agreements that will cost you extra, but you’ll have guaranteed response times for your support requests. The top service level agreement, Performance SLA, even pledges a four-hour response time for on-site visits in some areas.

3. Best for Ease of Use  Quadient iX-1

quadient scorecard
Quadient iX-1
Pricing Custom
Quick overview
  • Speed: 18 LPM
  • Mail weight allowance: Up to 10 lb
  • Size: 12.6" W x 8.7" D x 8.5" H

Compact design suitable for any small office

Top up postage balance online

Easy to use


Pricing not transparent

Quicker postage meters out there

Based on factors such as mail volume and no. of departments
quadient ix-1
Quadient iX-1

What We Think of the Quadient iX-1

The Quadient iX-1 is a small but mighty machine, processing 18 LPM. Replacing the older Quadient IS-280, this model offers a high printing resolution and provides an integrated 10lb scale, which can be removed to accurately measure larger packages.

With the Quadient iX-1, you can track spending for up to 10 departments, and customize your mail with a wide range of stock imagery. Overall, this model is a brilliant, easy to use option that’s suitable for businesses sending fewer than 150 pieces of mail each month.

Quadient offers postage spend tracking through its software solution, Neostat. It will allow you to generate detailed reports so you can analyze the usage of mail classes and identify postage trends.

Also, Quadient offers support through its MyQuadient customer portal as well as through its call centre, which operates from Monday to Friday, from 8am to 7pm EST.

4. Best for Growing Businesses  Quadient iX-5

quadient scorecard
Quadient iX-5
Pricing Custom
Quick overview
  • Speed: 75 LPM (hand feed version) - 110 LPM (auto-feed version)
  • Mail weight allowance: Up to 5 lb
  • Size: 33” W x 15” D x 12” H (hand feed version) - 47” W x 15” D x 12” H (auto-feed version)

Ideal for scaling your mailing solutions


Relatively expensive

Likely overkill for very small mailrooms

Based on factors such as mail volume and no. of departments
Quadient iX-5 Series
Quadient iX-5

What We Think of the Quadient iX-5

If your mailing solutions are scaling quickly, the Quadient iX-5 Series comes with a 5lb scale as standard (with options up to 70lb), an expandable catch tray, and a color screen control panel. It processes 75-110 LPM, depending on whether or not you choose the automation option.

Multi-carrier shipping rates are available with USPS, UPS, and FedEx, which can improve your chances of getting the best possible postage rate. Quadient’s iX-5 Series also offers low ink email alerts and automatic ink ordering. Also, Quadient’s 9% discount on First Class postage applies.

Neostat, Quadient’s native mail software solution, includes postage spend tracking. It produces mail class usage reports and aggregates your overall postage data, so you can spot trends and save money. For growing businesses, you can centralize the postage data from multiple locations into one report — as well as keep them separate if it’s more convenient.

As with all Quadient machines, you can request support via the MyQuadient customer portal For urgent queries, you can also contact its call centre from Monday to Friday between 8am to 7pm EST.

5. Best for Heavy Mail  Data-Pac EZ-Mailer

data-pac scorecard
Data-Pac EZ-Mailer
Pricing Custom
Quick overview
  • Speed: 140 LPM
  • Mail weight allowance: Up to 70 lb (through optional scales)

Accurately measures large and heavy mail

Great for small and medium businesses


Likely too large for very small mailrooms

Not the sleekest hardware out there

Based on factors such as mail volume and no. of departments
Datapac EZ-Mailer
Data-Pac EZ-Mailer

What We Think of the Data-Pac EZ-Mailer

The Data-Pac EZ-Mailer is your heavy lifter when it comes to mail sorting. With this mail machine, you can process 140 LPM including flats, letters, and parcels. Choose between 25lb or 70lb integrated scales — far more than any other meter we’ve reviewed here.

Data-Pac’s Shape-Based measurement software ensures highly accurate sizing for the best possible postage prices. It packs unlimited accounting and job reporting, as well as numerous form printing options.

Data-Pac doesn’t provide information on whether its software includes postage spend tracking. This is an important feature for budgeting and we highly recommend you ask about it when you request a quote.

It’s also worth noting that Data-Pac only offers support via email. While it does pledge to answer all queries within 24 hours, it may not be the best choice if you need immediate support.

What Are the Benefits of Postage Meters?

There are lots of ways small businesses can save money with a postal meter:

  • Getting discounted USPS postage rates
  • Reduce staff time spent processing mail
  • Cut down on trips to the post office (and the fuel required)
  • Getting accurate postage cost calculations
  • Eliminating petty cash and checks
  • Gaining insightful data on postage expenditure
  • Easily monitoring the balance on your meter before and after use
  • Planning budgets effectively

How Much Can I Save with a Postage Meter?

With inflation affecting the price of stamps, it’s always smart to save where you can.

Fortunately, USPS offers discounted rates for postage meters. Currently, a single metered letter is 3¢ cheaper than a stamped letter.

Take a look out our table below:

Savings When Using a Postage Meter
Number of LettersSavings

At scale, your business saves more money with a postage meter. In the long-run, you’ll keep mail costs lower when compared with buying stamps at retail price.

How Quickly Will My Postage Meter Pay For Itself?

This will depend on the deal you can get from your postage system supplier. By law, companies in the US can only lease postage meters from authorized suppliers, with prices ranging from $30-$1,000+ per month.

High-volume machines like the Quadient IS-6000 can process thousands of pieces of mail an hour, but come at a cost of thousands of dollars a month. For modest mailing needs, a low-volume model like the Quadient iX-1 could be a great choice.

If you spend more than $50 a month on mail, there’s almost certainly a postage meter on this page that can save your business money, such as the FP PostBase mini and the PB SendPro Mailstation.

We can put you in touch with the perfect postage system supplier for your small business, quickly and easily. All you need to do is tell us what you need with our free quote-finding tool, and we’ll match your business with suppliers that meet your requirements. They’ll get in touch with more information and obligation-free quotes.

How Can I Find the Best Postage Meter Rates?

To get the best postage meter deal for your small business, you should shop around for the right model. Before making a decision, just remember that most suppliers offer free trials, so you can test out different machines without having to share your credit card details. Better yet, some companies will have introductory offers to help ease you into the contract.

Top Tips

When you’re looking for a postage system, make sure you:

  • Research the standout features of different mail machines. You’ll be in a stronger negotiating position if you know exactly what the competition offer.
  • Explain the needs of your business, including the type of mail you post, the volume you post, and the frequency you’ll be posting. This will help the supplier work out the best product for your needs.
  • Request a free trial for at least one month. This will help you calculate whether or not the contract is worthwhile.
  • Enquire about different pricing plans and lease lengths. Don’t feel pressured to sign a multi-year contract if you need short-term flexibility.

If you’d like to compare options from different suppliers, tell us about the needs of your business with our free-finding tool. The top postage system suppliers will contact you with obligation-free quotes that are tailored to your needs.


Our best postage meter pick is the FP PostBase mini, a reliable postage meter for small businesses and is offered at a budget-friendly rental rate. If your mailroom is on the busier side, you’d be better off with the Quadient iX-5 Series.

Remember, federal law regulates the creation and distribution of postage meters, which means you can’t purchase a postage meter outright. Instead, you’ll have to rent or lease one from the authorized dealers.

When renting a machine, you’ll normally sign a contract for one or two years with a monthly rental fee that is subject to change. If you choose to lease, your contract will be longer and the monthly payments are fixed for the entire duration.

Despite the price variations, a postage meter will usually save your small business time and money, so it’s a worthwhile investment.

Compare Prices From Leading Postage Meter Providers


Is it cheaper to use a postage meter?
Yes, postage meters are typically cheaper as you’ll often receive discounted rates, avoid overpaying, and save time and money on manual processes.
Can I buy my own postage meter?
USPS tightly control the postage meter industry as postage is viewed the same as currency. For this reason, USPS will only allow businesses to rent postage meters and in fact their purchase is expressly forbidden by federal law.
Does my business need a postage meter?
If your business relies on sending mail regularly, you would benefit from the savings you’ll accrue when using a postage meter. It’s also a good way to stay on top of any postage price hikes and keep an eye on your overall postage spend.
What Is IBI?
IBI (Information Based Indicia) is a secure postage evidencing standard used by the United States Postal Service to indicate electronic postage payment.

An IBI postage meter is one which prints in this specific format, rather than an online meter or a manual mechanical meter. Digital postage meters print postage through an inkjet cartridge which uses specific ink. IBI is used by the most advanced systems, as it uses a 2-dimensional data matrix, or barcode, combined with additional characters and symbols which can be identified visually.

Information such as the amount of postage, mail class, the origin zip code, destination, weight and tracking numbers are all contained within the barcode, as well as a cryptographic signature. The additional information readable by humans shows the minimum information required by the USPS Domestic Mail Manual. 

How much does a postage meter cost for a small business?
Postage meters cost between $20 to $150 per month (on average) for small businesses. However, costs for advanced models, such as dedicated mail processing stations, are higher and can reach $1,000 per month.
Does the post office sell postage meters?
The Post Office doesn’t sell postage meters. Only authorised companies provide them. It’s worth noting that even these companies don’t sell them; instead, postage meters are only available through lease contracts.
Can Postage Meters do Anything Else?
As well as printing franking marks, a postage meter can also be used to print corporate marketing messages on your envelopes. These can be altered with ease, meaning you can alert customers to upcoming promotions or pass on important information. For repeat messages, the meters have job presets allowing you to record up to eight jobs.


The machines can also be used as part of an effective accounting department as they have departmental codes which allow for mailing costs to be apportioned correctly to the relevant 


Written by:
Sabrina Dougall
Sabrina is a business journalist whose career began in news reporting. She has a master's in Investigative Journalism from City University London, and her work has appeared in The Times, The Daily Express, Money Saving Expert, Camden New Journal, Global Trade Review, and Computer Business Review. She specializes in writing about SEO (search engine optimization). Having run her own small business, Sabrina knows first-hand how critical digital marketing is to building a client base and local reputation.
Reviewed by:
Julia Watts author headshot photo
Specialising in business software, Julia writes jargon-busting guides about VoIP, fleet management, dash cams, fuel cards, and more. Having spent almost a decade writing for entrepreneurs and reviewing business solutions, she loves helping exciting ventures – big or small – to flourish.