Running a business comes with all sorts of costs, and mailing is one of those expenses that can quickly spiral out of control.
Whether you’re sending invoices, account statements, marketing materials, or overdue notices, managing correspondence can quickly become an expensive and time-consuming process.
The good news? There’s a simple, cost-effective solution—print-to-mail services.
Today, we’re diving deep into how print-to-mail services like those offered by MailXstream can help you cut your correspondence costs by up to 30%. We’ll explore the benefits, common challenges of in-house mailing, and how outsourcing can save you both time and money.
Plus, we’ll show you how easy it is to integrate print-to-mail solutions into your business operations.
Why You Should Care About Print-to-Mail Services
If your business is still handling mail in-house, you’re likely spending far more than you need to.
Think about it: there are the obvious costs, like postage and supplies, but also the hidden ones—staff time, equipment maintenance, and the constant headaches of ensuring everything gets out the door on time.
This is where MailXstream steps in.
MailXstream’s print-to-mail services are designed for businesses that want to streamline their correspondence while keeping costs low.
We handle everything from generating and printing documents to sorting, stuffing, and mailing them—all with no minimum orders or long-term contracts.
For businesses of any size, this flexibility can be a game-changer.
Common Challenges with In-House Mailing
Let’s face it, running an in-house mailing operation is not easy.
Whether you’re a small business with a handful of employees or a large organization, the pain points are the same.
Here are some of the most common challenges:
1. Rising Postage Costs
The cost of postage continues to climb, and it’s one of the most significant expenses associated with mailing.
If you’re sending hundreds—or even thousands—of pieces of mail each month, these costs can quickly eat into your budget. While USPS does offer discounts for bulk mailing, managing the requirements to qualify for those discounts is a full-time job in itself.
And without those discounts, you’re stuck paying full price.
2. Labor and Time
Mailing isn’t just about sticking a stamp on an envelope.
There’s a lot of work that goes into it—from printing and folding documents to sorting and preparing them for mailing. For businesses that don’t have a dedicated mailing department, this means pulling employees away from their core responsibilities to handle mail.
Not only does this slow down your operations, but it also leads to inefficiencies and errors.
3. Equipment and Supplies
Running an in-house mailing operation requires a significant investment in equipment and supplies.
From printers and postage meters to paper, envelopes, and ink, the costs add up quickly. And that’s not to mention the ongoing maintenance required to keep everything running smoothly.
Every time a printer jams or a postage meter breaks down, your staff has to stop what they’re doing to fix it, reducing productivity.
4. Errors and Inefficiencies
When you’re manually handling large volumes of mail, mistakes are inevitable.
Whether it’s sending the wrong document to the wrong recipient or failing to affix the correct postage, even small errors can have big consequences. And when those errors occur, it’s your staff that has to spend time and resources fixing them.
By outsourcing your mailing to a provider like MailXstream, you can eliminate these challenges entirely.
Learn more about our process and see how we handle everything from printing to delivery.
The Solution: How MailXstream Saves You Money
So, how exactly can MailXstream help you save up to 30% on your correspondence costs?
Here’s a breakdown of the key ways our print-to-mail services deliver savings:
1. Bulk Mailing Discounts
When you outsource your mailing to a provider like MailXstream, you gain access to bulk mailing discounts that are otherwise out of reach for most businesses.
MailXstream handles large volumes of mail for multiple clients, allowing them to qualify for significant postage discounts from the USPS.
These savings are passed on to you, helping you reduce your overall mailing costs.
2. Automation
One of the biggest benefits of outsourcing your mailing is automation.
With MailXstream, everything from document generation to sorting and mailing is automated. This not only saves you time but also eliminates the potential for human error. MailXstream ensures that everything gets where it needs to go—quickly and accurately.
Automating your mailing process also allows you to free up your staff to focus on more important tasks. Instead of spending hours each week printing, sorting, and stuffing envelopes, your employees can dedicate their time to revenue-generating activities.
3. Efficient Document Management
Handling large volumes of mail can be a logistical nightmare, especially when it comes to keeping track of what’s been sent and when.
With MailXstream, you don’t have to worry about managing stacks of paperwork or manually tracking deliveries. Our platform provides real-time tracking for every piece of mail you send, so you’ll always know the status of your correspondence.
MailXstream also stores all your documents online for 90 days, making it easy to access and manage your records.
This means no more sifting through filing cabinets or spreadsheets to find the information you need. Explore our invoicing and billing solutions to see how we simplify document management.
4. Reduced Labor Costs
By outsourcing your mailing, you can eliminate the need for staff to manually handle your correspondence.
This not only reduces labor costs but also increases efficiency. With MailXstream, everything is taken care of for you—from document printing and sorting to envelope stuffing and mailing.
And because our system is fully automated, you can send as much or as little mail as you need without worrying about hiring additional staff.
5. Address Verification and Mail Tracking
Mailing mistakes are costly.
Sending an invoice to the wrong address or failing to include the correct postage can result in delayed payments and unhappy customers. With MailXstream, you don’t have to worry about these issues.
Our platform includes address verification to ensure that every piece of mail is sent to the correct recipient.
We also offer mail tracking, so you can monitor the progress of your correspondence from the moment it’s sent to the moment it’s delivered to the USPS.
How to Get Started with MailXstream
Getting started with MailXstream is simple, and the best part is that there are no minimum orders or long-term contracts.
You can start using their services today without any upfront investment.
Here’s how the process works:
- Upload your documents: MailXstream offers multiple submission methods, including print drivers for Windows and Mac, web uploads, and API integration. This makes it easy to send your documents in whichever format works best for your business.
- Choose your mailing preferences: Whether you’re sending invoices, marketing materials, or overdue notices, MailXstream allows you to customize your mailing preferences. You can choose options like Soft-Inserts for marketing materials or Householding to combine multiple documents for the same recipient.
- Track your orders in real time: Once your documents are submitted, you can track the progress of your mail in real time using MailXstream’s online platform. You’ll receive notifications when your mail is printed, stuffed, sorted, and mailed.
Learn more about how MailXstream works by visiting our detailed process page.
Additional Benefits of Using MailXstream
Aside from cost savings and improved efficiency, there are several other benefits to using MailXstream for your print-to-mail needs:
1. Increased Security
When handling sensitive documents like invoices or account statements, security is a top priority.
MailXstream uses advanced encryption and security protocols to ensure that your documents are protected at every stage of the mailing process.
This gives you peace of mind knowing that your correspondence is safe from unauthorized access.
2. Environmental Benefits
By outsourcing your mailing to a provider like MailXstream, you can also reduce your environmental impact.
Our automated system minimizes paper waste and energy consumption, making your mailing process more sustainable.
Additionally, MailXstream offers options for paperless alternatives, allowing you to reduce your reliance on physical mail altogether.
3. Flexibility and Scalability
Whether you’re a small business or a large enterprise, MailXstream’s services are designed to scale with your needs.
There are no minimum order requirements, so you can send as much or as little mail as you need.
And because our system is fully automated, it’s easy to ramp up your mailing volume as your business grows.
Frequently Asked Questions (FAQ)
1. What kind of documents can I send using MailXstream?
MailXstream handles a wide variety of documents, including invoices, statements, marketing materials, overdue notices, and more. You can send anything from customer correspondence to legal notices with our print-to-mail services.
2. Is there a minimum order requirement?
No, MailXstream does not have a minimum order requirement. Whether you’re sending a single letter or thousands of pieces of mail, we can handle your needs without requiring long-term commitments.
3. How much can I really save by using MailXstream?
Businesses typically see savings of up to 30% on mailing costs by outsourcing to MailXstream. These savings come from bulk mailing discounts, reduced labor costs, and improved mailing efficiencies.
4. How secure is the service?
Security is a top priority for MailXstream. We use advanced encryption and secure protocols to ensure that your documents are protected throughout the mailing process, giving you peace of mind.
5. Can I track my mail in real time?
Yes! MailXstream provides real-time tracking for every piece of mail you send. You can monitor the progress of your correspondence from the moment it’s printed to the moment it’s mailed, ensuring full visibility into your mailing operations.
6. How long are my documents stored on the platform?
MailXstream stores your documents for 90 days, allowing you to access and manage them as needed. This makes it easy to track past correspondence and maintain your records without extra effort.
