Frequently Asked Questions
We've pulled together answers to the things people ask us most — from how the print driver works to pricing, delivery, and everything in between.
What is MailXstream?
MailXstream is a professional print-to-mail outsourcing service. You send us your digital documents from any computer or platform, and we manage the printing, folding, envelope stuffing, and delivery to the USPS. Your mail is processed and dispatched by the next business day, allowing you to avoid buying equipment, managing staff, or taking trips to the post office.
Do I need to sign a contract?
No. MailXstream offers on-demand mailing services with no long-term contracts or commitments. Use our print-to-mail solution as much or as little as your business requires.
Is there a minimum volume requirement?
There are no minimum volume requirements. Whether you are sending a single document or ten thousand, MailXstream provides the same reliable service with no penalties for low-volume mailings.
How do I get started?
Simply contact us using the form at the bottom of any page. Our support team will guide you through the account setup process, which is designed to be fast and efficient.
What is the MailXstream print driver?
The MailXstream print driver functions exactly like any other printer on your computer. To send mail, you simply select "print" and choose MailXstream. Your file is transmitted through a secure connection and queued for next-business-day USPS delivery. There is no need for exporting or manual uploading.
What operating systems does the print driver support?
The MailXstream print driver is fully compatible with Windows and Mac operating systems. If your hardware supports standard printer drivers, it can run our mailing software.
How do I install the print driver?
Windows: Download the installer from your account, run the setup, and the application will launch automatically upon login.
Mac: Download the DMG file and run the installer. The application installs to your folder and starts automatically to ensure readiness.
On both platforms, the installer automatically removes previous versions during the update process.
Do I need administrator access to install the print driver?
Windows users require administrator privileges for installation.
Mac users do not need elevated permissions as the application installs directly to the user account.
Can multiple users in my office use the same print driver?
On Windows, the software is available to all users on the machine, with individual settings stored separately.
On Mac, each user requires their own installation within their specific user account.
Do I have to use the print driver, or can I upload files directly?
You have flexible options. While the print driver is the most efficient method, you can also upload PDF files directly through the MailXstream web portal.
The print driver isn't working. What do I do?
Verify your internet connection and ensure the driver is correctly installed. If issues persist, email support@mailxstream.com for technical troubleshooting and prompt support.
What if I use terminal server, Citrix, or a virtual desktop environment?
The print driver is not compatible with virtual desktop or Citrix environments. Users in these setups should utilize the web portal for direct PDF uploads.
Does the print driver cost anything?
The software is included at no additional cost with your service. You only need an active account to begin mailing.
What file types does MailXstream accept?
MailXstream is optimized for PDF files. Since PDF is the standard output for almost any application, our service is compatible with virtually any software.
Does it work with my existing software?
Yes. MailXstream works with Word, QuickBooks, billing platforms, EHR systems, and legal tools. We provide specialized support for medical practices, law offices, accounting firms, property managers, and insurance providers. If you can print it, MailXstream can mail it.
Can I send documents with my company letterhead or logo?
Yes. Your mail pieces will maintain your exact branding, logos, and formatting. We print exactly what you see on your screen.
Can I send color documents?
Yes. Our facilities support both black and white and full-color printing for all your business correspondence.
What paper sizes and document formats do you support?
We print on standard US Letter size paper. Our system can often scale other sizes to fit this format as needed.
Can I include enclosures or inserts with my mailing?
Yes. MailXstream supports soft inserts, which are supplemental PDFs printed inline with your documents. Refer to the Soft Inserts section under Special Mail Services below for full details.
How does pricing work?
We provide straightforward, all-inclusive pricing that covers printing, folding, the envelope, postage, and USPS delivery. Volume discounts are automatically applied as your usage increases.
What exactly is included in the price?
The per-piece price includes everything required to deliver your mail from your desktop to the recipient. There are no hidden fees or add-on charges for standard service.
Are there setup fees?
There is a one-time setup fee of $25.00. Beyond that, there are no monthly subscription fees.
Do you offer postage discounts?
Yes. We offer aggregate discount rates for First Class letters in #10 and 6x9 envelopes. Flats, Certified Mail, and Priority Mail are billed at current USPS rates.
How do I pay? What's the billing cycle?
MailXstream is a prepaid mailing service. You fund your account similar to a postage meter. At the end of each month, we apply volume credits based on your actual usage.
Can I get a quote before signing up?
Absolutely. Contact us to receive a custom pricing quote based on your specific document types and estimated monthly volume.
How quickly does my mail go out?
All documents submitted are delivered to the USPS the next business day. Final delivery time depends on the specific mail class and destination.
What mail classes do you support?
We support First Class, Certified Mail, and Priority Mail. Full details are available in our Special Mail Services section below.
Do you support Certified Mail?
Yes. We provide end-to-end Certified Mail solutions with no post office visits required. See the Certified Mail section below for full details, or visit our dedicated Certified Mail solutions page.
Can I track my mailings?
Tracking is included for Certified Mail and Priority Mail as a standard feature. While standard First Class does not offer tracking, we provide full visibility for all tracked mail classes.
Do you handle large batch or bulk mailings?
Yes. Our infrastructure is designed for high-volume batch mailings as well as individual pieces.
What happens if there's a problem with my document?
If an issue occurs, such as an invalid address or bad PDF, the order is held and an automated email notification is sent to the user who submitted the order.
What is a soft insert?
A soft insert is an additional PDF printed inline with your mail piece. It functions as a digital add-on page for promotional flyers, coupons, or notices without requiring physical inventory.
Can I add a soft insert to my mailing?
Yes. You can upload your soft insert PDF during the order submission process.
Does the soft insert print on its own page?
Yes. All inserts are printed as separate documents within the mail piece and will always begin on the front of a new page.
Can I include different soft inserts for different recipients?
Yes. This is possible through our MetaData file format. Please contact us for technical specifications.
Is there an extra charge for including a soft insert?
Soft inserts are priced based on the additional paper used for the mail piece.
What is householding?
Householding combines multiple documents for the same address into a single envelope. This reduces postage costs and presents a more professional image to the recipient.
What is Certified Mail?
Certified Mail provides official proof of mailing and delivery. It is the industry standard for legal notices, debt collection, and compliance documents.
What is Priority Mail?
Priority Mail offers expedited 1-3 day delivery with built-in tracking. It is ideal for time-sensitive documents that require faster transit than First Class.
How secure is my data?
We utilize a Tier 1 data center with enterprise-grade security. Your data is handled through secure channels and is only retained long enough to complete the mailing.
What happens to my documents after they're printed and mailed?
Print files are deleted immediately after USPS delivery. Standard documents are purged after 90 days. For medical or financial clients, we can set a 7-day purge cycle to ensure maximum data privacy.
Is MailXstream HIPAA compliant?
Yes. We provide a standard Business Associate Agreement (BAA) for our healthcare and medical clients to ensure full HIPAA compliance.
Can MailXstream handle sensitive documents?
Yes. Our secure infrastructure is built specifically for financial statements, legal notices, and medical correspondence. See our medical practices, law offices, accounting firms, insurance providers, Invoicing & Billing, and Account Statements solution pages for related use cases.
Can multiple people in my organization use the same account?
Yes. Your account can support unlimited users with specific roles including Admin, Manager, User, and Monitor.
Can I see a history of what I've mailed?
Yes. We maintain a 90-day order history, while your general account information is stored indefinitely.
Can I cancel at any time?
Yes. Our no-contract policy means you can stop or pause your service at any time with no cancellation penalties.
How do I get help if something isn't working?
Contact our dedicated support team at (877) 365-MAIL (6245) or email support@mailxstream.com for prompt assistance.
Do you offer help getting set up as a new customer?
Yes. We provide full onboarding support, including personalized Zoom training sessions to ensure your team is ready to go.
I have a question that's not answered here. Now what?
Simply reach out directly or use the contact form below. Our team is ready to provide the answers you need to optimize your business mailing.
