Renting vs. Buying a Franking Machine: What’s right for your business?

Franking machines are a valuable asset for a businesses mail room operations. If a business is sending 5 items a day or 100, a franking machine is vital to ensuring professional, efficient and reliable mailing whilst saving you money. However, when it comes to acquiring a franking machine, businesses face the crucial decision: should you rent or buy? Both options have their advantages and potential drawbacks, and the best choice depends on your business’s specific needs, mailing volume, and budget.

In this blog, we’ll explore the key differences between renting and buying a franking machine, helping you make an informed decision on what’s right for your business.

Mailcoms Parcelsend Plus Franking Machine

The case for buying a franking machine

Buying a franking machine can be a better long-term investment for some businesses. Here are the primary reasons why buying may be the right choice:

Long-term cost savings

Although purchasing a franking machine requires a higher initial investment, it can offer significant long-term savings. Once you’ve bought the machine, you own it outright, meaning there are no ongoing rental fees. For businesses that plan to use a franking machine consistently over several years, the total cost of ownership is often lower compared to the cumulative costs of renting over time.

No contractual commitments

When you buy a franking machine, you’re not tied to a rental contract or subject to the terms and conditions set by a provider. This gives your business complete control over how you use and manage the machine. If you prefer full ownership and autonomy, purchasing may be the best option.

The case for renting a franking machine

Renting a franking machine can be an attractive option for businesses that require flexibility and want to avoid large upfront costs. Fortunately, Mailcoms can assist you with renting a franking machine or purchasing a franking machine depending on what option is suitable for you.

Renting a franking machine typically requires a smaller initial financial commitment compared to purchasing one outright. For businesses with limited budgets or those just starting out, this can be a more manageable way to gain access to a franking machine without the burden of a larger upfront cost. With renting a franking machine you can choose whether you want to pay monthly, quarterly or yearly, and you can set the time frame of the rental to suit you depending on the options available.

However we must warn you, we have experienced many businesses who have been drawn into low cost renting solutions with hidden costs by where the machine supplied is second-hand or used. So our word of advice is if the deal appears too good to be true – odds are it is. So please make sure you always rent a franking machine from a Royal Mail Authorised Supplier such as Mailcoms to avoid issues such as this.

Key factors to consider when deciding

Before making a decision, it’s important to evaluate your own business’s specific needs, mailing habits, and financial situation. Here are a few key questions to consider before renting or buying a franking machine:

What is your monthly or annual mail volume?

First things first, you will need to find out your businesses average monthly and annually mail volume. If your business sends a high volume of mail consistently, purchasing may offer better long-term savings for you. For businesses with variable or low mail volumes, renting could provide the necessary flexibility.

What is your budget for upfront expenses?

Not all businesses have the funds available to them to buy a franking machine. Businesses with tighter budgets may prefer the lower upfront cost of renting. However, if you have the capital to invest upfront, we would advise you buy the franking machine as buying will offer greater financial benefits in the long run.

Do you anticipate changes in your mailing needs?

It is important to note that just because you may need a franking machine right now due to higher mail volumes, if your mailing needs change or fluctuate often it is an important factor in this decision. If your business’s mailing needs are likely to change due to growth, seasonal fluctuations, or operational shifts, the franking machine you opt for and the way you pay for the franking machine will be affected.

Do you prefer to own or lease equipment?

Many businesses prefer owning their equipment outright, while others enjoy the convenience and lower risk of renting or leasing. Your business philosophy and approach to asset management should also influence your decision and is something to take on board.

Benefits of franking your mail

No matter what option your business decides for, it is important to remember that owning a franking machine brings with it many franking machine benefits that makes franking much more appealing when compared to stamps. These benefits will not only benefit your business from a financial aspect, but also from a efficiency and branding aspect.

One of the most notable advantages is the cost savings on postage and the amount your business will save when using a franking machine. As the Royal Mail offers discounts to franking machine users, every item you frank will save you money. Use our calculator here to see how much you can save. Additionally, franking machines ensure you apply the exact postage needed every time, preventing over or underpayment, which can accumulate into considerable savings over time.

Beyond financial benefits, a franking machine will also enhance operational efficiency. Automating tasks like weighing and applying postage will speed up the mailing process and reduce the time spent on manual efforts. This increased efficiency not only saves time but also enables businesses to send mail without relying on post office hours, making the process more flexible and convenient.

Franking machines also allow businesses to present a more professional image. Every item that you frank can include a company logo, promotional messages, or return address directly onto envelopes or labels. Businesses can reinforce their brand identity with every piece of mail sent. This level of personalisation enhances professionalism and ensures that all outgoing mail looks clean, consistent, and branded.

Finally, owning a franking machine provides long-term financial and operational control. With detailed tracking of postage expenses, businesses can maintain accurate records, monitor costs across departments, and better manage their mailing budgets. Combined with the ability to update rates and features as needed, franking machines offer a durable, cost-effective solution for businesses looking to streamline their mailing operations.

Conclusion: What’s right for your business?

Unfortunately there is no right or wrong answer to this as there are many benefits and factors associated with making this decision, with cost and allocated budgets being key. Every business differs, and at the end of the day the decision is down to the business. However, Mailcoms are here to offer our many years of advice to help assist in making the decision.

Both renting and buying a franking machine have their distinct advantages, and the right choice depends on your business’s specific circumstances. If you value flexibility and lower upfront costs then renting might be the best option. On the other hand, if you’re looking for long-term savings and full control purchasing a franking machine could be the better investment. Regardless of your choice, you will always benefit from using a franking machine and there are always other costs to owning a franking machine you must consider.

At Mailcoms, we offer a range of franking machines for both rental and purchase, helping businesses find the solution that best fits their needs. No matter what you are looking for, our team is here to guide you through the decision-making process. If you are interested in getting a franking machine or wish to upgrade to a Mailmark franking machine with even lower prices available, then please view our franking machine page here or call us today on 01543 572 776.

We are a Royal Mail Authorised Independent Inspector & Maintainer of Franking Machines with over 20,000 customers nationwide and we can supply you with our very own range of models.

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