When researching about franking machines or maybe even just looking on our website, you may have seen the words Smart, Smart Franking or Smart Franking Machines. Well we have put this blog together to help you understand what a smart franking machine is and how they can be of use to you!
A standard franking machine just franks mail items in old fashioned red ink. A Smart franking machine however does so much more. They can identify different types of mail to work out if VAT is applicable and they frank mail in improved blue ink just to name two benefits. But how does this work you ask? Keep reading to find out more.
What can a Smart Franking Machine do?
Reclaim & Calculate VAT
If you use any Royal Mail service that is liable to VAT, a smart franking machine is required.
Smart franking machines allow users to frank mail at a price that is VAT inclusive whilst keeping an up to date record of your expenditure. If a service is used that is exempt from VAT, the records recorded will be able to be used to generate a VAT invoice which allows you to reclaim paid VAT. Time will then be saved by your accounting department.
Reduce Friction & Human Error
No more time will be required to collect receipts for any paid VAT as the smart franking machine will automatically record all this data for you. All this information is stored within the franking machine so no human error will need to be worried about.
As mentioned above, a smart franking machine will monitor your mail expenditure every time the machine is used. This can all be viewed by your business and this is useful for print/post audits. If you wanted to know what mail services are costing you more, the franking machine can tell you.
Cost centres can also be set up to help separate expenditure by either services used by your business or departments within your business. This way you will be able to better monitor where your franking machine is costing you the most.
What Are The Other Great Benefits Of SMART Franking Machines?
As well as the above, a smart franking machine does so much more that can benefit your business.
Frank Using Mailmark
A lot of smart franking machines also come with the latest Mailmark franking technology as well. This allows users to take advantage of Royal Mail’s cheapest franking service and tariff. Find out more about Mailmark franking here.
Automatically Update Your Postage Tariff
Smart franking machines will automatically update your postage tariff so you don’t have to worry about it. Providing the machine is hooked up to a secure connection over Ethernet, it’ll update as and when necessary.
Your Accounts Department Will Thank You A Bunch
Chasing invoices and submitting a VAT claim is a very laborious and time consuming job. Without the correct data, your accounts department can’t get back what they are rightly owed. Smart franking machines make life easier as this information is provided to you by the franking machine at the touch of a few buttons.
Get A Smart Franking Machine Today!
If you are thinking of adding a smart franking machine to your business, or if you are interested in upgrading from a standard franking machine, Mailcoms can help.
Mailcoms are one of the Royal Mail’s Authorised independent inspectors and maintainers of franking machines and as such we can provide you with a smart franking machine to suit your needs. Whether you want to buy or rent a franking machine, or just genuinely want some advice on making this decision, we are more than happy to help.
A smart franking machine can help massively when sending your mail. If you are interested in getting a franking machine or upgrading to a smart franking machine with even lower prices available, then please view our franking machine page here or call us today on 01543 572 776.