1.
Everything You Need to Know When Buying
Mail Equipment

2.
Adam Lewenberg - Background and Experience
• President of Postal Advocate Inc.
– The only mail audit and recovery firm in the US and Canada
– Manage a portfolio of over 135,000 pieces of mailing and shipping
equipment for the largest US companies.
– Speak and teach nationally on mail savings and industry trends.
• Former Industry Co Chair- Boston Postal Customer Council/Mail Systems
Management Association member. CMDSS and MDC Certifications.
• Featured Writer for Mailing Systems Technology Magazine.
• Worked for one of the largest mailing vendors for over 17 years
– Director of national sales for presort, tabletop inserters, addressing
hardware/software and green offerings.
– Was one of the top 5 account managers nationally working with some of
the nation's top accounts.
• Not affiliated with any mailing vendor - Unbiased advice.
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3.
Overview
1. How to choose the right mailing solutions for your
organization
2. How to choose the best equipment vendor
3. How to negotiate the best deal
4. How to eliminate avoidable fees
5. How to find billing overcharges
6. How to pay for postage at the lowest costs
7. How to recover lost postage from dormant accounts
8. How to cash in rewards programs
9. How to save on mailing supplies
10. How to gain visibility to your mailing spends
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4.
Choosing the Right Mailing Solution
• Postage Meters and Mail Machines
• PC Postage
• Folders and Inserters
• Letter Openers
• Check out our Blog www.postaladvocate.com/blog for
other mailing items including:
– Multi-Carrier Mail and Shipping Systems
– Incoming tracking systems
– Addressing systems
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5.
Mailing Systems
November 20, 2019 5
PC Postage
Hand Feed
Mailing Systems
Automatic Feed
Mailing Systems
Vendors
Pitney Bowes, Endicia,
Stamps.com (Packages
Only - Neopost, Hasler, FP)
Pitney Bowes, Neopost,
Hasler, FP, Datapac
Pitney Bowes, Neopost,
Hasler, FP, Datapac
Typical Monthly Postage Use
<$300 (Higher Shipping
Volumes) <$500 >$500
Equipment Speed (Pieces per Minute) N/A 20-65 70-310
Envelope Sealing N/A •* •
Postage Tapes
Labels sheets or label
printer rolls Tape Sheets Tape sheets or rolls
Weighing 5-100 LB Scales* 2-149 LB Scales* 2-149 LB Scales*
Postal Accounting • • •
Number of Accounts that can be tracked Unlimited 10-50 50+
Transaction Level Detail • •*
Additional Printing Capability
Destination Address Printing •
Return Address Printing • •*
QR Code or Custom Graphic • •*
Full Color Printing •** • High End
Space Requirements Minimal Minimal Medium to High
Monthly Investment $0-35 (Est) >$20 (Est) >$150 (Est)
Postage Refill Charge N/A ** **
Postage Advance Charge N/A ** **
Maintenance Charge N/A ** **
Rate Change Fees N/A ** **
Supplies
Ink - Manufacturer (Per Impression) N/A $.01-.06** $.003-.012**
Tape - Manufacturer (Per tape) $.03-$.07 per label** $.05-.13** $.01-.08**
* - Optional
** - Varies by vendor

6.
January 24, 2015 IMPB Requirement – Retail
vs. Commercial USPS Rates
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Options:
1. Get vendor provided pc postage solution.
2. Look for third party pc postage solution (Stamps.com, Endicia.com)
3. Explore multi carrier shipping systems that can also handle USPS.
4. Pay the higher rates
Mail Type Stamps Postage Meter PC Postage Savings % Savings
1 Ounce Letter $0.55 $0.50 $0.50 $0.05 9%
1 Ounce Certified Mail with Return Reciept $6.85 $5.60-6.80 $5.60 $1.20-1.25 18%
5 Ounce First Class Parcel $4.39-4.81 $4.39-4.81 $3.18-3.63 $1.18-1.21 25-28%
10 Ounce First Class Parcel $5.19-5.66 $5.19-5.66 $3.82-4.33 $1.33-1.37 23-27%
15 Ounce First Class Parcel $7.35-12.20 $7.35-12.20 $4.94-5.53 $2.41-6.67 33-55%
Priority Mail 1LB $7.35-12.20 $7.35-12.20 $6.95-9.91 $.80-2.29 4-19%
Priority Mail 5LB $9.80-34.80 $9.80-34.80 $7.81-28.84 $1.99-5.96 17-25%
Priority Mail 10LB $13.10-59.90 $13.10-59.90 $9.38-50.38 $3.72-9.52 16-40%
Priority Mail Express $25.60-56.10 $25.60-56.10 $22.74-49 $2.86-7.10 11-13%
Prices lower than available through postage meters.

7.
Folder and Inserters
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Convenience Tabletop Production
Vendors
Pitney Bowes, Neopost,
Hasler, FP, Formax
Pitney Bowes, Neopost,
Hasler, FP, Formax
Pitney Bowes, Neopost,
Bell & Howell, Bowe
Systec, Kern, and others.
Typical Monthly Use (Finished Pieces) <5,000 5-200,000 >200,000
Equipment Speed (Pieces per Minute) 900-1400/hr 2,000-5,500/hr 6,000-33,000/hr
Number of Feeders (Sheet and Insert) 2-3 2-17 Customized for needs
Flats Inserting (9X12 or 10X13) N/A High end models Optional
Meter Interface N/A Optional Optional and inline
Exit Stacking Catch Tray Catch Tray or Conveyor Conveyor
Scanning Intelligence (OMR, Barcode) N/A Optional Optional
Mail Run Data File Validation N/A Optional - High End Optional
Print Envelope in line N/A Select Models Optional
Size 2-3 FT of Counter
4-15FT (Vendor may
provide tables)
12+ FT, typically in a L or
U Configuration.
Complexity Casual user Some training required. Dedicated operator/s
Job Changes
Quick - Few buttons to
press.
Quick - Units have 10-20
preset jobs and can auto
detect material.
Requires a dedicated
operator and may take
time to set up and test.
Price Range $4-7,000 $10-100,000 >$150,000

8.
Letter Openers
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Feature Description
Speed 30 per minute for hand fed machines up to 650 for automatic feed production units.
Cutting Method Basic units will just slice the bottom off the piece where higher end machines will mill the edge off.
Adjustable Cutting Heights Provides contol and reduces the chance of cutting the letter contents.
Feeding and Stacking
How many pieces can it hold in the feeder and onto the stacker after it exits the unit? Also, how
flexible is the feeding to mixed envelope sizes? Finally, can the deck handle larger 9x12 and 10X 13
envelopes?
Paper Path Access If there is a jam, is it easy to get the contents removed?
How are the chips handled
When the units opens the envelope, there will be waste (Chips) that need to be stored and then easy
to be thrown away or recycled. Make sure this bin holds enough chips that you will not be emptying it
too frequently for your mail application. Also, make sure it is easy to access.
Noise Levels
These units may be placed in an office environment and can be noisy. Get the decibel level for that
unit or go see the machine run to make sure it will work in your space.
Additional Features
Counter To keep track of the amount of pieces processed.
Diverter
To be able to automatically sort pieces to different bins once the exit the opener. Example would be if
you are receiving checks in your business reply envelope vs. other miscellaneous pieces. You may
want all of your envelopes sorted to a different bin.
Ink Jet Printer
As pieces are run through the unit you may want to print the date received, mark confidential or add a
custom message/instructions to the envelope for further processing groups.
Vendor Names Some of the main vendors in this space are Opex, Neopost, Pitney Bowes, FP, Martin Yale and Formax.

9.
2. The Right Mailing Equipment Vendor
• It is recommended to shop rates between 2 vendors
– Pitney Bowes, Neopost, Hasler (Owned by Neopost), FP and
Datapac.
• Compare the following:
– Model features and specifications
– Service support in your area – Ask for references
– Total cost of ownership/lease
– Ease of doing business
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10.
3. Negotiating the Best Deal
• Lease or Purchase
• Avoid Lease Gotchas
– Evergreen Clauses
– Remaining Balances
– Auto Renewals
• Question every equipment description line item.
• Make sure agreement is all inclusive.
– Equipment, meter, meter resets, postage advances,
maintenance and rate updates.
• Single Locations – Buy at the end of the month/quarter.
• Multi Locations – Use national spend to set contract
rates.
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11.
4. Watch Out for Avoidable Fees
• Pay bills on time.
• Look at each invoice and
validate all chargeable
items.
• Cancel vendor equipment
insurance.
• Terminate chargeable loyalty
programs.
• Make sure postage refill and
advance charges are
included or monitored.
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Postage
Refill Fees - Rentals $0-20 each
Postage Advance Fees Included or up to 1% of the Advance
Postage Advance Late Fees 0-15% of the Advance
Postage Advance Finance Charges 15% or higher APR
Overlimit Credit Charge Varies by Vendor
Annual Fee Rewards Program Varies by Vendor
Lease
Late Fees Varies by Vendor and Lease Value
Insurance - Leases Only
Varies by Vendor and Lease Value -
Automatic enrollment unless proof
insurance is provided.
Mailing System Fees

12.
5. Look for Billing Overcharges
• We have found hundreds of thousands in billing
overcharges that the vendors will refund if you catch
them. Here are the most typical:
– Locations still being invoiced for equipment that was picked up
or not in use.
– Meter rentals, refill and advance charges, maintenance and
scale rate changes that are being invoiced but should have been
included in the lease.
– Sites not getting the corporate discount for supplies, meter
rentals and maintenance agreements
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13.
6. Postage Funding – Prepay or Advance
• Prepay Advantages – No fees
• Advance Advantages – Convenience
• Don’t be fooled by earning interest on prepaid balances.
• Choose one postage payment method and stick with it -
don’t flip flop.
• Check balances in the meter and in the postage account.
• Don’t send money to the USPS – Use the vendor
provided methods. (Easier for them to track)
• Think twice about ACH.
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14.
7. Recover Lost Postage
• We have found over $1,000,000 in lost postage sitting in
dormant postage accounts. This happens because:
– Offices close, merge or just turn in their meters.
– The money is expensed once sent in for postage.
– The advance account is used when funds sit idle in the prepaid.
• Steps to find money.
– Find account numbers of your current and past meters.
– Enter these account numbers online on the vendors website to
see if any data is available.
– Contact your meter vendor to validate funds available.
– Check the unclaimed funds databases to see if funds were
turned in.
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15.
8. Cash in Loyalty Points
• Pitney Bowes has a rewards program that gives you
points for purchasing postage, supplies or other services
that can be linked to the Purchase Power account.
• These points oftentimes sit idle or are not understood.
• Points can be turned in for:
– Purchase power credits that can be used for postage and
supplies.
– Personal gifts.
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16.
9. Supplies Strategies
• Buy in bulk – Most vendors will give you published discounts if you buy multiple
ink cartridges and meter tapes.
• Check third party non OEM – There are many companies out there offering
non mailing vendor based supplies that may be a consideration. The major office
supply stores are also carry this ink for low end meters. Find out from your
manufacturer if there is any binding agreement where you are required to use their
supplies.
• Ask for discounts – If you have multiple sites or are buying large amounts of
supplies, ask if you are eligible for any additional discounts. It never hurts to ask.
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Low Mid High
Typical Supply Costs - Ink and
Tape (Per Impression)
Ink - $.01-.06,
Tape $.05-.13
Ink - $.003-.03,
Tape $.04-.08
Ink - $.003-.005,
Tape $.01-.04
Mailing System Type

17.
10. Visibility and Oversight
• Get reports from your vendors that list:
– Account Numbers (Install, Lease, Prepaid and Advance Postage)
– Lease Information – Rate, Term, End of Lease, Items covered.
– Meter rentals and maintenance agreements.
– Model, serial number and description of every item.
• Enter your account numbers on the vendor websites.
• Monitor your inventory, invoices and postage balances
online.
• Find all active locations with equipment.
• Set up a schedule for continual review.
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18.
Summary
• Buy the right level of equipment with only the needed
features.
• Make sure you are buying from the right vendors at the
lowest prices.
• Look at every bill and watch out for fees and
overcharges.
• Pay attention to postage funding, recovery and rewards.
• Maintain detailed visibility and oversight to all aspects of
your accounts.
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19.
Helping multi-location
organizations streamline
their mailing costs
Over 135,000 pieces of
equipment, managed
by Postal Advocate
Recovered over
$14,000,000
in lost postage, vendor
overcharges and fees
ENTERPRISE-WIDEMAILAUDITANDRECOVERY
OVER $57,000,000 IN CLIENT SAVINGS
$1.5M
58%
Average Client
Savings
Average Equipment
Savings
HOW WE DO IT
• 200+ years of industry experience
• Comprehensive web-based tool
providing visibility of all mail
and equipment spend
• Time Savings - Assistance
in fleet management
visit www.postaladvocate.com or call (888)977-MAIL(6245)

20.
Sign Limited Agency
Agreement/Kick-Off Call.
Provide copies of vendor
invoices, AP export,
location list,
equipment inventory list.
Present savings opportunities
and get client approval.
Postal Advocate provides
ongoing support,
manages renewals, billing
and vendor compliance.
Provide enterprise visibility of
all spend, costs and
documented savings
through enterpriseAdvocate.
Provide client log-in.
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3
4 5 6
HOW IT
WORKS
Work with current vendor to build population
report, contract terms/start/end dates,
postage volumes, costs.
Analyze spend, check for contract
compliance, billing errors, vendor
fees/overcharges, lost postage.
Identify savings opportunities.
Submit vendor credit requests,
lost postage forms and
eliminate avoidable fees.
Negotiate pricing. Create catalog.
Work with locations -
asset validation, rightsize, termination…
Full implementation of savings.
visit www.postaladvocate.com or call (888)977-MAIL(6245)
Conduct Analysis
NO COST – AUDIT PHASE CONTRACTED CLIENT

21.
Upcoming Webinars
January 2020 USPS® Rate Change – What You Need To
Know
Dates: December 18, 2019 at 11am EST
January 21, 2019 at 11am EST
January 23, 2019 at 1pm EST
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22.
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Contact: Adam Lewenberg - President
888-977-MAIL X 501
adam.lewenberg@postaladvocate.com
Questions?