Equipment Guide · Updated September 2026
Postage Meter Equipment: Machines, Parts, Supplies & Costs
Postage meter equipment includes the meter that prints your postage, the mailing machine that feeds, seals, and weighs your mail, and the supplies that keep it running. This guide explains every piece, which parts you lease and which you can buy, and how to choose the right system, so you can compare quotes from local providers with confidence.
Key takeaways
- A postage meter system = meter + mailing machine base + scale + supplies.
- The meter itself must be rented or leased; supplies and some mailroom accessories can be bought.
- Equipment is sized by volume, from about 20 letters a minute on entry models to 200+ on production systems.
- Small-office systems typically cost about $20–$60 a month, plus postage and supplies.
What Is Postage Meter Equipment?
Postage meter equipment is the system a business uses to print postage in-house: a USPS-authorized postage meter that stores and prints postage, a mailing machine base that feeds and moves mail, a scale that weighs each piece, and supplies such as ink and postage tape. Together they replace stamps and post office trips.
Postage meters are sometimes called franking machines. Modern meters are digital and connect to the internet to download USPS rate changes, refill postage, and report usage. Businesses use them for everyday letters, flats, and packages, not just bulk mailings. Learn how USPS postage meters work and the rules that apply.
What Are the Parts of a Postage Meter System?
A postage meter system usually includes the meter (the secure postage-printing unit), a mailing machine base, an integrated scale, a feeder, an envelope sealer, a stacker, a tape or label dispenser for packages, and a touchscreen with software. Entry models combine several of these in one compact unit.
| Component | What it does | Found on |
|---|---|---|
| Postage meter | Stores postage funds and prints the postage indicia | Every system |
| Mailing machine base | Moves envelopes through the meter for printing | Every system |
| Integrated scale | Weighs each piece for exact postage | Most current models |
| Feeder | Feeds envelopes by hand, semi-automatically, or automatically | Varies by model |
| Envelope sealer | Moistens and seals flaps as envelopes pass through | Mid- and high-volume models |
| Stacker | Catches and stacks finished mail | Mid- and high-volume models |
| Tape or label dispenser | Prints postage on tape or labels for packages and thick items | Most models |
| Touchscreen and software | Selects mail class, tracks spending, prints shipping labels | Most current models |
| Connectivity | Downloads rate updates and refills postage online | All IMI-compliant meters |
What Sizes of Postage Meter Equipment Are Available?
Postage meter equipment comes in four general sizes: entry-level manual-feed units handling roughly 20 to 45 letters per minute, semi-automatic machines at about 45 to 120, automatic mailing systems at about 120 to 200, and production systems above 200 letters per minute.
| Size | Approx. speed* | Feeding | Best for | Example models |
|---|---|---|---|---|
| Entry-level | ~20–45 letters/min | Manual | Up to ~50 pieces a day | FP PostBase Mini, Quadient iX-1, Pitney Bowes SendPro Mailstation |
| Mid-volume | ~45–120 letters/min | Semi-automatic | ~50–200 pieces a day | Pitney Bowes SendPro C Series, Quadient iX-3, FP PostBase Vision |
| High-volume | ~120–200 letters/min | Automatic feed and seal | ~200–1,000 pieces a day | Quadient iX-5, Pitney Bowes SendPro P-Series, FP PostBase Pro |
| Production | 200+ letters/min | High-speed automatic | 1,000+ pieces a day | Quadient iX-7/iX-9, Data-Pac EZ-Mailer |
*Approximate ranges; rated speeds vary by model, configuration, and mail mix. Compare specific models in our review of the best postage meters.
Can You Buy Postage Meter Equipment?
You can’t buy a postage meter; USPS requires the meter to be rented or leased from an authorized provider. You can usually buy supplies such as ink and postage tape, and standalone mailroom equipment like folders or letter openers. The mailing machine base is typically included with the meter rental or lease.
| Equipment | Buy | Rent or lease |
|---|---|---|
| Postage meter | No, never | Required |
| Mailing machine base | Sometimes, from some dealers | Usually bundled with the meter |
| Integrated or larger scale | Sometimes | Often included or added to the lease |
| Ink, tape, labels, sealing solution | Yes | Sometimes bundled |
| Folders, inserters, letter openers | Yes | Also available to lease |
| Shipping or mailing software | Subscription | Often bundled with the meter |
Retail listings that say “postage meters for sale” usually mean the mailing machine itself or a lease offer. The meter always stays the provider’s property. See how postage meter rentals and postage meter leases work.
What Postage Meter Equipment Does Your Business Need?
Most small businesses need only an entry-level meter with a built-in scale. Add shipping-label software if you send packages regularly, automatic feeding and sealing if you mail 200 or more pieces a day, and a larger scale if you ship heavy parcels.
| Your mail | Equipment to look for | Nice to have |
|---|---|---|
| A few letters a day | Entry-level meter with built-in scale | Logo or return-address printing |
| Letters plus regular packages | Meter with shipping-label software and tape dispenser | Larger scale |
| Steady daily batches | Semi-automatic or automatic feeder and sealer | Department accounting |
| Large mailings | High-speed automatic system with stacker | Folder-inserter, dynamic weighing |
Volume matters more than company size. A one-person online shop shipping 20 packages a day may need more equipment than a 20-person office mailing a handful of letters.
Not sure what equipment fits? Tell us your volume and local providers will recommend and quote the right system.
Which Companies Make Postage Meter Equipment?
Four companies provide USPS-authorized postage meter equipment in the U.S.: Pitney Bowes, Quadient (formerly Neopost, which now includes Hasler), FP Mailing Solutions, and Data-Pac. Each offers a range of machines from entry-level to high-volume, sold directly and through local dealers.
| Provider | Equipment lineup | Known for | Our review |
|---|---|---|---|
| Pitney Bowes | SendPro Mailstation, SendPro C, SendPro P, MailCenter | Broad lineup and built-in shipping tools | Pitney Bowes review |
| Quadient (formerly Neopost) | iX-1, iX-3, iX-5, iX-7, iX-9 | Easy touchscreen; scales by volume | Quadient review |
| FP Mailing Solutions | PostBase Mini, PostBase Vision, PostBase Pro | Compact, value-focused machines | FP review |
| Data-Pac | The Curve, EZ-Mailer, DP Series | Fast machines for high volume | Data-Pac models |
Have an older Hasler machine? See our Hasler review. Hasler’s U.S. mailing business is now part of Quadient.
What Supplies Does Postage Meter Equipment Need?
Postage meter equipment typically needs ink cartridges, postage tape or labels for packages and thick envelopes, and sealing solution for machines that seal envelopes. Ink is usually the biggest ongoing supply cost, ranging from about $25 to more than $200 per cartridge depending on the model.
| Supply | Used for | Typical cost* |
|---|---|---|
| Ink cartridges | Printing postage and indicia | ~$25 to $200+ per cartridge, by model and yield |
| Postage tape or labels | Packages and items too thick to feed | Varies by roll or sheet count |
| Sealing solution | Envelope sealers | Varies by size |
| Shipping labels | Package labels from meter software | Varies by label type |
*Estimates only; ask each provider for the price and yield of supplies for your specific model.
Supply costs add up, so ask whether any are bundled into your quote. Our postage meter pricing guide covers supplies and other hidden fees.
What Other Mailroom Equipment Works With a Postage Meter?
Besides the postage meter, common mailroom equipment includes folder-inserters that fold documents and stuff envelopes, address printers, letter openers, standalone scales, and mailing or shipping software. Most small offices don’t need these, but they can save significant time for high-volume mailers.
| Equipment | What it does | Who benefits |
|---|---|---|
| Folder-inserter | Folds documents and inserts them into envelopes | Offices sending invoices or statements in batches |
| Address printer | Prints addresses and barcodes on envelopes | Marketing and bulk mailers |
| Letter opener | Opens incoming mail quickly | Offices with heavy incoming mail |
| Standalone shipping scale | Weighs heavier packages | Frequent package shippers |
| Mailing and shipping software | Manages rates, labels, tracking, and reports | Businesses shipping with multiple services |
Many postage meter providers also offer this equipment and can bundle it into one quote.
How Much Does Postage Meter Equipment Cost?
Postage meter equipment typically rents or leases for about $20 to $60 per month for small-office systems, $60 to $150 for mid-volume machines, and $150 to $1,000 or more for high-volume systems. Postage and supplies are extra, and pricing varies by provider, term, and location.
| Equipment size | Est. monthly lease or rental* |
|---|---|
| Entry-level | ~$20–$60 |
| Mid-volume | ~$60–$150 |
| High-volume | ~$150–$450 |
| Production | ~$400–$1,000+ |
*Estimates based on typical 2026 advertised starting prices and quotes; not offers. See the full breakdown in our postage meter cost guide.
Is My Older Postage Meter Equipment Still Compliant?
Postage meters must meet the current USPS Intelligent Mail Indicia (IMI) standard, which requires online connectivity for rate updates and reporting. USPS phased out older non-IMI meters beginning in 2024, so if your equipment predates IMI, ask providers about replacing it.
Older lines such as the Pitney Bowes DM Series, Neopost IS Series, and Hasler IN Series have largely been replaced by newer, IMI-compliant machines. Upgrading is often a good time to compare providers, since many will handle returning your old meter and any postage refund. Read why USPS compliance matters.
Should You Rent or Lease Postage Meter Equipment?
Rent postage meter equipment if you want a shorter commitment or expect your volume to change; lease it if your volume is steady and you want the lowest monthly price over a multi-year term.
| Rent | Lease | |
|---|---|---|
| Typical term | Month-to-month to about 1 year | Commonly 3–5 years |
| Monthly price | Often somewhat higher | Usually lower |
| Flexibility | Easier to change equipment | Early termination fees usually apply |
| Learn more | Postage meter rentals | Postage meter leases |
How Do You Get Quotes on Postage Meter Equipment?
The easiest way to get postage meter equipment quotes is to submit one short request that reaches multiple authorized providers in your area. They recommend equipment sized to your volume, and you compare systems, monthly costs, and contract terms side by side.
- 1
Tell us what you mail
Share your approximate letter and package volume and ZIP code. It takes about 30 seconds.
- 2
Get equipment quotes locally
Authorized providers in your area recommend and price equipment sized to your volume.
- 3
Compare systems and terms
Line up machines, features, supplies, fees, and contract terms side by side.
- 4
Get set up
The provider delivers and installs the equipment and registers the meter with USPS.
Postage Meter Rental is an independent comparison service. We don’t sell, rent, or lease equipment ourselves, and we aren’t affiliated with USPS or any manufacturer. We connect your business with local postage meter providers so you can compare real quotes. It’s free, with no obligation.
Postage Meter Equipment FAQ
What is postage meter equipment?
Postage meter equipment is the set of devices used to print postage in-house: the postage meter itself, which stores and prints postage value, plus the mailing machine base, scale, feeder, sealer, stacker, and supplies such as ink and postage tape. Together they weigh, seal, and meter mail in one pass.
Can you buy postage meter equipment?
You can’t buy the postage meter itself; USPS requires it to be rented or leased from an authorized provider. You can usually buy supplies like ink, tape, and sealing solution, and some accessories or mailroom equipment such as folders and letter openers. Mailing machine bases are typically bundled with the meter lease.
What is the difference between a postage meter and a mailing machine?
The postage meter is the secure component that holds postage funds and prints the indicia. The mailing machine is the base that feeds, seals, weighs, and moves envelopes through the meter. The terms are often used interchangeably because they’re rented or leased together.
How fast are postage meter machines?
Entry-level manual-feed meters handle roughly 20 to 45 letters per minute, semi-automatic machines about 45 to 120, automatic mailing systems about 120 to 200, and production systems more than 200. Actual speed depends on the model and the mix of mail.
How much does postage meter equipment cost?
Postage meter equipment typically rents or leases for about $20 to $60 per month for small-office systems, $60 to $150 for mid-volume machines, and $150 to $1,000 or more for high-volume systems, plus postage and supplies. Exact pricing varies by provider and location, so compare quotes.
What supplies does a postage meter need?
Most postage meters need ink cartridges, postage tape or labels for packages, and sealing solution if the machine seals envelopes. Some also use shipping labels for packages. Ask providers what supplies your model uses and what they cost.
Who makes postage meter equipment?
Postage meters in the U.S. come from four USPS-authorized providers: Pitney Bowes, Quadient (formerly Neopost, which now includes Hasler), FP Mailing Solutions, and Data-Pac. Related mailroom equipment such as folders and inserters is made by these and other manufacturers.
Do I need a scale with my postage meter?
Most current postage meters include a built-in scale for letters and small packages. If you ship heavier packages, ask about a larger-capacity scale, which may be an added monthly cost.
Is older postage meter equipment still usable?
Meters must meet the current USPS Intelligent Mail Indicia (IMI) standard, and USPS phased out older non-IMI meters beginning in 2024. If you have an older machine, ask providers about an upgrade; many handle returning the old meter and refunding its remaining postage.
What equipment does a small business need for mailing?
Most small businesses need only an entry-level postage meter with a built-in scale. Businesses that also ship packages benefit from a model with shipping-label software, and offices that send large batches may add automatic feeding, sealing, or a folder-inserter.
Find the Right Postage Meter Equipment for Your Office
The right system fits your mail volume, your space, and your budget. Tell us about your mailing needs and compare free equipment quotes from providers near you.
Speeds and prices are approximate and for comparison only; they are not offers. Postage Meter Rental is an independent comparison service and is not affiliated with USPS or any manufacturer. Product names are trademarks of their respective owners.
