Postage Scales Buyer's Guide

A postage scale might be a small investment -- but it can provide huge benefits for your mailroom. Find out more.

Introduction

Postal scales can help increase mailing efficiency by reducing overpayment on outgoing mail. A good scale will help the typical business save 10% to 15% on postage.

For processing large volumes of mail, you'll probably want a scale that's integrated directly into the rest of your postage system: the postage meter, feeder, sealer, and the like. But for small- to medium-sized companies, standalone scales are an affordable way to improve your mailing efficiency.

When choosing a postage scale, it makes sense to have staff members who will be actually using the scale regularly to take a good look at the unit before purchase. They're the ones who know what will work well for the mailing needs of your business and what won't.

This BuyerZone.com postal scales buyer's guide will describe the types of postage scales available, the various features, and the costs.

Manual and digital postage scales

Postage scales come in both manual and digital versions. Manual postage scales use a balance or spring to weigh envelopes, while digital postage scales use a pressure-sensing microprocessor.

Manual postage scales can be accurate, but require users to read the weight from a mechanical needle, which increases the chances for human error. In contrast, digital postage scales provide an unambiguous digital readout, unlikely to cause any confusion.

Manual scales simply give you the weight of your item — you'll have to reference a table of current postage prices to get the mailing cost. Many digital postage scales are programmed with rate information, so they can display the exact price for you.

Of course, digital postage scales that convert weight to postage must be adjusted each time postal rates change. Older scales required that you replace a chip (or chips) every time postal rates changed — a pricey and potentially frustrating task. Now, some digital postage scales can download updated postal rate information from the Internet.

Postal scale features

There are a few basic features you should consider for your postal scale. However, make sure you evaluate overall ease of use in addition to specific features. Since many different people may be using the scale, you want to find one that is intuitive to use. Look for scales that have an easy-to-read keypad and clear prompts for operation.

Comparison shopping
One of the most useful features to look for in a postal scale is an option to "comparison shop." This enables you to determine the most economical rate among the different classes of mail. This will usually include First Class and Standard Class rates from the U.S. Postal Service, with some scales adding pricing for alternative package carriers such as DHL, FedEx, and UPS. High-end scales will even include the cost of postal services such as certified or registered mail.

Connecting to postage meters
To further reduce the likelihood of error, many digital postal scales can be connected directly to a postage meter to automatically set the meter to the appropriate amount. Each postage meter manufacturer offers scales designed to work with its mid-range and high-end meters. There are also third-party scales available, but they often require special connectors.

If you don't need this feature, you can buy any manufacturer's scale. There is no need to buy a scale from the meter manufacturer, since there are no compatibility issues between the two pieces of equipment.

Oversized packages
If you primarily send small documents or items weighing less than two pounds, almost any postal scale will be able to handle your needs. However, if you anticipate a more diverse mix of outgoing mailings, then you will need to make sure that the scale can handle oversized packages and heavier weights.

When evaluating scales, look at the size of the weighing platform, as well as the maximum weight that the unit can measure. An automatic lock feature that stores the weight reading can be very useful for large packages that block the display from view.

Pricing postage scales

Pricing for postage scales is fairly straightforward. Basic manual postage scales cost less than $10, while digital postage scales typically start at about $75. Digital postage scales that compare pricing for multiple carriers, handle heavier weights, and can download updated rates can cost several hundred dollars or more. If you expect to connect the scale to a postage meter, a postage meter interface typically adds a few hundred dollars to your overall costs.

Make sure you're buying a scale that's appropriate for your mailing needs. If you have a busy mailroom that regularly ships multiple types of packages, a high-end postage scale is worth the investment. If you're simply trying to save an occasional trip to the post office, a basic manual postage scale will get the job done for a lot less money.

Postage scale buying tips

Concerned about unauthorized use of the connected scale and meter? You may want to consider purchasing a scale with a password feature.

Accounting Features
Accounting features allow you to charge postage and other handling charges to 100, 250, or 500 clients or departments. In many cases, it's less expensive to obtain management reports from the scale than from the postage meter.

Manual Entry
For shipments that exceed the weight capacity of the scale, look for a scale that allows you to manually enter the weight for rate calculation.

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