02Jan

5 Questions to Ask Before Investing In a Mail Inserter

As a direct replacement for manual labour in mail rooms across the globe, mail inserter machines are a fantastic investment for businesses of all sizes. 

Inserter machines fold letters and insert documents into envelopes at incredible speeds and volumes. Postage can even be administered when paired with complementary franking machine and conveyor belt equipment, creating a total mailroom solution for maximum efficiency. Also known as enveloping machines, this solution refines presentation of your outgoing professional communication, and can improve response rates from customers.

Each business will have their own unique mail creation and finishing requirements. Our expert team can recommend appropriate, cost-effective models through a review of your current operations, allowing you to build a better understanding your mailing requirements and expectations.

For your understanding, here are 5 factors we consider when recommending a folder inserter model for your business:

 

1. How many pieces of mail do I process per month?

This figure should keep both sheets and inserts in mind. Inserts are additional items added to the main mailing pieces that do not require folding. Examples of inserts include business cards, small advertising material, or return envelopes.

An additional sheet feeder is required to incorporate inserts so it’s definitely a good idea to consider your long term printing goals.

Businesses that see more complex mailing operations or significantly higher volumes of outgoing mail may benefit from a Batch Counter. Batch Counters allow the user to control with precision when folding and inserting should stop.

Mail volume is just one factor when considering between models, which is why taking the time to build a thorough understanding of your current operations and future intentions is important.

 

2. How complex are my mail pieces?

If your mail pieces involve multiple sheets and configurations, you may want to consider a folder-inserter model with AI (Artificial Intelligence). Models incorporating AI are able to produce barcodes or optical marks (OMR) that instruct the inserter how many pieces to collate together before folding and then inserting into the envelope. Mid-range folder-inserter models tend to have the flexibility to process multiple envelope sizes, paper sizes and fold types.

 

3. How do I keep track of my outgoing mail?

Besides scan marks and barcodes that can be counted, some folder-inserter models also provide users with management systems that record the path of mail through various processing machines, collecting statistical data on every run in real time. Operations metrics give you the power to monitor your automated mail center 24/7 and immediately bring to light any discrepancies or mechanical issues.

If calculating your outgoing mail and electronically tracking deliveries is important to you, be sure to inform your Smartech Sales Specialist, so that we are able to cater to your needs better.

However, if your outgoing mail requirements are unlikely to require in-depth tracking and analysis there are plenty of quality folder/inserters on the market without AI – this reducing costs significantly.

 

4. How much space does our office have to accommodate a solution?

There are of course folder-inserter models to accommodate businesses of all shapes and sizes – but as these machines increase in complexity, so to does the space they will take up in your office, mail room or warehouse. It’s important to ensure you have enough physical space for your new folder inserter machine to operate, and for operators to maneuver around safely and comfortably.

When calculating the required spacing for your new folder inserter, it’s important to remember that more complex and sophisticated Folder/Inserter models often require operation from a dedicated team member.

For example, a folder and inserter with cycle speeds of over 3000 per hour and capacity of 300 sheets, such as the Pitney Bowes Relay 4500, carries dimensions of : 1067 mm L x 533 mm W x 635 mm and weighs a significant 72kg.To keep your mail operations speedy and safe, allow adequate room for all staff to operate the machine comfortably. Be sure to check the Workplace Health and Safety requirements in your region, to confirm any spacing requirements/regulations.

 

5. What is my budget?

Enveloping machines are a considerable but essential investment for mail-dependent businesses. Smartech Singapore offers a range of flexible, case-by-case finance plans for our customers’ various needs. Enjoy the benefits of a folder inserter at a controlled cost, and experience machines before you commit to a purchase. For further rental  inquiries, or to arrange a demo session, please email us at sales@smartech-asia.com. Our inserter solutions are available in Malaysia, Singapore and Hong Kong only. 

 
Smartech Business Systems intuitive Mailing and Production technology systems have been developed and fine-tuned by a team of expert engineers. We take time to understand your business needs so we can recommend the right solutions.

For more information, please visit our inserter catalogue: https://smartech-asia.com/smartech-product-category/desktop-inserters/  or contact us at sales@smartech-asia.com

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SMARTECH has offices located throughout Asia-Pacific and North America allowing us to conveniently service the region.

Contact your nearest SMARTECH office to discover how our technology solutions can transform your business 

Australia

Level 4, Suite 3
12 Mount St, North Sydney
NSW 2060 Australia

+612 99292852

Hong Kong

Suite 1902,
19/F 88 Hing Fat Street,
Tin Hau, HongKong

+852 3413 7800

Singapore

178 Paya Lebar
Road, #04-02,
Singapore 409030

+65 64999284

Malaysia

Suite C-11-2 Level 11
Wisma Goshen, Plaza Pantai
No.5 Jalan 4/83A off Jalan Pantai Baru
59200 Kuala Lumpur Malaysia

+60 3-2201 2363

CHINA

Unit 1307, 13/F
SCITECH Tower,
No. 22 Jianguomenwai Ave
Chaoyang District,
Beijing, PRC22131307

+86 10 65183036

USA

5321 Industrial Oaks
Suite 111
Austin Texas USA
78735

+512 857 7101

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Regents Park Estate Block Q,
1 Princes Rd E, Auburn NSW 2144,
Australia

VIC Office

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Braeside, VIC, 3195,
Australia

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Coorparoo QLD 4151,
Australia

WA Office

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Malaga WA 6090,
Australia

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Adelaide SA 5000,
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