Do you want to buy an envelope inserting machine? To help you learn more about envelope inserting, we have put together useful tips and information for you.
What is envelope inserting?
Envelope inserting is an important part of the mail processing process. Documents such as invoices are printed, folded, enveloped, franked, and then handed over to the postal service. Envelope inserting machines take over the task of combining multi-page documents, folding them using different folding techniques, and inserting them – that is, placing them in envelopes of various formats.
Tip: Test the paper in advance!
Depending on the task, special envelope inserting envelopes, so-called machine envelopes, are required: in the industrial paper processing process, the surface texture and folding behavior of the paper types used are particularly important. That is why we recommend trial orders of the envelope inserting systems in advance.
What are the advantages of an envelope inserting machine?
Manual processing of daily business mail is uneconomical not only for larger mail volumes – even with small and medium mail volumes, buying an envelope inserting machine can be worthwhile. We recommend our easy-to-use and robust devices for medium and high mail volumes. For smaller mail volumes, we offer perfect entry-level models.
Many companies print a large number of order confirmations, invoices, or even payment reminders every day. In addition, there is daily correspondence with customers: the more clients a company has, the greater the number of documents to be processed. Today, customers expect carefully processed letters sent on time. Therefore, in addition to speed, security in the enveloping process is also important. Automated mail processing with the help of envelope inserting machines enormously increases the reliability of mail processing. These factors ensure precise and representative letter communication and satisfied customers.
Time is money
Last but not least, costs play a major role in the process. Compared with manual processing, enveloping with an envelope inserting machine is significantly cheaper in the long run. However, not all tasks can be done by machine: applying stickers or enveloping special formats is difficult to automate and will therefore probably still have to be done by hand in the future.
Of course, companies can also communicate by email in many cases. However, they must bear in mind that emails can sometimes get lost and the customer often has to print out the document themselves in order to continue processing it. That is not always well received. Many companies also reject outsourcing printing processes due to security concerns – and thus consciously choose automated mail processing in-house. In such cases, postage meters and envelope inserting machines are the perfect helpers for processing outgoing daily mail.
What should you consider when buying an envelope inserting machine?
Before making a purchase decision, you should define your requirements as precisely as possible – Francotyp-Postalia will be happy to support you in the consultation: What daily letter volume do you want to process, what load peaks due to regular print jobs (invoicing, dunning runs...) are to be expected, and how many documents do you send in a single operation and envelope? Such factors determine, for example, the cycle rate and the number of feed stations of the envelope inserting machine. A stacker for the letters may also be necessary. Paper qualities and their processing should be tested in a trial run if needed.
Buy, rent, or lease envelope inserting machines
The price of an envelope inserting machine depends on the models and variants. Financing through FP is also possible: we offer both leasing and rental and would be happy to advise you on this. In addition, we recommend taking out a service contract that minimizes the risk for companies. We offer first-class service and support you in Germany with the densest service network in the industry. Especially for envelope inserting systems that are subject to natural wear and become dirty due to abrasion and paper dust, a service contract – scaled by volume – is cost-effective and sensible.
