Inserter machines: are there no better alternatives?

Many companies still send important documents to their employees, customers and others in the traditional way. Every day, from their own mailroom equipped with devices such as an inserter machine. We need urgently to discuss this system: are there no alternatives to these kinds of folding machines?

Mail processing is a time-consuming process. Especially if it has to be done entirely by hand. Therefore your company may have already invested in all kinds of professional equipment to assist your employees in the mailroom. Such as an inserter or folding machine. However, a folding machine has many disadvantages. Like the price tag alone. But don't worry - there are alternatives.

Like digitalising your mailroom

Instead of having to invest heavily in an inserter machine, you can digitalise the processing of your outbound business mail. More and more companies are opting for this, partly for ecological reasons: they want to stop using paper and ink.

That sounds all well and good, but a digital mailroom can also have some disadvantages if you are not supported by the right partner. For example, confidential documents that you store electronically are possibly more vulnerable to external threats. With an emphasis on 'possibly' - more on that below.

Without the right security, confidential data can end up in the wrong hands, whether or not following a hack. So while a digital mailroom without a folding machine is ecologically responsible, how do you also keep your mail processing completely safe?

(Digitally) outsource your mail delivery

It is better to outsource your mail processing to an experienced postal partner. This will relieve you of the burden of your daily business mail, while also saving a lot of time and money. Your partner will process your mail entirely for you, from sorting to franking and delivering it to bpost. You can switch off your folding machine.

And yes, this process too can be completely digital. On a secure digital platform, you select the documents to send, choose the correct layout and forward everything to your postal partner. They will then print your mail in the desired way (paper, layout, letterhead and logo, envelopes, etc.), cover it, stamp it and deliver it to bpost for further distribution.

Moreover, all of this is completely safe, if you rely on EasyPost. We process your business mail in-line: no employee has access to its content. Or you can email your documents securely to your recipients via our EasyPost Connect solution. In addition, your attachment has a digital signature, so that the sender and receiver are 100% sure that the attachment was not manipulated.

Goodbye to your inserter machine!

That means there is no need to purchase a folding machine and have it maintained. Or spend money on staff, printing materials and envelopes. Your daily mail is processed digitally by your partner from A to Z, while your employees can focus on your company's core tasks.

The only expense left is a cost at the end of each month. Every month, you will receive a detailed invoice for the processing of your outbound mail. It can even be split by department, if you rely on EasyPost. Handy for your bookkeeping!

So there are indeed alternatives

Excellent alternatives, in fact. Fed up with the big mailroom expenses? Would you prefer to send your mail cost-efficiently? Possibly from a digital mailroom, but extremely securely? And say goodbye to your inserter machine, envelope machine, folding machine... whatever you call the device?

Let an experienced postal partner take care of it completely. You will enjoy many interesting benefits and you can fully focus on your core business without having to worry about your mail.

How to outsource your mail to us?

Perhaps via EasyPost Connect, our total solution that allows you to take care of your business mail in just a few clicks? Ask our consultants today. Together, we'd love to see what EasyPost can do for you.