If you run a business in the UK that involves sending out a large volume of mail, you’ve probably heard about franking machines. Renting a franking machine can be a cost-effective way to manage your postal requirements, but what should you expect in terms of prices and what factors should you consider before making a rental decision?
This guide aims to offer some valuable insights.
Franking machine rental price list
| Model Category | Model Name | Estimated Monthly Cost | Notable Features |
|---|---|---|---|
| Basic | Mailstart Plus | £20 | User-friendly, moderate volume |
| Basic | Pitney Bowes DM60 | £25 | Integrated weighing scales, low volume |
| Basic | FP Mailing PostBase Qi4 | £28 | Colour touchscreen, customisable adverts |
| Mid-range | FP Mailing PostBase Mini | £40 | Colour touchscreen, higher speed |
| Mid-range | Quadient IS-350 | £45 | Automated date setting, logo printing |
| Mid-range | Pitney Bowes DM220i | £50 | Speedy processing, cost accounting |
| Advanced | Pitney Bowes SendPro P3000 | £370 | Fully automated, multiple feeding stations |
| Advanced | FP Mailing PostBase Vision | £285 | Dynamic touchscreen, system integration |
| Advanced | Quadient IS-6000 | £495 | Power conveyor stacker, cost control |
These costs are approximate and additional expenses such as maintenance and ink may apply. Don’t forget to inquire about discounts and promotional rates, particularly for longer-term commitments.
What is a franking machine?
A franking machine is a device that prints a postage mark directly onto envelopes or adhesive labels, thereby eliminating the need for traditional stamps. This method is not only quicker and more efficient, but it can also offer significant cost savings compared to using regular stamps.
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How much does it cost to rent a franking machine?
The rental cost for franking machines can vary widely depending on the machine’s capabilities, the supplier and the length of the rental agreement. Here are some general price ranges:
- Basic Models: £15 to £30 per month
- Mid-range Models: £30 to £50 per month
- Advanced Models: £100 to £500 per month
These are only estimates, and it’s worth noting that additional costs like maintenance fees or ink cartridges may apply.
Basic models
- Mailstart Plus: Approximately £20 per month
Ideal for small businesses, this user-friendly model manages a moderate volume of mail. - Pitney Bowes DM60: Around £25 per month
Geared towards low-volume mailers, this model offers integrated weighing scales and reasonable processing speed. - FP Mailing PostBase Qi4: About £28 per month
This is another good option for smaller businesses. It offers a colour touchscreen interface and some additional features like customisable adverts.
Mid-range models
- FP Mailing PostBase Mini: Approximately £40 per month
Designed for moderate mailing needs, this model offers a colour touchscreen and higher processing speed compared to basic models. - Quadient IS-350: Around £45 per month
With features like automated date setting and logo printing, this model is suited for businesses that require extra functionalities. - Pitney Bowes DM220i: Approximately £50 per month
Offering a mix of speed and additional features like cost accounting, this model is well-suited for businesses with more extensive mailing requirements but not in need of an advanced machine.
Advanced models
- Pitney Bowes SendPro P3000: Approximately £370 per month
This high-speed, fully automated model is designed for businesses with large-scale mailing needs and offers features like multiple feeding stations and advanced tracking. - FP Mailing PostBase Vision: Around £285 per month
Offering advanced technology, this model has a dynamic touchscreen and the ability to integrate with your internal systems. - Quadient IS-6000: Approximately £495 per month
This model is at the higher end of the advanced category, designed for very high-volume mailing. It comes with features like a power conveyor stacker and cost control capabilities.
Remember, these prices are just estimates and might not include additional costs such as maintenance fees and ink cartridges. Also, discounts and promotional rates may be available for long-term rentals, so be sure to ask your supplier about these options.
Discounts and promotions
Many suppliers offer promotional rates or discounts for longer rental terms, so be sure to ask about these opportunities. Also, some vendors offer a free trial period, which can be a useful way to test whether a franking machine is right for your business.
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Things to consider before renting a franking machine
Volume of mail
The volume of mail your business sends out is a significant factor in deciding what kind of machine to rent. Basic models might suffice for low-volume needs, whereas businesses sending out hundreds or thousands of pieces of mail each month may require advanced models with faster processing speeds and additional features.
Features
Different models come with varying features, such as the ability to frank parcel labels, integrated scales for accurate pricing, and even touch-screen controls. Consider what features are essential for your operations.
Supplier reputation
It’s crucial to rent from a reputable supplier who offers reliable customer service and technical support. Check reviews and ask for recommendations to find a supplier you can trust.
Rental agreement terms
Examine the rental agreement carefully. Make sure you understand the terms, including the length of the contract and what happens if you want to terminate it early.
Postage rates
Franking machines come with the benefit of discounted postage rates. However, these rates can differ from one machine to another. Ensure the machine you’re considering offers competitive rates for the types of mail you’ll be sending.
Rental vs purchase
When it comes to acquiring a franking machine, businesses are often faced with the decision between renting and purchasing. Both options have their pros and cons, and the best choice for your business will depend on various factors like cash flow, volume of mail, and long-term needs.
Advantages of renting
- Flexibility: Renting allows you to easily upgrade or downgrade your machine based on your business needs. This can be particularly useful for companies experiencing growth or those that have fluctuating mailing requirements.
- Lower upfront costs: Renting eliminates the need for a large initial investment, freeing up capital for other areas of the business.
- Maintenance and support: Rental agreements often include servicing and maintenance, ensuring that your machine remains in optimal condition.
- Trial and error: If you’re new to franking, renting allows you to try out different machines and features without the commitment of a purchase.
Advantages of purchasing
- Ownership: When you purchase a machine, it’s yours to keep. This can be more cost-effective in the long run if you have consistent, high-volume mailing needs.
- No ongoing fees: Once you’ve purchased a franking machine, you won’t have to worry about monthly rental fees. However, you will be responsible for maintenance and repair costs.
- Tax benefits: Owning a franking machine could offer tax advantages, like the ability to write off the purchase as a business expense.
- Customisation: Ownership might give you more freedom to customise the machine to better fit your specific business requirements.
Things to consider
- Cash flow: If preserving cash flow is a priority, renting may be the more sensible option.
- Technological obsolescence: Franking technology is continually evolving. Owning a machine may mean you’re stuck with outdated technology, unless you’re willing to invest in a new model.
- Commitment: Renting requires less commitment than purchasing, making it a safer bet for businesses that are not sure of their long-term mailing needs.
Both renting and purchasing a franking machine have their merits. Renting offers flexibility and lower upfront costs but may be more expensive over time. Purchasing requires a higher initial investment but can be more cost-effective in the long run for businesses with consistent, high-volume mailing needs. Carefully weigh the pros and cons in the context of your business’s specific requirements to make the most informed decision.
Franking machine rental cost calculator
Before committing to a rental agreement, it’s worth estimating your total monthly expenditure. The base rental cost is just one part of the overall picture—additional costs for ink, labels and postage must be considered too.
Here’s a simple example for different usage levels:
| Usage Level | Monthly Rental | Ink & Labels | Postage Top-Up | Estimated Total |
|---|---|---|---|---|
| Low-volume | £25 | £15 | £100 | £140 |
| Medium-volume | £40 | £25 | £250 | £315 |
| High-volume | £285 | £40 | £750+ | £1,075+ |
Keep in mind that many suppliers offer bundled rates or tiered discounts, especially for higher-volume clients.
What’s typically included in a franking machine rental agreement?
Rental packages can vary between providers, but most UK franking machine rental agreements include some core services. Here’s what to expect:
| Item | Typically Included? | Details |
|---|---|---|
| Machine hardware | ✅ Yes | Defined by your contract – make sure the model suits your needs |
| Installation/setup | ✅ Often | May be in-person or remote, depending on the provider |
| Maintenance and servicing | ✅ Usually | Check whether call-out costs are included or charged separately |
| Ink and labels | ❌ Rarely | Usually charged separately or offered as part of a consumables bundle |
| Royal Mail registration | ✅ Often | Most suppliers will assist with paperwork and setup |
| Training | ✅ Sometimes | May be included for more advanced machines or new users |
Always ask for a full list of inclusions before signing any rental agreement.
Short-term vs long-term franking machine rental
The duration of your rental contract can significantly affect cost and flexibility. Here’s how short-term and long-term options compare:
| Term Length | Pros | Cons |
|---|---|---|
| Short-term (3–6 months) | Flexible, good for seasonal spikes or testing a machine | Higher monthly cost, fewer model choices |
| Long-term (12+ months) | Lower rates, often includes servicing and upgrades | Early termination fees may apply, more commitment required |
Tip: If your mailing needs are likely to increase, ask about upgrade options and the ability to renegotiate terms partway through your contract.
Franking machine upgrades during your rental term
Many suppliers allow you to upgrade or change machines mid-contract—especially if your business is growing. However, the flexibility depends on your agreement.
What to ask your supplier:
- Can I upgrade or downgrade at any time?
- Will any unused months or pre-paid rental be credited?
- How will the existing postage balance be transferred?
- Are there administrative or upgrade fees?
If future-proofing is important to you, choose a supplier that offers scalable rental packages with upgrade flexibility.
Leasing vs renting a franking machine – what’s the difference?
Though the terms are sometimes used interchangeably, leasing and renting have key differences in the UK business equipment market.
| Factor | Renting | Leasing |
|---|---|---|
| Contract flexibility | Shorter-term (monthly or annual) | Long-term (usually 1 to 5 years) |
| Ownership | Remains with supplier | May include ownership at end of term |
| Monthly cost | Slightly higher | Slightly lower if locked in for longer |
| Upgrades | Easier to switch models | Less flexibility |
| Suitable for | Short-term, small or scaling businesses | Established businesses with predictable needs |
Conclusion: Renting is better for flexibility, while leasing may offer lower long-term costs if you’re confident in your long-term requirements.
List of Royal Mail-approved franking machine rental providers
When renting a franking machine in the UK, it’s essential to choose a Royal Mail-approved supplier. These providers are certified to supply, maintain and support machines that meet postal standards.
Here are some trusted and approved suppliers:
- Mailcoms – Known for responsive service and competitive rentals
- Franking Sense – Offers tailored rental plans for businesses of all sizes
- The Mailing Room (TMR) – Well-established with good maintenance packages
- Ashcroft Mailing Solutions – Specialist in both rental and support services
- Pitney Bowes UK – One of the largest and most trusted brands
- Quadient UK (formerly Neopost) – Offers scalable machines with flexible agreements
- FP Mailing UK – Popular for German-engineered reliability
Troubleshooting and support – What happens if things go wrong?
Even the most reliable franking machines may experience issues over time. Here’s what you should expect in terms of support:
Typical support features:
- Helpline access: Most suppliers offer telephone support during working hours
- Remote diagnostics: Many models allow for quick troubleshooting online
- Engineer call-outs: Some contracts include on-site support within 24–48 hours
- Loan machines: In the event of a serious breakdown, temporary replacements may be offered
- Software updates: Most suppliers manage postage rate changes remotely
Checklist when comparing suppliers:
✅ 24/7 support line or online portal
✅ Engineer call-out response time
✅ Access to replacement machines
✅ Inclusion of maintenance in rental fee
Clarify what level of support is included before you sign the agreement, especially if downtime could disrupt your business.
FAQ for franking machine rental
Renting a franking machine provides greater flexibility, lower upfront costs, and often includes maintenance and support. It’s a good option for businesses with fluctuating mailing needs or those who want to try out a machine before committing to a purchase.
A franking machine rental agreement usually specifies the monthly rental fee, the length of the rental term, and what is included in the fee, such as maintenance and customer support. The agreement will also outline the conditions for terminating the contract early.
The ability to switch models during your franking machine rental period depends on the terms of your rental agreement. Some suppliers offer the flexibility to upgrade or downgrade based on your evolving business needs.
Maintenance inclusion in the franking machine rental fee can vary by supplier. Some providers include regular maintenance as part of the rental package, while others may charge extra for this service. Always check the rental agreement for specifics.
When selecting a franking machine rental supplier, consider factors like their reputation, customer reviews, the variety of models offered, and the terms of the rental agreement. Make sure to also compare the features of different franking machines to determine which suits your needs best.
While franking machine rental fees are usually straightforward, there may be additional costs like installation charges, maintenance fees, or costs for additional features. Make sure to read the rental agreement carefully to understand all potential costs.
To calculate the return on investment (ROI) of a franking machine rental, compare the rental costs against the savings made from discounted postage rates and increased operational efficiency. Also, factor in any additional costs like maintenance or consumables.