A Folder Inserter Machine (What it Does and How to Buy the Best)

If your business sends more than 50 items of mail per day, automating mail processes is key to increasing overall office productivity. Beyond 50 items per day, manual processes simply begin to take too much time to reliably generate value. With that in mind, you may want to consider buying a folder inserter machine to speed things up.

Postage machines are an important part of automating mail processes. They make it possible for mailroom employees to avoid running out of stamps and eliminate downtime. But postage meters are just the first step towards best-in-class mailroom process efficiency.

Older inserters can play a major role improving productivity for businesses that rely on direct mail to communicate with customers.

What Do Folder Inserters Do?

Commonly called letter stuffers or paper folding machines, folder inserters do what their names suggest: they fold and insert documents into shipping envelopes, preparing them for immediate shipping. Commercial postage machines often include folder inserters as an additional finishing option.

These devices are responsible for the uniform, professional look that mail from large, reputable organizations typically exhibit. It allows every item you send through the mail to enjoy the same polished appearance.

Businesses can choose between low volume folder inserters capable of processing around 1,000 envelopes per hour up to high-volume options capable of preparing more than 12,000 per hour, with unlimited job memory. Most mid-volume folder inserters fold, insert, and seal around 3,000 envelopes per hour.

Even the smallest folder inserter is far more efficient than a human mailroom employee. Even the fastest, most dedicated human employee cannot match the output of an automated system that takes no breaks, needs little oversight, and is capable of operating 24 hours a day, if needed.

Folder Inserters Reduce Mailing Errors

Repetitive manual processes are prone to errors. No amount of employee training and discipline can reduce errors to the level of predictability that automated machines offer. Folder inserters are an important tool for reducing address errors and envelope mix-ups.

Professional-quality mail inserters can print tiny coded marks on your outgoing documents that operate like barcodes. These marks tell the machine to place the appropriate document in the envelope automatically, reducing the chance of mistakenly sending the wrong item out.

This functionality ensures that the correct documents go to the recipients intended. It works even when the number of individual pages stuffed into the envelope differ from envelope to envelope. As a result, mail sorting only happens once – the postage machine takes care of the rest.

Mailing room mistakes can be costly. Team members who mishandle mail intended for other individuals, even accidentally, may be committing a crime. Closer to home, mistakenly sending private information, like customer account data and social security numbers to the wrong address can constitute a privacy breach. This could cause trouble with the SEC, who you may technically be legally obliged to inform of the breach.

Folder Inserter Maintenance and Consumables

Just like printers and copiers, folder inserters use consumables to complete their automated jobs. Businesses that wish to protect their workflow need to automate the process of supplying their office inserting machines with the consumables they need.

If you require employees to go out and obtain paper envelopes and other supplies for your mail inserter, you run the risk of experiencing downtime. Automated processes can burn through supplies at a lightning-fast rate – you want to be sure your processes don’t break down due to lack of consumables.

The best way to do this is to contact a reputable third-party providing managed mailing services. This ensures that your postage machine will always be equipped with enough consumable supplies to meet the next job.

Managed service vendors analyze usage statistics to determine how much of any given supply you will need in the near future. This allows them to replace consumables as they run low without forcing you to keep massive on-premises supply cabinets stuffed with envelopes and papers.

At the same time, managed service vendors can perform routine preventative maintenance ensuring your machines are always calibrated and in good working condition. With managed mailing services, there is no chance your devices fail during peak periods – proactive maintenance keeps your equipment running smoothly.

What to Look for in a Folder Inserter Machine?

When choosing a folder inserter machine to buy, consider the following factors:

• Capacity – Ensure the machine can handle the volume of mail you need to process.
• Speed – Look for a machine with a processing speed that matches your business needs.
• Document Handling – Check if it supports different paper sizes, weights, and types of inserts.
• Ease of Use – Choose a machine with intuitive controls and easy setup.
• Versatility – Look for features like multi-sheet folding, envelope sealing, and custom folding options.
• Durability – Consider the build quality and reliability for long-term use.
• Maintenance – Check for ease of maintenance and availability of support services.
• Integration – Ensure compatibility with your existing mail processing systems.
• Cost – Consider the total cost of ownership, including initial investment, maintenance, and supplies.
• Security – Look for features that ensure the confidentiality and accuracy of your mailings.

Expert Folder Inserter Machine Guidance

Speaking to a qualified folder inserter machine professional is the first step towards implementing cutting-edge automation. Expert assessment and consultation is key to making the most of your mailing equipment.

By combining the latest technology on the market with the skill and service of highly trained engineers, you can significantly reduce the amount of time and effort it takes to mail out packages to your customers and leads. Use automated processes to reduce errors and improve efficiency in your mailroom.

Kelley Create can help you find the perfect-sized folder inserter for your direct mail initiatives. Contact a specialist to order an assessment today.