For UK small businesses that send mail frequently, a franking machine can reduce postage cost, cut manual work, and improve consistency. Below is a concise guide to key considerations, current market benchmarks, and recommended machines suited to light or moderate mailing volume.
Why use a franking machine in 2025?
- Clear savings on postage: The April 2025 Royal Mail tariff sets a franked 1st class letter at £1.67 and 2nd class at £0.84 — still significantly cheaper than stamps.
- Volume discounts and automation: Businesses using franking machines can benefit from volume-based discounts and automatic tariff updates.
- Streamlined operations: Integrated scales, connectivity (LAN/WiFi), and multi-account tracking reduce human error and admin overhead.
- Better reporting and control: Usage logs, cost-centre allocation, PIN protection and departmental tracking help manage postage spend.
Despite rising costs, franking remains a sound choice for businesses sending dozens to hundreds of items per day.
What to look for: selection criteria
| Feature | Why it matters |
|---|---|
| Throughput (letters/min) | Ensures machine can keep pace with daily volume |
| Scale accuracy & weight range | Supports mixed mail envelopes/parcels without overpaying |
| Connectivity & software updates | Maintains compliance with changing Royal Mail tariffs |
| User access & security | Controls usage, tracks departmental spend |
| Total cost of ownership | Include ink, labels, maintenance, licence, inspections |
| Rental vs purchase | Flexibility vs capital commitment |
Rental vs purchase: cost ranges and trade-offs
Typical cost ranges (2025)
- Rental/lease: Around £19 to £60+ per month depending on model and service inclusion.
- Purchase: New machines typically cost £1,000 to £5,000+ for small/medium models. High-volume machines may exceed £10,000.
- Break-even volumes: Businesses sending modest daily volumes often recoup costs via postage savings within months.
See our separate guide to franking machine rental.
Recommended models for small to moderate volume
Below are franking machines that are viable choices for small businesses or light mailrooms. These examples help illustrate what you can expect at different performance levels. Note: availability, pricing and support vary by supplier — always get current quotes.
Comparison of the best franking machines for small businesses (2025)
| Model | Manufacturer | Speed (letters/min) | Integrated scale | Connectivity | Ideal daily volume | Typical monthly rental | Approx. purchase price | Best for |
|---|---|---|---|---|---|---|---|---|
| Quadient IX-1 | Quadient (Neopost) | 20 | Yes (3 kg) | LAN / USB | Up to 50 items | £25 – £35 | ~£1,800 + VAT | Very small offices sending light daily volumes |
| Quadient IX-3 | Quadient | 45 | Yes (5 kg) | LAN / Wi-Fi | Up to 150 items | £35 – £50 | ~£2,600 + VAT | Growing SMEs needing faster throughput |
| Quadient IX-5 (hand-feed) | Quadient | 75 | Yes (7 kg) | LAN / Wi-Fi | Up to 300 items | £50 – £65 | ~£3,700 + VAT | Mixed mail types, high-volume SMEs |
| Pitney Bowes DM100i | Pitney Bowes | 30 | Yes (2.5 kg) | USB / LAN | Up to 100 items | £30 – £45 | ~£1,500 + VAT | Reliable all-rounder for moderate mail volume |
| FP PostBase Qi3 | FP Mailing | 30 | Yes (3 kg) | LAN / Wi-Fi | Up to 150 items | £35 – £50 | ~£2,000 + VAT | Quiet, modern option with touchscreen control |
| FP PostBase Mini | FP Mailing | 17 | Yes (2 kg) | USB | Up to 40 items | £20 – £30 | ~£1,000 + VAT | Compact home-office or micro-business solution |
| Frama FS3 | Frama | 20 | Yes (3 kg) | USB / optional LAN | Up to 75 items | £25 – £40 | ~£1,400 + VAT | Easy-to-use, modular flexibility |
| Neopost IS-280c | Quadient / Neopost | 30 | Yes (3 kg) | LAN / optional Wi-Fi | Up to 100 items | £30 – £45 | ~£1,200 + VAT | Balanced entry model with Mailmark support |
Key insights
- Best value overall: Quadient IX-3 – balances speed, features, and rental cost.
- Most compact: FP PostBase Mini – ideal for home-based or very small firms.
- Most advanced for SMEs: Quadient IX-5 – robust throughput and modern connectivity.
- Best for reliability: Pitney Bowes DM100i – trusted long-term performer with wide service network.
- Quietest and most user-friendly: FP PostBase Qi3 – touchscreen interface, whisper-quiet operation.
You might also consider models from Frama or Quadient’s IS series (e.g. IS-280c) — these remain popular in UK SME environments.
How to choose the right machine for your needs
- Estimate daily throughput. If your peak volume is under 50 letters per day, entry-level machines suffice. For 100–300 items daily, mid-level is safer.
- Check scale limits. The machine’s scale must cover your heaviest envelope/parcel weight; differential weighing is a plus.
- Connectivity and updates. Ensure the supplier provides automatic Royal Mail tariff updates and remote diagnostics.
- Maintenance & support. Know what the service contract covers — callouts, wear parts, software updates.
- Upgrade path. Confirm whether you can upgrade or swap models mid-term under a rental or service contract.
- Total cost modelling. Build a cost model: rental or purchase + consumables + maintenance minus postage savings.
Sample cost scenario (2025)
Suppose a business sends 100 letters/day (first class) over a 5-day week.
- Stamps cost: £1.70 × 100 × 5 = £850/week (using non-franked rate)
- Franked cost: £1.67 × 100 × 5 = £835/week
- Weekly savings ≈ £15
- Annual saving > £700 (before factoring in volume discounts)
Add to that the time saved, reduced stamp wastage, and more accurate mail processing, and a franking machine can often “pay for itself” in 12–24 months depending on contract terms.
Conclusion and action plan
A modern franking machine remains a valuable investment for small UK businesses sending moderate volumes of mail. While cost pressures from rate rises are real, the operational gains and postage savings often justify the purchase or rental.
Next steps:
- Estimate your peak volume and mailing mix (letters, large letters, small parcels).
- Contact 2–3 recognised, Royal Mail–approved suppliers and request quotes (rental and purchase).
- Plug those quotes into a 3-year cost model (including consumables, maintenance, licence).
- Select a machine with a path to upgrade as your business grows.
FAQ
Franking machines continue to save small businesses money compared with standard Royal Mail stamp rates. In April 2025, a 1st Class franked letter costs about £1.67 versus £1.70 for a stamp. They also improve efficiency by weighing mail automatically, printing postage directly, and producing detailed usage reports for accounting and cost control.
Yes. All machines must be Royal Mail-approved and licensed. When you rent or buy a machine, your supplier typically handles registration, setup, and tariff downloads to ensure compliance.
Any business sending more than 10–20 items per day can see savings. For micro-businesses posting only a few letters a week, online postage may be cheaper. For SMEs sending 100+ items daily, mid-range franking systems such as the Quadient IX-3 or FP PostBase Qi3 usually deliver a fast return on investment.
Savings depend on volume. A company sending 100 letters per day could save £600–£800 per year compared with stamps, based on 2025 Royal Mail tariffs. Larger firms sending parcels and mixed mail can save even more through differential weighing and Mailmark discounts.
Renting remains the most popular option for small firms. Rentals start around £20–£60 per month and often include maintenance, software updates, and Royal Mail tariff downloads. Buying costs £1,000–£5,000 + VAT, but can be cheaper in the long run if your usage is steady and you already handle servicing.
Yes. Factor in ink or toner cartridges, labels, service fees, Royal Mail licence fees, and tariff updates. If you rent, most suppliers include maintenance; if you buy, expect to pay separately for call-outs and inspections.
Most modern machines include an integrated 2 kg–7 kg scale, which allows you to frank large letters and small parcels. For heavier parcels, suppliers can link your account to Royal Mail or courier systems for automated pricing.
Yes, newer models such as the Quadient IX-series or FP PostBase range use LAN or Wi-Fi for postage downloads, tariff updates, and credit top-ups. Older models may require a USB connection or manual rate cards.
Mailmark is Royal Mail’s digital barcode system that provides the lowest available postage rates and automated tracking. Any franking machine you purchase in 2025 should be Mailmark-compliant to qualify for ongoing discounts and tariff updates.
Approved machines update automatically when new tariffs are released (usually each April). Connectivity is essential for this — it ensures you remain compliant and avoid under- or over-stamping mail.
Compared with paper stamps, franking reduces packaging waste and allows more precise postage application. Some suppliers now offer eco ink cartridges and energy-efficient standby modes to cut running costs and carbon footprint.
Yes. Mid- and high-range models let you create user accounts or cost centres, assign PIN codes, and produce reports to track usage by team or location — a valuable feature for finance and compliance teams.
Most suppliers offer annual service contracts covering calibration, parts, and software support. Rental packages generally include this. Maintenance ensures the machine remains Royal Mail-approved and that ink quality meets postal standards.
Alternatives include Royal Mail Online Postage, Click & Drop, and hybrid mail platforms such as Quadient Impressor Docmail, which let you upload letters electronically for centralised printing and posting. These are worth considering if you send low volumes or work remotely.
A quality machine from Quadient, FP Mailing, or Pitney Bowes typically lasts five to eight years, provided it’s serviced annually. Many users upgrade sooner to benefit from faster speeds, better connectivity, and updated tariff technology.