Postal Advocate manages the mailing and shipping spends for some of the largest organizations in North America. At this session, we discussed the challenges organizations have with enterprise postage management and carrier services, presenting different strategies to manage these categories and how to optimize savings and efficiency. Here are the topics that we covered: 1. Challenges of managing enterprise postage 2. Visibility and Insight – Gathering all the data and reporting 3. Network Connections 4. Best in Class Processes a. Billing b. Postage Management c. Web Access 5. Managing the Day-to-Day Requests – Adding new users, first line responders, password resets etc. 6. Expanding to a multi-carrier solution

1. Top Strategies – Enterprise Postage
Management
Enterprise
Postage
and
Shipping

2. Background and Experience
Speaker: Adam Lewenberg
• President of Postal Advocate Inc.
– The only mail audit and recovery firm in the US and Canada
– Manage a portfolio of 179,000 pieces of mailing equipment for the largest
US companies.
– Speak and teach nationally on mail savings and industry trends.
• Former Industry Co Chair- Boston Postal Customer Council and Mail Systems
Management Association. CMDSS and MDC Certifications.
• Featured Writer for Mailing Systems Technology Magazine.
• Worked for one of the largest mailing vendors for over 17 years
– Director of national sales for presort, tabletop inserters, addressing
hardware/software and green offerings.
– Was one of the top 5 account managers nationally working with some of
the nations’ largest accounts.
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3. What We’ll Cover:
1. Why do you need to care
2. Challenges of managing enterprise postage
3. Visibility and Insight – Gathering all the data and
reporting
4. Technology Changes and Network Connections
5. Best in Class Processes
6. Billing
7. Postage Management
8. Web Access
9. Managing the Day-to-Day Requests – Adding
new users, first line responders, password resets
etc.
10. Expanding to a multi-carrier solution
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4. Why is Enterprise Postage Management Important?
• Costs are increasing rapidly – 10-30% USPS increase in the past year – Largest on record.
• Changing support model – More people working remote with limited postage access, forcing
them to send overnight
• Changing technology requirements.
– October 2022 – The major vendor is eliminating analog support for meters.
– June 2024 – 70% of all meters in the US need to be replaced to meet USPS requirements.
– Huge enhancements in cloud-based postage that can drastically reduce costs.
• One of the largest unmanaged spend categories in most organizations. Limited visibility.
• Less internal expertise as more mail is outsourced.
• Optimize postage funding - Most organizations are prefunding USPS accounts and meters
without any balance management.
• Huge opportunities for savings in the following areas:
– Postage
– Shipping Costs (UPS/FedEx)
– Equipment
– Outsource Services – Mail and print providers, presort services.
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5. Challenges of managing enterprise postage
• No single group has visibility to the entire spend.
• Most organizations lack the visibility to any of the categories above.
• Limited oversight to any of the categories
• Fragmented across multiple business units, departments or locations.
• Lack of expertise to properly optimize the categories.
• Limited systems besides excel spreadsheets to control the categories.
• Labor intensive to find the right data and standardize it into a format that can be managed and
maintained.
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6. Visibility and Insight – Most important step
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10-55% Savings 6-40% Savings 5-51% Savings 8-41% Savings 6-19% Savings
Mail Equipment and Postage Home/Small Office USPS Permits Outsourced Mail Services Expedited Document and Parcel
Accounts payable search
Accounts payable search for
USPS
Accounts payable search for
USPS
Accounts payable search for main
service providers.
Request 1-6 months of invoice
level data in excel.
Vendor requested reports
Credit card payable search for
USPS
Create logins on the USPS
Customer Gateway Request copies of invoices
Standardize the service levels to
be able to compare each
transaction. Service, Zone,
Weight.
Create logins to vendor websites Expense report search for USPS Link all found accounts
Create logins on the vendors
websites.
Link all found locations
Courier costs moving mail to hub
locations
Pull reports from system and
create a master excel file to store
the data.
Itemize all mailings to see the
services and work performed.
Pull reports from system and
create a master excel file to store
the data.
Create a master excel file to
store the data and analyze usage.
Create a master file that can be
used to benchmark rates for the
future.
Items to look for: Items to look for: Items to look for: Items to look for: Items to look for:
Contact end dates Quantity of trips to the USPS Spend per account Fees for different services
Air shipments that would have
the same or faster delivery via
ground at lower costs.
Equipment costs per device
High spend users - Reduced
postage with technology. Postage balances in accounts
Benchmark one provider vs.
another.
2D, 3D and Ground that would
have lower costs with USPS.
Postage spends per device
Is their a need for web postage
access? Renewal dates
Potential to renegotiate or run an
RFP.
Accessorial fees that can be
reduced.
Postage balances in accounts Dormant postage accounts
Additional surcharges billed after
the fact and not calculated at
time of shipment.
Fees and overcharges
Dormant postage accounts

7. We will do this for you at no cost or obligation:
What we need for the mail analysis:
1. Letter of Authority – Giving us the
approval to research your mailing
spends.
2. Any mail equipment reports you
may have – Current or Historical.
3. Accounts Payable Export of Mailing
Vendor Transactions – Postal
Advocate will provide a listing of
vendor names.
4. Providing PDF copies of specific
invoices requested from the
Accounts Payable Export – We will
try to limit this.
5. 1-6 months of UPS and FedEx
invoice details
6. Meet with us to review the results
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8. Data Controlled Centrally
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Reporting needs to contain:
• All locations, account numbers and agreement terms.
• Equipment and postage details.
• Notes and contacts with activity management plan.

9. Spend Management Strategies
• Mailing Equipment – Move to one or two vendors that can provide higher level
support, centralized billing and national account prices.
• Postage - Meters – Consolidate to master accounts with vendors. Manage balances
in accounts. Develop a prepay or advance strategy to eliminate fees or high
balances.
• USPS Accounts – Link all accounts to USPS Gateway. Set up Enterprise Payment
System (EPS) for consolidated payment. Review the transactions and balances from
each account.
• Outsource Providers – Decide if you are going to use their permits or your own.
Manage the balances and have details to the spends. Validate that the invoices
match your contracts and are in line with industry rates.
• UPS and FedEx – Maintain the detail of the spend and fees to see what savings can
be implemented.
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10. Eliminating Vendor Fees/Overcharges
• Pay bills on time.
• Look at each invoice and validate all
chargeable items.
• Cancel vendor equipment insurance.
• Terminate chargeable loyalty programs.
• Make sure postage refill and advance
charges are included or monitored.
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Postage
Refill Fees - Rentals $0-20 each
Postage Advance Fees Included or up to 1% of the Advance
Postage Advance Late Fees 0-15% of the Advance
Postage Advance Finance Charges 15% or higher APR
Overlimit Credit Charge Varies by Vendor
Annual Fee Rewards Program Varies by Vendor
Lease
Late Fees Varies by Vendor and Lease Value
Insurance - Leases Only
Varies by Vendor and Lease Value -
Automatic enrollment unless proof
insurance is provided.
Mailing System Fees
We find companies paying tens
of thousands in fees and
overcharges that can be
recovered or eliminated for the
future.
Postal Advocate Avoidable Fees and
Overcharges Savings Stats
6100 Transactions - $19,029,692
Typical Vendor Overcharges
Invoices notgiving national accountdiscounts.
Meter,maintenanceand ratechangecharges when included on a lease.
Bills for equipmentfromclosed sites.
Resetand advancepostagefees thatshould beincluded.
Loyalty points thatgo undredeemed or cashed in for personal use.

11. Lost Postage Recovery
• We have found over $12,675,521 in lost postage sitting in dormant postage
accounts. Plus maintain a database of over 55,000 transactions turned over
to the states. This happens because:
– Offices close, merge or just turn in their meters.
– The money is expensed once sent in for postage.
– The advance account is used when funds sit idle in the prepaid.
• Steps to find money.
– Find account numbers of your current and past meters.
– Enter these account numbers online on the vendors website to see if
any data is available.
– Contact your meter vendor to validate funds available.
– Check the unclaimed funds databases to see if funds were turned in.
Postal Advocate can research these funds and help you get
them returned.
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12. USPS Technology Changes and Network Connections
• USPS announced that as of 6/24 all meters need to be constantly connected to their
data centers vs. only when the meter is being refilled.
• 70% (Estimate) of the mailing systems will need to be replaced by 2024.
• 10% (Estimate) of the additional mailing systems will need to be replaced by 2026/7
• 20% (Estimate) of units are currently compliant
• This will be an issue for some IT departments hesitant to put meters onto their
networks and will increase traffic.
• Options for connections will be the following:
– Connect to network
– Vendor provided mobile connectors - $5-50 per month per device.
– Company provided mobile or external network connections.
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13. Why is it easier for a company to send a $10 Overnight
item than a $.57 letter?
13
UPS/FedEx USPS USPS
Current Current Proposed
Cost to Mail an Item Typically starts at about $10 Letters can be mailed for $.57 Letters can be mailed for $.57
Technology
Uniform web access - CampusShip
(UPS), UPS.com, FedEx.com
Varies by location - Postage Meters,
PC Postage, go to the Post Office to
purchase Stamps (Majority of users) Uniform web access
Where can they mail:
- Large Corporate offices Uniform web access Postage Meters Postage Meters
- Other company locations Uniform web access
Some will have postage meters or
PC Postage and others will need to
go to the Post Office to purchase
Stamps Uniform web access
- Remote workers Uniform web access
Go to the Post Office to purchase
Stamps Uniform web access
Visibility
Complete visibility on consolidated
invoices and dashboards
Limited and fragmented view to the
mail spends.
Complete visibility on consolidated
invoices and dashboards
Funding for Charges Pay after use
Typically prepay to fill a meter/pc
postage or to purchase stamps. Pay after use
Chargeback
Allocated by internal cost centers
from consolidated invoices
Fragmented based on the locations
metering technology, payment
method (check, credit card or
expense report)
Allocated by internal cost centers
from consolidated invoices

14. Enterprise Web Postage - The Future of Mail
• Will work for all locations and work from home staff.
• Users can log in from any PC and process postage.
– Each office would have an electronic scale
– Postage would be printed on stamp sheets right from their
local or network printer.
• Postage can be charged back by location and cost center.
• Users could have single sign on to automatically be logged into the
application.
• Office closures and divestitures would be handled automatically
through the single sign on process.
• There is no hardware or inventory to manage because the scales
are disposable items.
• Invoicing would be streamlined in a defined chargeback process to
the locations.
• Complete postage visibility to every piece of mail being processed.
This would provide control and eliminate theft.
• 5-68% Postage savings on many mail classes over postage
meters or buying stamps at the Post Office.
• Can eliminate the majority of the low to medium volume
postage meters inside your organization – Huge savings!
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15. FedEx and UPS Expansion
• Eliminate CampusShip and FedEx.com
and have all items done through one
system.
• Single Sign On for all users vs.
CampusShip password management.
• Compare air to ground shipments from
one screen.
• Compare UPS, FedEx to USPS on
every package.
• Residential indicators to show the true
cost of a shipment.
• Corporate address book management.
• Profile management to control how
users can ship.
• Give users a way to send a $.57 stamp
vs. an overnight envelope.
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16. Central Administration – Keys To Success
With users spread out at different locations, working remotely and with
different needs, how do you implement and manage these systems to
ensure success?
Requires Central Administration
1. Defining requirements
2. System implementation
3. Training
4. Onboarding users
5. Managing user access
6. Case and issue management
7. Monitoring usage
8. Reporting on key metrics
9. Quantifying savings
10.Expanding and promoting usage
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17. Postal Advocate – Case Management System
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• Dedicated client specific landing page
• Customized messages and links for common questions.
• Pull down menu for common carrier requests
• Once the case is submitted:
• Email is sent to Postal Advocate to start the process
• Email is sent to the requestor with a case number
• Activity is created and notes are entered into their location record.
• Resolutions are taken care of by Postal Advocate with communication to the
location and closure to the activity.
• All cases, activities, contacts and notes are stored for reporting and archiving.

18. Summary
• There have been large changes in the way we work, where and how mail is
generated.
• Costs are increasing rapidly, the USPS is forcing equipment changes, and there is
new web-based technology that can better support your community.
• There are large savings by having control of your enterprise postage and parcel
spends.
• The data needs to be consolidated into a form that it can be managed for the
future.
• With the right controls and systems, there are efficiency and costs savings that
can benefit the entire enterprise.
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19. Helping multi-location
organizations streamline
their mailing costs
Over 179,000 pieces of
equipment, managed
by Postal Advocate
Recovered over
$27,000,000
in lost postage, vendor
overcharges and fees
ENTERPRISE-WIDEMAILAUDITANDRECOVERY
OVER $76,000,000 IN CLIENT SAVINGS
$1.9M
55%
Average Client
Savings
Average Equipment
Savings
HOW WE DO IT
• 215+ years of industry experience
• Comprehensive web-based tool
providing visibility of all mail
and equipment spend
• Time Savings - Assistance
in fleet management
visit www.postaladvocate.com or call (888)977-MAIL(6245)

21. Sign Letter of
Authority/Kick-Off Call.
Provide copies of vendor
invoices, AP export,
location list,
equipment inventory list.
Present savings opportunities
and get client approval.
Postal Advocate provides
ongoing support,
manages renewals, billing
and vendor compliance.
Provide enterprise visibility of
all spend, costs and
documented savings
through enterpriseAdvocate.
Provide client log-in.
1 2
3
4 5 6
HOW IT
WORKS
Work with current vendor to build population
report, contract terms/start/end dates,
postage volumes, costs.
Analyze spend, check for contract
compliance, billing errors, vendor
fees/overcharges, lost postage.
Identify savings opportunities.
Submit vendor credit requests,
lost postage forms and
eliminate avoidable fees.
Negotiate pricing. Create catalog.
Work with locations -
asset validation, rightsize, termination…
Full implementation of savings.
visit www.postaladvocate.com or call (888)977-MAIL(6245)
Conduct Analysis
NO COST – AUDIT PHASE CONTRACTED CLIENT

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