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Your working hours are precious, so it’s time to put them to good use.

Any task that doesn’t translate into billable hours and happy clients is a time drain. Every wasted minute is a lost opportunity to move the needle forward. But that means you need to know what drains your time and make changes to improve efficiency.

Let’s dive into five common time drains for law firms, and strategies to start working more efficiently.

5 Common Time Drains for Law Firms

Are you losing billable hours without realizing it?

Lost time doesn’t just mean lost revenue. It also affects client trust and employee well-being, and may even damage your firm’s reputation over time. When lawyers are bogged down by admin and inefficient processes, billable hours slip through the cracks, communication slows, and burnout rises. The hidden cost? A less effective, more stressed-out team and frustrated clients.

1. Administrative Inefficiencies

Admin tasks like managing paperwork and scheduling eat up valuable time. Instead of doing what you do best, you and your team of lawyers might be stuck managing logistics and document handling, which cuts into revenue. Now, imagine how much more your firm could achieve if you streamlined these tasks!

2. Manual Time Tracking and Billing

Tracking billable hours can be a struggle, and invoicing often takes way too long. Inconsistent time tracking leads to underbilling and client disputes, which leads to lost revenue. With automation, a digital accounting firm can simplify this, helping you accurately track and bill every minute.

3. Client Intake and Case Onboarding

Redundant data entry and slow onboarding create delays that frustrate clients from the start. This bad first impression can hurt trust and set the wrong tone for the entire case. Streamlining onboarding ensures a smooth, positive start to every client relationship.

4. Inefficient Communication and Its Impact on Firm Culture

Poor communication causes confusion and unnecessary roadblocks. Over time, this means missed deadlines and redundant work. These inefficiencies can create frustration among your staff, which can lead to burnout and high staff turnover. It will also be painfully obvious to your clients that communication isn’t a strong suit, which will impact their experience with you.

5. Managing Non-Core Tasks

When you or your team is managing IT, marketing, or even administrative support on top of their core work, it can become a hindrance. By offloading these responsibilities, you can focus on your core expertise—practicing law.

The Communication Bottleneck: The Hidden Cost of Wasting Time Without Knowing It

Ever feel like your inbox is a never-ending to-do list? Between email overload, missed calls, and back-and-forth scheduling, law firms lose countless hours on inefficient communication. When communication isn’t streamlined, collaboration suffers, and clients feel left in the dark.

Do these time-draining communication challenges sound familiar?

1. Inefficient Communication (Internal and External)

If your lawyers and staff are stuck sorting out confusion instead of making case progress due to old, clunky communication systems, it’s time for an upgrade. Outdated tools make collaboration a pain point and increase the risk of mistakes. In the end, it drags down productivity and slows down the entire client experience.

2. Document Management Struggles

Juggling physical docs and messy digital files causes chaos, wasting time searching for information instead of focusing on cases. Poor storage and version control lead to errors and delays, which make it harder to spot important details. This disrupts workflow and hurts productivity and the overall client experience.

3. Remote or Hybrid Work Schedules

Remote and hybrid work offer flexibility but bring coordination challenges without the right tools. When some or all of your staff work from home several days a week, collaboration can become fragmented, creating communication gaps. The lack of face-to-face interaction makes aligning case strategies harder. Tech issues, like unreliable video calls or trouble accessing shared files, present even more challenges. Inefficiencies grow when your team doesn’t use streamlined systems for case updates and internal communication.

Plugging the Time Drains: Practical Strategies for Law Firms

Here are some strategic ways your law firm can save time and work more efficiently.

1. Automate Repetitive Tasks

Automation tools can help you manage tedious and time-consuming administrative tasks, like:

Document generation
Appointment scheduling
Case and client management

Automating these tasks frees up time for more billable work and reduces human error, streamlining day-to-day operations for greater efficiency.

2. Go Paperless

Replacing stacks of paperwork with a digital document management system helps your law firm:

Improve document access and security
Enable quick, searchable records
Reduce physical clutter in the office

Digital systems boost efficiency in both in-office and remote setups. To meet legal requirements, law firms will always need paper copies for some things. When you need to print and mail legal notices, summons, or contracts, Stamps.com simplifies mailing and shipping to keep your workflow smooth.

3. Improve Time Tracking and Billing Automation

Automated billing software can be a game-changer for your law firm in terms of:

Tracking time
Syncing with calendars
Generating invoices instantly

It saves your attorneys from manually logging time, which is especially important for accurately tracking billable hours. Plus, automated billing speeds up invoicing and minimizes disputes, improving cash flow.

4. Fix Communication Issues

Use tools like Slack, Microsoft Teams, or case management software to:

Centralize team conversations
Cut down on email overload
Improve response times and collaboration

For clients, secure online portals provide instant updates, document sharing, and direct messaging, which reduces the need for check-in emails and builds stronger relationships.

Personalized Client Communication: A Game-Changer for Law Firms

When clients feel like just another case number, they notice. Personalization in communication isn’t just a nice touch—it’s a competitive edge. Client relationship management tools help you make every client feel like the only client by tailoring interactions and automatically sending and receiving updates on time. They also offer an overview so you can track case progress easily.

When you prioritize communication at your law firm, clients get proactive updates instead of constantly chasing attorneys for information. Case details and preferences are easily accessible, reducing the chances of miscommunication. The improved engagement boosts client satisfaction and also helps with higher retention rates.

Measuring Success: Tracking the ROI of Time-Saving Efforts

What gets measured, gets improved. To see if your time-saving strategies are working, you need to track key performance indicators. These can look like:

Billable hours recovered
Reduced administrative costs
Client satisfaction and retention
Operational cost reductions

As you track these metrics month to month and quarter to quarter, continue to assess and adjust your processes based on the results. What tools are saving you the most time? As you save time in one area, what has become your new biggest time drain? Measuring your ROI and implementing solutions to address time drains on an ongoing basis sets your law firm up for success in the future.

Reclaim Time, Increase Efficiency, and Transform Your Law Firm

Time is one of your firm’s most valuable assets, so don’t waste it on clunky processes and manual tasks. With the right tools, from digital document management to better communication platforms, you can cut the busywork and focus on what actually drives results.

Download Stamps.com’s free ebook, The Digital Law Firm: A Guide on Regaining Flexibility in Your Business Through Digital Transformation, for practical tips, or check out a demo of a top automation tool to see how it all comes together. Less admin, more impact—that’s the goal.

Jourden is a writer, editor, dancer, and artist who is passionate about bringing storytelling and editorial excellence to everything she writes and creates. In her spare time, she plays tennis and video games, and she loves cozying up with her cats and corgi while watching a Studio Ghibli movie.

Why Your Accounting Firm Should Consider Small Business Grants

Unlike with business loans or private investors, you don’t have to pay grants back with interest or exchange ownership of your company. They are an investment in your accounting firm’s future!

Grants can help cover upfront expenses, such as marketing, software licensing, and technology adoption. And, contrary to popular belief, grants aren’t always financial. They can include resources for skill development, like helping staff become certified CPAs, which is especially helpful for service-based businesses.

Consider Grants Targeting Small Service-Based Businesses

While you might be tempted to apply only for grants that strictly target accounting firms and financial institutions, that’s not always the best course of action. Many general small business grants don’t exclude service-based businesses, which you can apply for as an accounting firm.

For example, the Economic Development Administration (EDA) offers federal and state-based grants, funding, and technical assistance to small businesses. There are also privately funded small business grants for accounting firms, like the Visa Everywhere Initiative, which specifically targets businesses in the financial sector.

Government Grants for Workforce Development

You’ll notice that many government-funded grants focus on creating new job opportunities and developing local communities in their criteria for applicants.

The Department of Labor (DOL)

When it comes to skilled workers, the U.S. DOL offers opportunities for training, education, and upskilling professionals in numerous service-based industries according to the needs of their local communities. Some of their offers include pre-employment training, on-the-job training, and registered apprenticeships in government organizations.

The Small Business Technology Transfer (STTR) Program

Grants from the STTR program aim to connect entrepreneurs with government agencies and organizations for short- and long-term contracts. They also provide early-stage technology funding for small firms and businesses, helping them operate at an industry level.

The Small Business Development Center (SBDC)

In addition to the federal government, you can also reach out to your local SBDC for support. On top of financial grants, they offer resources and training for small businesses and startups.

Local and state-based grants tend to have less competition, making them easier to win compared to federal or international grant programs.

Grants for Women-Owned, Minority-Owned, and Veteran-Owned Small Businesses

Governments and private corporations offer additional funding opportunities to businesses founded by individuals from underprivileged backgrounds, minorities, or military veterans. If this description applies to you, there are numerous grants available to help level the playing field.

Secretsos Small Business Grant

The Secretsos Small Business Grant is a program aimed at the “underdogs” of business.

To qualify, your business must be woman-owned, minority-owned, or veteran-owned, and you should also be ineligible for a standard bank loan. The grant also targets businesses based in developing economies and not metropolitan regions or established cities.

The Amber Grant

The Amber Grant, by WomensNet, is one that primarily targets women starting their own businesses. Multiple monthly winners could receive up to $10,000 in funding to cover business expenses.

At the end of the year, WomensNet also awards an additional $25,000 to three winners from the initial pool of female business owners.

The Minority Business Development Agency (MBDA) Grants

Part of the U.S. Department of Commerce, the MBDA offers several grants aimed at minority-owned small businesses. It helps owners compete in their local economies by providing access to government contracts and local funding opportunities.

The grant winners are chosen after the agency runs an extensive vetting process to check your business’s eligibility.

4 Tips for Finding (and Winning) Account Firm-Specific Grants

There’s a common misconception that you should apply for as many grants as you can, just because there’s no registration fee. But that’s not at all the case. Instead, you’re better off focusing on grants that pertain to your particular business and personal situations, writing fewer but higher-quality funding proposals.

You shouldn’t just rely on merit to be awarded a grant. To stand out, you can showcase your business’s potential through an outstanding application with these 4 tips:

Narrow Your Selection: By only applying to grants that accept service-based or accounting businesses, you can focus more time and energy on perfecting a smaller number of applications.
Don’t Procrastinate: Give yourself enough time to research each grant program and draft your application. Avoid missing the deadline, especially for annual or bi-annual grants.
Work With a Grant Writer: You’re going to need to convince the grant committee of why your business is more deserving of the grant than the hundreds, if not thousands, of other applicants. Consider hiring a professional grant writer to write your proposals for you.
Get Involved: Being involved in your local community or relevant industry brings your business’s name to the forefront of everyone’s mind. This can increase the chances of you winning a grant or attracting a private sponsor.

Accounting Firms Are the Pillars of the Local Economy

Accounting firms are essential for everyone, from individuals needing help with their tax returns to local businesses and entrepreneurs in need of financial services. Don’t downplay the importance of your business venture to the local economy. By securing funding, you can ensure that your firm is best equipped to fill that vital role.

Stamps.com understands the importance of that role. That’s why we’re thrilled to offer the Small Business Flexibility Grant, where one service-based business will win $25,000. Learn more about the grant’s requirements here. Applications are free, but the submission deadline is May 31, 2025, so hurry and apply today!

How Do SBA Grants Work? Opportunities and Limitations To Consider

SBA grants are not designed to help you directly start a business or grow an existing business. Instead, the SBA funds educational groups, non-profits, resource partners, and other community organizations that support small business owners. If you own a small business that engages in scientific development or research, you may qualify for either the Small Business Innovation Research or Small Business Technology Transfer grants directly from the SBA. However, these two grants have strict eligibility restrictions and high competition.

Most small businesses will need to partner with a community organization or Small Business Development Center to access grant money distributed by the SBA. Exploring options beyond SBA grants can help grow your business without dealing with the administration’s strict requirements.

Federal Grant Opportunities in 2025 Outside of the SBA

Visiting the federal government’s Grants.gov website is the best way to find information on funding available from official sources. You can find listings from all the major grant-making agencies, including the U.S. Department of the Treasury, the Department of the Interior, and the National Science Foundation. The grants available to you are largely determined by the type of small business you run and the communities you serve.

For example, the National Institutes of Health (NIH) has over 600 grant opportunities currently open for businesses involved in drug development, interventions for sleep health disparities, and programs to reduce smoking rates. If you’re a renewable energy provider or equipment manufacturer, the Department of Agriculture’s Rural Business program to expand energy efficiency improvements could help you grow.

There are grants for tech innovations, health developments, green energy growth, and more. It’s all about finding applicable programs through the federal database and applying for them!

State and Local Government Grants

The majority of the money given out by the SBA goes to state and local government programs rather than directly into the hands of business owners. This means that you can connect to the greatest volume of grants by tapping into local organizations.

Many local organizations will help you throughout the application process, making it even easier to secure the funding you need. Keep in mind that these programs are usually highly tailored to specific niches, such as women-owned businesses or small businesses located in specific counties.

One example of this kind of local program is the Texas Enterprise Fund. It specializes in “deal-closing” grants that help local businesses beat out-of-state competitors. These grants can introduce the challenge of garnering unanimous support from top state officials, which is required for approval.

Pay close attention to all of the eligibility requirements for these kinds of programs, especially the geographical or diversity requirements. Because these grants are far less advertised and open to a much smaller audience than federal programs, they have less competition, increasing your likelihood of winning them.

Private and Corporate Grants

Many grant programs are operated by private foundations, corporations, and non-profit organizations that want to give back to their communities. While massive corporations like Google and Amazon tend to limit their grant programs to charities and non-profits, small businesses can still take advantage of grants from private sources like:

The Foundation for a Just Society, which offers grants four times a year to organizations and networks that support the rights of LGBTQ+ individuals, women, and girls
The Santander X Cultivate Small Business Grant, which is designed to support BIPOC and women-owned businesses across the Northeast US with grants of up to $20,000
The Hustler’s MicroGrant, a $1,000 grant available every month to support passionate entrepreneurs trying to break through
The Small Business Readiness for Resiliency Program, a combined effort from FedEx and the U.S. Chamber of Commerce Foundation to provide disaster planning support and emergency funding for small businesses affected by natural disasters
The Start.Pivot.Grow. Micro Grant, which supplies a $2,500 grant you can use towards inventory, rent, or marketing, but which is only open to businesses with two or fewer employees, including the owner.

Grants for Specific Types of Small Businesses

All grants in the U.S. are targeted in some way to a specific type of small business. These types of businesses could include women-owned businesses, businesses owned and operated by minorities, veteran-owned companies, and businesses serving rural areas. Companies that create and promote green initiatives also tend to qualify for grants, as well as small businesses that serve public health goals.

Finding the right grant is a matter of identifying what categories your business falls into and applying for the relevant funding programs.

Tips for Successfully Applying for Small Business Grants

Research the grant program thoroughly and review all its requirements before applying. If you don’t meet even a single requirement, it’s a waste of time to apply.
Double-check the dates on the grant program. Most grants have a specific application window, while others are revolving and open multiple times a year.
Craft a compelling application or proposal that directly addresses the requirements for the grant, specifically focusing on how you’ll grow or expand with the help of the funding.
Adhere to all deadlines and stay ready to respond quickly if necessary. Many grants are lost because of a lack of response to requests for verification or a more in-depth business plan.

Apply For Stamps.com’s Small Business Flexibility Grant

When it comes to finding grants for expanding or growing your small business, there are still more options beyond the SBA, like the Small Business Flexibility Grant provided by Stamps.com. Fuel your consulting, accounting, or other business with $25,000 you can use any way you want. Learn more and apply here by May 31^st, 2025.

What are Tariffs?

Tariffs are government-imposed fees on imported goods from specific countries, often applied for a set period. Unlike duties, which are typically fixed and based on the product’s value and classification, tariffs are strategic tools used to influence trade behavior or protect domestic industries. Because they can be introduced or changed at any time, they add a layer of uncertainty to international shipping.

Tariffs influence everything from consumer prices to supply chain planning, making them a central issue in global commerce.

What does De Minimis mean?

The term de minimis refers to a minimum value threshold under which import duties and tariffs are waived. If your shipment’s declared value falls below this threshold, your customer typically won’t owe additional import charges. This is especially beneficial for companies shipping smaller, lower-value goods—whether you’re a small apparel brand or a global retailer.

De Minimis Thresholds Vary by Country

It’s important to remember that de minimis values aren’t universal. Some countries have generous thresholds, while others set them low—or don’t offer them at all. That’s why it’s essential to research the import rules of each destination country before shipping there.

Duties vs. Taxes: Understanding the Distinction

These terms are often confused, but they refer to different types of charges:

Duties: These are fees on imported items, based on factors like value and product classification.
Taxes: These may include Value Added Tax (VAT) or Goods and Services Tax (GST), and can apply to both imported and domestically sold goods.

While both are taxes, understanding the difference helps ensure accurate pricing and smoother communication with customers.

Estimate Costs Easily with GlobalPost’s Duty and Tax Calculator

To help you predict shipping costs and avoid surprises, we recommend taking a look at GlobalPost’s Duty and Tax Calculator. This tool allows you to quickly estimate the applicable duties and taxes for your shipments. Just enter the item’s HS code, and you’ll get a clear view of what to expect. There’s also a free HS code lookup tool to make things even easier.

Tips for Compliance

To avoid costly delays and compliance issues, follow these best practices:

Classify products accurately using the correct HS codes.
Complete all customs paperwork thoroughly, including invoices and packing slips.
Stay current with regulations, as trade rules and tariffs can change quickly.
Lean in with a knowledgeable partner who understands cross-border compliance.

Avoid Surprise Charges for Your Customers

No one likes getting an unexpected bill at the door. Surprise duties or taxes often lead to frustrated customers, refused deliveries, and negative reviews.

GlobalPost from Stamps.com, a hassle-free international carrier, helps solve this by offering Delivered Duty Paid (DDP) service, where all taxes and duties are prepaid by the shipper. This means your customers receive their orders without hidden fees—boosting satisfaction and reducing returns.

How Stamps.com Helps you Ship Internationally with Confidence

We’re here to help make international shipping easier and more manageable for our customers. When you choose Stamps.com for your international shipments, you gain access to:

Discounted Shipping Rates: Benefit from negotiated discounts on international shipping services from trusted carriers, including USPS, GlobalPost, UPS, and DHL Express.
Rate Comparison: Easily compare rates and estimated delivery times from various carriers side-by-side, allowing you to select the best option for your specific needs and budget.
Educational Resources: Access helpful guides and information to better understand international shipping regulations, documentation requirements, and best practices.
Dedicated Support: Get the assistance you need to navigate the complexities of international shipping. Our support team is available to help you understand changes in regulations and address any questions you may have.

By understanding tariffs, de minimis thresholds, and the difference between duties and taxes, and by leveraging the comprehensive international shipping solutions, you can confidently expand your reach and help ensure your important shipments arrive safely.

The Benefits of Automation for Accounting Firms

Firms still relying on manual workflows may find automation a leap at first, but it comes with many significant benefits.

Automating Data Entry & Bookkeeping

There are plenty of tools that automate data entry and reconciliations, reducing the inaccuracies usually associated with human manual work. Tools like QuickBooks, Xero, and Mint use AI-driven automation that learns from past transactions to improve its categorization accuracy via connections with bank accounts and various financial software. Xero, for example, has a bank feed feature that automatically imports and classifies transactions, syncing with your accounting data, and providing real-time access to cash flow and financial reports. This makes bookkeeping faster and more reliable. It also allows you to focus on higher-level financial analysis instead of searching for missing numbers.

Automating Financial Operations: Payroll, Invoicing & Tax Compliance

There are 3 key areas where automation can transform operations for accounting firms:

1. Payroll Automation

Payroll is one of the most time-sensitive processes in any business, and automating it with tools like Gusto or ADP can significantly reduce the risks and inefficiencies of manual systems. By integrating with existing accounting software, payroll automation helps maintain compliance without the headaches of manually tracking every update. Issues like compliance violations, missed deadlines, calculation errors, data security risks, and inefficiency from manual management can be eliminated.

Automation ensures that payroll is processed on time, calculations are accurate, sensitive data is securely handled, and all necessary documents are generated without the need for manual intervention. This allows businesses to focus on more strategic tasks while reducing the potential for costly mistakes.

2. Invoicing Automation

Invoicing automation brings about more client convenience and faster cash flow. Features like recurring billing for subscriptions and multiple payment options simplify the invoicing process while creating more flexibility.

These systems integrate with accounting software to automatically update financial records. Invoices are generated based on templates, payment terms, and client details, while payment statuses are tracked in real-time. They can even send reminders for overdue bills to ensure timely payments.

3. Tax Compliance Automation

Automation combats tax season’s notoriously long hours and last-minute scrambles. Tools like Avalara can pull relevant data directly from financial records to automatically fill out tax forms so your firm always complies with evolving tax laws.

Leveraging Workflow & Project Automation

Managing multiple client accounts means keeping track of endless tasks and approvals. Without a structured workflow, things can slip through the cracks. Automating project management assigns, tracks, and completes every task without constant micromanagement.

Workflow automation tools like Motion and ClickUp eliminate bottlenecks by logically processing tasks in order. Automatic reminders keep teams on track with real-time task updates, improving efficiency and project flow.

Here’s how Motion and ClickUp work:

Motion combines task management with calendar features, enabling automatic task prioritization and scheduling. Motion automates task allocation by automatically adding tasks to your calendar based on their deadlines and priorities. Integrated time tracking helps users monitor how much time they’re spending on tasks, so you don’t miss billable hours.

ClickUp is an all-in-one project management solution with robust automation features. It can automatically assign tasks, set due dates, send notifications, and integrate with time tracking apps like Clockify. You can also set custom workflows, automate status updates, and track project progress in real-time.

Reduce the Burden of Physical Paperwork With Mailing and Shipping

Accounting firms still rely on physical mail for much of their documents and correspondence. These documents can come in the form of tax forms, legal notices, financial reports, and other regular correspondence with clients. Mailing out all this material is time-consuming and prone to errors, which can be costly. Implementing an automatic system for this process would completely change the workflow.

With the help of Stamps.com, accounting firms can:

Print postage on demand instead of making last-minute post office trips
Automate bulk mailing and find the best prices across shipping providers
Track shipments effortlessly, reducing lost documents and resends

Beyond mailing automation, firms can benefit from other digital-first solutions that simplify operations and elevate the client experience.

E-signatures & digital document storage → Secure, paperless workflows reduce physical paperwork while improving accessibility.
Client portals → A centralized hub for document sharing and secure messaging, alongside payment processing. Portals give clients 24/7 access to their financial information.

Stamps.com automates mailing and shipping workflows, reducing both costs and administrative headaches. Accounting firms can integrate their day-to-day processes seamlessly with Stamps.com to automate their overly manual mailing and shipping practices.

Common Concerns About Automation

For many, the idea of automation raises a few concerns, including costs, security risks, and implementation challenges. Let’s break down why these concerns shouldn’t hold your firm back.

“Automation Is Too Expensive”: Automation comes with long-term ROI, including time savings from fewer errors and streamlined processes. You can increase billable work and handle more clients without increasing staff.

“Is My Data Safe?”: Using encryption within secure cloud storage systems, you get access controls and audit logs to track sensitive information. This keeps you compliant with privacy laws like SOC 2 and GDPR.

“Automation Seems Too Complicated to Implement”: Starting small makes automation manageable. Best practices include using scalable tools, automating one process at a time (invoicing, then payroll), and leveraging training resources for smooth adoption.

Next Steps to Implement Automation

The best way to approach automation is by tackling time-consuming, repetitive tasks first. A strategic rollout makes adoption smooth and maximizes efficiency gains.

Identify the biggest time drains
Pick tasks that can be overcome quickly for quick wins
Plan for long-term automation
Test before you commit
Take it one step at a time

Automation: The Future of Accounting Firms

Modern accounting no longer needs to be drowning in the backend processes. Instead, it can be about working smarter so you can focus on the important functions that drive actual business. By automating manual tasks like data entry, payroll, invoicing, and tax prep, you can reclaim valuable time for your accounting firm.

Investing in automation ultimately positions you to focus on strategy and advisory work. When your time and energy are directed at what really matters, you become a better financial partner that customers can’t live without.

Now’s the time to take action. Start exploring automation for accounting firms and download “The Digital Accounting Firm: A Guide to Regaining Flexibility Through Digital Transformation.“

1. Simple Steps to Sustainability

You don’t need to be a sustainability expert to make meaningful changes. Here are some easy-to-implement practices that work across industries:

Use Recycled and Compostable Packaging: Law firms and accounting offices often send large volumes of documents. Switching to 100% recycled envelopes and compostable mailers helps reduce your environmental footprint without sacrificing professionalism. You can use kraft mailers made from recycled paper when sending contracts or financial reports. Compostable mailers also signal your eco-conscious values to clients.

Right-Size Your Packages: Insurance agents and real-estate offices frequently send small promotional items, client packets, or welcome kits. Oversized boxes waste materials and increase shipping emissions (and costs). Swap a 12″x12″ box for a padded envelope when sending a brochure, property key, or branded notepad. Smaller packaging also means lower dimensional weight charges from carriers.

Consolidate Shipments: Property-management companies and small law offices often send out multiple documents to the same recipient across a short period—leases, disclosures, contracts, etc. Bundle all paperwork into a single envelope or box when onboarding a tenant or client. Fewer shipments = less packaging, fewer trips, and reduced carbon output.

Swap Out Plastic: Many professionals still use poly bags or plastic folders for mailing documents or samples. Replace these with biodegradable or plastic-free alternatives like Vela™ Glassine Bags—which are just as sleek and functional.

Digitize Where You Can: Going digital can dramatically reduce paper waste. Tools like the Stamps.com mobile app let you create QR code shipping labels—no need to use paper, ink, or print at all! Just take your shipment to your nearest USPS® or UPS® store on the way back home from the office, show your QR code shipping label for scanning, and drop off.

2. Sustainable Choices That Save You Money

Going green isn’t just the right thing—it’s also the smart thing for your budget. It may seem expensive to invest in eco-friendly products or processes, but in reality, sustainable practices are good for the environment and your wallet. Here’s how:

Reduced Waste = Reduced Spend: Using fewer materials, downsizing packaging, and cutting paper usage use can lower costs over time. A three-person legal firm that transitions from printed invoices to emailed ones could save hundreds annually in envelopes and postage alone.

Lower Shipping Costs: Efficient packaging and shipment consolidation reduce overall volume and weight, directly cutting courier fees. A real estate agent who regularly mails welcome packets to new homeowners could save on shipping costs by correctly sizing packages and mailing only what’s necessary.

3. Employee Engagement: Make Sustainability a Team Effort

Your green efforts will go further when your employees are part of the mission. When employees see that sustainability is part of your office culture—not just a checkbox—they’re more likely to support and amplify your efforts.

Encourage Green Habits: Encourage insurance agents in your office to recycle mailroom supplies, reuse boxes, or reduce printing by adopting cloud-based client documentation.

Create Friendly Challenges: For example, an accounting office could run a monthly contest for “least amount of printed pages,” rewarding the winner with a reusable coffee mug or gift card.

Share the Vision: Display signs in the mail area with tips like “Use recycled mailers first” or “Try a QR label today!” Remember to recognize team members who consistently choose sustainable options.

Ready to Make a Difference?

You don’t need to wait for Earth Day to make your operations greener. Whether you’re a solo legal practitioner, a growing accounting team, or a busy property-management firm, your everyday mailing and shipping can contribute to a more sustainable future.

The Unpredictability of Shipping

Shipping delays are more than just an inconvenience. They are the source of slowed workflows that impact client relationships and create unnecessary stress. When a court filing doesn’t arrive on time or a real estate contract gets held up, the consequences can be costly.

Disruptions like weather delays and demand spikes are inevitable, but businesses that plan ahead can minimize their impact. Access to multiple shipping options and real-time insights helps keep alternatives open when one route closes.

Fluctuating costs

Shipping rates are never set in stone. One day, costs may be predictable; the next, a surge in demand or a peak-season rush drives prices up unexpectedly.

Small businesses with tight margins feel these fluctuations the most. Holiday surcharges, dynamic pricing, last-minute price changes, and hidden fees can make shipping budgets unpredictable. Without quick cost comparisons, businesses risk overpaying.

Evolving service changes

Service availability can shift overnight. Some options disappear, while others change delivery speeds or adjust weight and dimension guidelines. Businesses shipping the same packages they always have may suddenly face new restrictions or unexpected delays.

Keeping up with these changes is nearly impossible without a system designed to track them. The more businesses can adapt, the fewer disruptions they will encounter.

Optimize Your Shipping Strategy with Stamps.com

Stamps.com is a powerful platform that simplifies the shipping process and helps you save time and money. With access to discounted rates and easy-to-use tools for printing postage, it seamlessly integrates into existing workflows.

Rate comparison tools

Paying too much for shipping is an easy mistake to make when rates are constantly changing. Without a way to compare pricing across multiple options, businesses often end up overpaying or choosing a service that isn’t the best fit for their needs.

With access to real-time pricing, businesses can select the most cost-effective option for every shipment. Whether sending legal documents across town or mailing client invoices nationwide, the best rate is always within reach. Stamps.com’s Rate Advisor feature lets businesses compare real-time prices and choose the best value without delaying delivery.

Diversifying your shipping options for maximum flexibility

Relying on a single shipping service can backfire when delays occur. If one route experiences slowdowns, businesses without alternatives are left waiting—and so are their clients.

This problem can be eliminated by implementing carrier diversification strategies that provide multiple options, allowing for quick adjustments. When one path closes, another is available, keeping deliveries on schedule.

Cost optimization

Shipping costs add up. Finding ways to cut expenses without sacrificing reliability is crucial. Many businesses overspend due to unpredictable rates and hidden fees from inefficient practices. Without the right tools, even small errors can lead to budget overruns. Let’s take a look at some cost optimization techniques that can be implemented with Stamps.com:

Access to discounts that lower shipping costs: Businesses using platforms like Stamps.com gain access to discounted rates that are not available at retail locations. These savings apply to various mailing and shipping services, helping reduce costs on everything from bulk mailings to individual parcels.
On-demand postage printing to eliminate unnecessary trips: Frequent trips to the post office waste time and money. Automating shipping with on-demand postage printing saves time, allowing businesses to focus on what matters.
Cost-Saving Functionality: Our Rate Advisor and “Switch and Save” features calculate exact postage so you don’t have to. We also let you know when there is a more affordable way to send.

Building a more resilient shipping strategy

Every business needs a backup plan. Shipping disruptions can delay services, damage trust, and put a strain on cash flow. Without a strategy, businesses are left scrambling during slowdowns or facing unexpected fees. Preparation is key. Stamps.com provides tools to help businesses adapt and avoid costly mistakes by:

Planning ahead for peak-season slowdowns: Shipping demand spikes during holidays, tax season, and other key business periods.
Adjusting strategies based on current shipping conditions: Businesses need to pivot quickly when service delays or pricing changes occur.
Avoiding costly last-minute decisions by having a clear picture of available options: Paying premium rates for urgent shipments often happens when businesses don’t have the right tools to plan ahead.
Mitigating risk with diversified shipping methods: Relying on a single service leaves businesses vulnerable to disruptions.
Staying informed on policy and regulatory changes: Service rules, weight restrictions, and shipping regulations frequently shift, so businesses must stay up to date.

Shipping challenges aren’t going away, but you don’t have to navigate them blindly. By staying flexible, comparing rates, and diversifying your options, you can minimize disruptions and keep costs under control.

Switching to a dedicated platform simplifies the process and gives you the tools you need to ship smarter. Whether managing daily mail or high-volume shipments, Stamps.com makes it easier to adapt, keeping your deliveries moving and saving you money.

IMI Changes Coming to Postage Meters. Learn more in our blog post.

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What impacts postage costs?

Postage costs depend on weight, size, shape, and destination. Not all services consider these factors equally. Let us help you figure it out.

Weight

As you might expect, weight is a determining factor for postage, and you can expect your package to get more expensive the heavier it is. This is especially true for services like Library Mail and Media Mail, where weight is the sole determining factor of price. If you’re using a Priority Mail Flat Rate packaging provided by USPS though, it’s charged the same flat-rate no matter the weight.

For those businesses shipping with USPS Marketing Mail, your package will cost the same if it weighs between 1 and 3.5 ounces, so long as they are Carrier Route, Automation, and Machinable Nonautomation letters. Nonautomation Carrier Route and Nonmachinable letters can weigh up to 4 ounces, but become flat-size mailpieces once they weigh more than that.

Carrier Route letters are batches of at least 10 letters going to nearby addresses. Automation letters have Intelligent Mail barcodes and can be processed by postal equipment. Machinable Nonautomation letters have correct addresses but still need human handling. Machinable Nonautomation letters require manual handling.

For First-Class Mail flats, postage is calculated in full ounces. This means any fractional weight will be rounded up to the next whole ounce.

Size and Shape

One very important distinction to know when it comes to a package’s size and shape is the difference between letters and flats.

Letters

Letters are rectangular, 3-½” to 6-⅛” high, 5” to 11-½” long, and about as thick as an index card. It's important that letters are rectangular, because that is what the postal equipment is built to handle. Something shaped differently may create a problem in the equipment, resulting in an extra charge. If you do have something slightly too large or out of shape, consider folding it down to meet the requirements.

Flats

USPS considers flats and large envelopes the same. They're bigger than letters and usually cost more. To get the lowest price, consider folding your flat to fit letter size requirements, but remember that weight affects the cost as well.

Destination

As mail travels, it passes through different “zones.” Zone 1 is local to you, Zone 9 is very far away. Not every service becomes more expensive the more zones it crosses though. First-Class Mail, USPS Marketing Mail, Library Mail, and Media Mail are the same price no matter the destination. Priority Mail Express, Priority Mail, USPS Retail Ground, and Bound Printed Matter do care about crossing zones.

One way to potentially save money on far-traveling packages is to use Flat Rate packaging. These are boxes and envelopes the USPS offers that are charged the same flat rate regardless of their destination. This can be a great way to get consistent pricing on mail that is being sent multiple zones away. You can even use Flat Rate packaging on international shipments, though lower weight limits do apply.

Find the Right Postage

One simple way to find the right postage every time, is to sign up for a Stamps.com account! As your one-stop mailing solution, we calculate the most efficient and affordable way to send mail. Stop guessing if you have the lowest price and start saving with our expert service.

USPS also has a calculator tool of their own that you can use to find an accurate cost estimate. You’ll start off by inputting basic information like the package’s start point and destination. After declaring all the proper dimensions and contents, you’ll be shown a list of shipping options to choose from.

Cost of Postage Stamp vs. Metered Mail

Another way for small to medium sized businesses to cut costs is to use Metered Mail. With Metered Mail, you can print your postage online, skipping out on long lines. You can also access discounts not available at USPS retail locations. By using a meter with a Stamps.com account, your letters will cost 69 cents per ounce instead of 73 cents. As those time and financial savings add up, you'll find yourself able to focus on parts of your business you might have previously been unable to get to.

Pro Tips for Postage

There is a lot going on in the world of mailing. It can be overwhelming, especially for business owners who just want to get their packages out the door at an affordable price. To achieve that, there are a few final tips to keep in mind.

Always Weigh Your Mail

Having an accurate weight measurement for your package is key, especially with First-Class Mail flats where partial ounces are charged as whole ounces. This is a great reason to use a Meter because it will weigh the package and charge the appropriate postage in the same instance. Regardless of how you weigh, having inaccurate weights listed is a sure fire way to waste money and postage.

Invest in Forever Stamps

If you’re often shipping normal-sized, one ounce letters within the United States, Forever Stamps can be a great long-term investment for your business. These stamps retain the postage cost from the time they were bought, even if postage changes over time. You can print these with the USPS official Stamps.com feature NetStamps. NetStamps sheets do not expire, and can hold up to 25 stamps, including Forever Stamps. This way you can print postage in bulk, and at a lower price.

Does Postage Expire?

As you might expect, Forever Stamps do not expire. Metered postage however does need to be sent out the day it is printed. NetStamps work a little differently though. NetStamps printed before the July 14th rate increase retain their price, but you will need to print a second NetStamp to make up the price difference. If your original NetStamp was printed at the old rate of 64 cents, you’ll need to print a new one for 5 cents to match the current postage requirement of 69 cents.

Postage is likely where a majority of your business’ time and money is spent. Getting accurate measurements of weight, size, and distance is important, but can be a lot to keep track of. This is why so many businesses use Stamps.com. With our discounts and printing options, Stamps.com can be the solution to your postage problems.

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Break Free with Stamps.com

Stamps.com isn’t just about simplifying your shipping and mailing process; it’s about empowering you with the flexibility you deserve. Imagine a world where you can:

Print postage and labels anytime, anywhere: No more rushing to the post office before closing. With Stamps.com, your desk becomes your personal shipping station, accessible 24/7.

Schedule pickups and drop-offs at your convenience: Dictate your own shipping schedule. Whether it’s an early morning pickup or an evening drop-off, Stamps.com adapts to your workflow, not the other way around.

Work remotely without limitations: The flexibility of Stamps.com extends beyond location. Manage your shipping needs from anywhere with an internet connection, allowing you to focus on business growth, not logistics.

Flexibility in Action, For Your Unique Business Needs

The Busy Accountant: No more squeezing in post office trips between client meetings. Print postage for multiple invoices in minutes and get back to crunching numbers.

The On-the-Go Lawyer: Ensure critical documents reach their destination securely and on time, without the last-minute scramble. Schedule pickups directly from your office, saving valuable time and reducing stress.

The Real Estate Rockstar: Focus on showing properties and closing deals while Stamps.com handles your shipping and mailing needs. Schedule pickups at your convenience and let us take care of the rest.

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Built to Grow With You

As your shipping and mailing volume increases, Stamps.com scales with you, offering:

Discounted rates: Enjoy significant savings on postage compared to traditional methods, allowing you to reinvest those savings back into your business.

Scalable solutions: Whether you’re shipping a handful of packages a month or hundreds, Stamps.com provides the tools and resources you need to handle any volume efficiently.

More focus on what matters most: By streamlining your shipping and mailing process, you free up valuable time to dedicate to core business activities that influence your bottom line, like marketing and customer service.

The Power of a Flexible Solution

Don’t let rigid shipping methods hold your business back. Take control with Stamps.com and experience the freedom to ship and mail on your terms. Get started today and unlock your business’s full potential.