5 Benefits of Outsourcing Print and Mail
August 14, 2025
The availability of digital solutions continues to shape how customers want to receive bills and communications. As more billers commit to investing in digital bill presentment and payment, channels like text messages and email are gaining popularity. Despite this, our research found that 42% of consumers still want to receive statements by mail. The primary reasons for choosing paper over electronic are 46% prefer a physical copy of the bill for record-keeping, and 42% say their paper copy is a reminder to pay. These findings confirm that whether you’re sending a transactional document or other communications, mail will continue to be a critical touchpoint between you and your customers.
If you’re currently taking care of your print and mail needs in-house, chances are you’re spending too much time, money, and energy on tasks that could be handled more efficiently when you outsource to an experienced service provider.
1. Reclaim Focus: Do What You're Best At
Running in-house print operations isn’t just resource-intensive; it’s a distraction. Staff are tied up managing machines, materials, mail merges, and troubleshooting instead of focusing on customer experience, innovation, or core business growth. Some of these employees have business-specific knowledge or abilities better served elsewhere. By collaborating with a print and mail solution provider, you can maximize your team’s skills and free up valuable time, allowing them to focus on more critical business tasks. Outsourcing gives you back time and talent so you can double down on strategic priorities, not postage logistics.
2. Cut Costs and Keep Them Predictable
Three substantial costs can be reduced or even eliminated when you outsource print and mail to a dedicated service provider. Outsourcing reduces the costs associated with equipment, inventory management, and postage. The initial capital outlay to set yourself up is significant, but it doesn’t stop there. Equipment needs to be maintained, repaired, and eventually upgraded to stay ahead of customer expectations. You also benefit from not paying the costs of managing and storing inventory because the service provider handles them. With USPS prices increasing again in July 2025, seeking out a print and mail company with access to competitive postage rates allows you to maximize your savings and take the guesswork out of the cost of mailings. What’s more, you move from unpredictable internal costs to a fixed, transparent pricing model.
3. Strengthen Security and Compliance
The pressure to protect customer data has never been higher. In the U.S., the number of data breaches has skyrocketed from just 447 in 2012 to more than 3,200 in 2023. A staggering increase that puts every business handling sensitive information at risk.
A single data breach can have serious consequences, impacting your reputation and souring customer satisfaction and trust. Not to mention, a data breach can affect your ability to deliver critical documents like customer bills on time, which can have major cash flow consequences. When you handle your own print and mail, you take on the risks associated with protecting customer data and must ensure appropriate mitigation measures are in place. Additionally, you have to stay on top of changing regulations protecting consumer privacy, one of the critical factors to consider when outsourcing mailing. By contrast, a print and mail vendor that prioritizes data security and has all the checks and balances in place delivers peace of mind — a major selling point to outsourcing.
4. Future-Proof Your Operations
From 1980 to 2024, the U.S. averaged nine billion-dollar weather and climate disaster events per year. In the past five years alone (2020–2024), that average jumped to 23 events per year—almost three times higher than the long-term average. Natural disasters can’t be prevented or controlled. What you can do is ensure you have a robust Disaster Recovery (DR) plan to maintain the production and delivery of business-critical communications.
COVID-19 shone a light on some of the inadequacies in these plans. For businesses that take care of their print and mail needs in-house, it exposed the lack of readiness of their print operations. Even businesses already working with print and mail companies may find that not all vendors are created equal. A reputable print and mail provider has the experience and knowledge to set up an effective DR plan, so you don’t have to.
5. Deliver a Better Customer Experience
Like many organizations handling their own printing and mailing, you may be relying on manual systems to track mailpiece delivery, systems that are often cumbersome and unreliable. Customers expect prompt delivery of bills and statements so they can pay on time. This is one of the top considerations in what to consider when outsourcing mailing. When critical documents are delayed or lost, that trust is put at risk.
Partnering with a specialized print and mail provider helps you deliver faster, more reliable, and higher-quality communications while enhancing the overall customer experience:
- Professional-grade print quality – Access high-speed laser printing with multiple color and paper options, backed by rigorous quality control.
- Real-time job tracking – Monitor every print job from start to finish with reliable, easy-to-use tracking tools.
- Faster delivery times – Get critical bills, statements, and notices to customers promptly, reducing payment delays.
- Multi-channel integration – Seamlessly deliver communications across print, email, SMS, and more to meet customer preferences.
Turn Print and Mail Into a Strategic Advantage
In today’s environment, customer expectations, regulatory demands, rising costs, and unpredictable disruptions all collide to put pressure on your operations. Outsourcing print and mail to a trusted provider like KUBRA isn’t just a cost-saving move; it’s a strategic shift. You gain:
- Operational efficiency through expert-managed processes
- Predictable, lower costs with competitive postage rates
- Enhanced security and compliance to protect sensitive data
- Disaster recovery readiness to maintain business continuity
- Better customer experiences across every channel
The stakes are high, but the solution is simple: focus on your strengths and let KUBRA handle the rest.
Learn More About KUBRA iMail™
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This blog post was originally published in February 2023, and has been updated with new content and fresher data.