Mail invoices online in 15 minutes or less with Postalocity!
Quick wins without rework
Postalocity gives you a PDF-to-mail workflow that starts with what you already have: the invoice PDFs produced by your accounting system. You can upload your PDF to Postalocity’s secure website, and the guided program will walk you through the steps to get mail invoices, including splitting a single file into individual documents for mailing, and identifying the address block on your invoice to generate corresponding envelopes for recipients.
You don’t need to worry about redesigning your invoice, installing new fonts, or submitting an IT ticket to get your invoice mailed. Postalocity’s platform supports a variety of letter options like single-sided or duplex, grayscale or color, and single or multi-page letters. The result is a mailed invoice that matches your source PDF without guesswork.
Want to familiarize yourself with how Postalocity’s mailing wizard works? Test it now so you’re ready to mail invoices as your first job at month end. Our customer support team is here to help if you have questions. You’ll even be able to save your test as a template to reduce the time needed for mailing your invoices in the future.
What you’ll need to get started:
- One sample PDF invoice
- 5–10 test addresses to send to
- A payment method for your mailing job
- 15 minutes without interruptions
15-minute quick start: from PDF to mailbox
Upload your invoice mailing and adjust your settings.
Ready to get started? Create your account! Once you have your account set up, click on Start a Job on the left panel, click Start, then select the Letter option under the Start Job options. You’ll have guided instructions on the left side of the site that will walk you through each step of uploading your job, adjusting settings, and providing addresses – which can be done directly from recipient mailing information on your document!
If your invoice is not a single-sided black and white document, you can scroll down below the Address section of the guided instructions to adjust the settings for your mailing. Here you can make changes to print in color or duplex, change your paper size or type, switch your envelope from a standard #10 to a flat or priority mail, or request that your mailing be sent certified mail. If you choose to, you can also make minor adjustments to your document itself or add a remittance envelope under the advance settings.
Proof your mailing and addresses
Once you have all your settings adjusted to match your document preferences, click on the Process Job button. This will generate a sample of your mailing (documents and envelope) for you to review.
Address validation of your recipient addresses will also be done during this step with CASS and NCOA. CASS standardizes and corrects address elements against USPS reference data and NCOA Link searches against change-of-address updates from the last 48 months. Postalocity will notify you of any addresses that have a low chance of deliverability, and you’ll have the chance to update your addresses, keep an address as is, or ignore bad addresses. This will help reduce your Undeliverable-As-Addressed (UAA) mail that creates avoidable returns.
Select your mailing date and pay
After you’ve reviewed your document and addresses, you’ll need to select the date when you would like to mail your job. If you would like to save all your settings for this job to use for a future job, you can also do that on this page. Click on the Save as Template button at the bottom and name your template. The next time you login, your template will be available and will apply your settings from this job when it is used for your next mailing.
The last step is to pay and approve your mailing. You’ll be able to see the total price for your job and add money to pay for it. When Postalocity quotes you a price it includes the cost for printing, stuffing, sealing, and mailing, which means you get an all-inclusive price for the whole job that can start as low as $0.99. Postage alone for a 1-ounce letter sent through metered mail is $0.74.
Default options to pay for your job are credit card and PayPal, which have a small transaction fee, but allow you to pay for job and send it immediately. Postalocity also offers additional payment options, like ACH, wire, or by check, but be advised that these options take longer to process. If you want to use one of these other payment options, you’ll want to plan ahead so that you have a balance that will cover the cost of your mailing available in your account before you’re ready to send your invoices.
Mail Delivery
Unless you choose a quicker delivery option, your mailing will be sent First-Class, which has a 1-5 business day delivery expectation nationwide. If you send your invoice in a standard size envelope you’ll be able to track your invoices for free in your Postalocity account from the day they’re mailed until they’re out for delivery. You can even export this tracking information, so you have it for future reference.
Need proof of delivery? For high‑risk accounts or disputes, Certified Mail upgrades the record with proof of mailing and delivery, and you can add Return Receipt if needed. Certified rides the First‑Class delivery standard but may add handling time at acceptance, plan accordingly. Select certified mail as a delivery option on your job in the settings, and you’ll receive digital proof of delivery for auditing or reporting purposes.
Pre-flight checklist for a flawless first send.
- Make sure your default return address for envelopes has been set to match the address associated with your account, or updated to reflect the address you would like the mailing to be sent from.
- Split your document if needed and adjust settings to match your printing preferences for items like color and duplex.
- Make sure the mailing address is accurately captured on your invoice to print mailing addresses on envelopes correctly.
- Review the sample of your invoices and envelopes to make sure they will print correctly.
- Correct any bad addresses to ensure your invoices are successfully delivered.
- Run a 5–10-piece test batch before mailing the full cycle.
- Download the final proof PDF and save it for audit.
Need help along the way?
Postalocity has a customer support team that can help if you have questions about a mailing job you’re working on. We’re also happy to do demos in advance of your job so you can see how the program works before you get started. Visit our Contact page or call 316.260.2220 for assistance.
Make the move to mail invoices online.
Postalocity offers a cost that’s likely to be more affordable than most other mailing options, and less time-intensive than doing your mailing in-house. Once you familiarize yourself with the basics you can tailor your future mailings further by uploading a branded envelope design to use as an envelope template with your jobs, estimate per-piece mailing costs for future invoice mailings based on your test job, or even integrate our API directly into your own applications to fully utilize our robust mailing capabilities and automate your jobs.