Why Per-Package Pricing Punishes Growing Buildings?

Mailroom pricing models are the different ways software companies charge for their services, usually either a flat monthly fee or a fee for every individual package you scan. For busy buildings that handle thousands of packages a year, choosing a per-package model can lead to unexpected costs. As online shopping continues to grow, buildings that pay per scan often find that the busier they get, the more expensive and unpredictable their software becomes.

The Cost of Getting Busier

Most services get cheaper on a per-unit basis when you buy in bulk. Per-package software does the opposite. If your building adds more tenants or your employees start ordering more items to the office, your software bill goes up automatically.

If you process 500 packages a month at $0.40 per scan, your bill is $200. But if your building grows and you start seeing 2,000 packages a month, that same software now costs you $800. You are essentially being charged more simply because your building is active and successful.

The Peak Season Budget Problem

Facility managers need to know exactly how much they will spend each year. Per-package mailroom management models make this impossible because they cause spikes in your bills during busy times.

• The Reality: During the holidays, Black Friday, or student move-in weeks, package volume can triple or quadruple.
• The Result: A budget that looked fine in October can be completely ruined by a massive, unexpected bill in December.

With a flat-fee model, your cost is a fixed fee. Whether you receive 100 packages or 10,000 in a month, your bill stays exactly the same.

The Risk of Skipping Scans

When a staff member knows that every scan costs the company money, it can lead to bad habits. They might decide to skip scanning less important items, such as magazines, flyers, or internal mail, to keep costs down.

• The Danger: If an item isn't scanned, there is no digital record of it. If that item goes missing, there is no way to prove who had it last.
• The Solution: When scanning is unlimited, staff are encouraged to track everything. This creates a perfect record of every item that enters the building, protecting the staff from blame if something is lost.

Why More Devices Shouldn't Cost More Money

In a high-volume mailroom, you often need more than one person scanning at the same time to prevent a backup at the loading dock. Many legacy systems charge you for each additional device or user you add.

This creates a bottleneck: you either have to pay for extra licenses you might only need during a rush, or you make your team wait in line to use one scanner. Modern parcel management software should let you install the app on as many smartphones as you need without extra charges, so your team can clear the floor faster.

Planning for a Predictable Future

A mailroom should be a simple, predictable part of your building operations. When evaluating mailroom software, it is important to calculate the cost at your busiest time, not just when you are starting out.

Choosing a flat-fee, unlimited model means you don't have to worry about how many packages your tenants or employees order. Your costs stay the same, your staff can track every item without hesitation, and your budget remains safe from surprise fees during the busiest times of the year.

If you are looking for a system designed for predictable growth, see how Parcel Tracker can help you scale without the rising costs of per-package fees.

FAQ: Simple Answers on Costs

1. Is it ever cheaper to pay per package?

Only if you have a very small building with very low volume (like under 50 packages a month). As soon as you have a steady stream of deliveries, a flat monthly fee is almost always the more affordable choice.

2. How do I know if I’m paying too much?

Look at your busiest month from last year. If you had paid a flat fee for that month instead of paying for every scan, would you have saved money? If the answer is yes, you are on the wrong pricing model.

3. Does "unlimited" really mean my bill never changes?

Yes. In an enterprise flat-fee model, you pay for the software service itself, not the number of boxes you touch. This allows you to plan your budget a year in advance with 100% accuracy.

4. Can I let my temporary staff use the software?

If your software doesn't charge "per user," then yes. You can get extra help by downloading the app during busy seasons to scan packages without seeing any increase in your monthly bill.

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