Choosing between the cost of buying labels or using free carrier supplies is not just about the upfront price. There are hidden costs to consider. Printer maintenance can end up costing more money. Poor quality can lead to wasted labels. Workers might need to reprint labels, which adds to expenses. These factors quickly add up. Some businesses save money by using free supplies, while others prefer the discounts and control that come with the cost of buying labels.
Key Takeaways
Buying labels in large amounts saves money for businesses. Using a thermal printer also helps save money. This is good for businesses that send many packages each month.
Free carrier supplies are good for small or casual shippers. But they have some rules and branding limits.
Keeping track of how much you ship helps you decide when to change. You may want to switch from prepaid labels to buying your own labels and supplies. This can help you save money.
Cost of Buying Labels
Label Purchase
The price for buying labels depends on many things. UPS has flat rate shipping labels. These start at about $10.85 for very small packages. Extra large packages cost about $27.60. The price changes if the package is heavier or bigger. It also changes if it goes farther or needs faster delivery. Many businesses use online platforms to get discounts. Shopify Shipping can give up to 88% off normal prices. Buying labels in bulk helps too. When businesses buy a lot at once, each label costs less. This way, they save money and always have labels ready.
Printer and Materials
Printing labels at your business needs money at first. A small business might spend $2,500 to $5,000. This covers a desktop printer, software, and other tools. Bigger setups cost even more. The kind of printer you pick matters. Thermal printers cost more at first but save money later. They only need thermal rolls, not ink or toner. This makes them cheaper over time. Inkjet and laser printers are cheaper to buy. But they need new ink or toner often, which costs more later. Thermal printers work best for lots of shipping. They print fast and last a long time.
Printer Type | Upfront Cost | Ongoing Cost | Maintenance | Supplies Needed |
|---|---|---|---|---|
Thermal | High | Low | Minimal | Thermal rolls |
Inkjet | Low | High | Moderate | Ink cartridges |
Laser | Medium | High | Moderate | Toner |
Online Discounts
Online shipping sites like Easyship and Pitney Bowes save money. People can get up to 91% off regular shipping label prices. You do not need to ship a lot to get these deals. PostageMaker and eBay Sellers also give discounts. Sometimes you get up to 37% off for FedEx and 34% off for UPS. Using these sites helps both small and big shippers pay less for labels.
Tip: Shipping software like ShipStation or Pirate Ship has monthly fees. These are usually between $10 and $50. The fees add to the cost of buying labels. But you get cheaper shipping rates and can print many labels at once. This saves time and money for businesses that ship often.
Time Investment
Making shipping labels at your business takes time. A business owner who does all the shipping may spend about 22.5 hours each week. This includes printing shipping labels. If they earn $15 an hour, that is about $1,350 each month. Businesses that ship a lot may find buying labels and good printers saves time and cuts down on mistakes.
Free Carrier Supplies
Availability
Big shipping companies give free supplies to people and businesses. These supplies are things like boxes, envelopes, labels, and forms. The table below shows what each company gives:
Carrier | Free Shipping Supplies Offered |
|---|---|
UPS | Shipping labels, stickers, assorted forms, boxes, HAZMAT supplies, express envelopes |
USPS | Over 56 types including Priority Mail Express envelopes and boxes, flat rate envelopes and boxes, registered mail envelopes, tracking labels, global express guaranteed envelopes |
DHL | Shipping labels, waybill sleeves, envelopes, mailers, padded pouches, boxes, tube mailers |
FedEx | FedEx Express® envelopes, paks, poly bags, boxes, tubes (for expedited services); standard brown boxes are for purchase |
You can get these supplies online or at stores. Most people do not need to ship a lot to order them. Some companies want you to have an account or use their shipping.
Restrictions
Shipping companies have rules for using free supplies. You must use each company’s supplies only with their shipping. For example, USPS Priority Mail boxes are just for Priority Mail. UPS boxes cannot be used with FedEx or DHL. Some supplies are only for certain shipping services, like flat rate or express. Companies do not want people to take too many supplies. This way, everyone gets a fair chance. Some companies limit how often you can order free supplies. Sometimes you pay for shipping when you order online, even if the supplies are free. It can take a few days to get your order. You need to plan ahead so your shipping is not late.
Note: Picking the right size and type of supply helps stop shipping problems or extra fees.
Branding Limits
Free supplies have the company’s logo and colors on them. You cannot put your own logo or colors on these boxes or envelopes. This makes it hard to show off your own brand. If you want your packages to look special, this can be a problem. Custom packaging helps people remember your business, but free supplies do not let you do this.
Cost Comparison
Typical Scenarios
Shipping needs are different for each business. Some send only a few packages every month. Others ship hundreds every week. The total cost changes based on how much you ship. Here are two common examples:
Scenario 1: Casual Shipper
Sarah has a small online shop. She ships about five packages each month. She uses prepaid shipping labels from Mercari. These labels come with tracking and insurance. Sarah pays more for each label. But she saves time. She does not need to learn carrier rates. She does not print her own labels. This makes things easier for her. She can spend more time on her products.
Scenario 2: High-Volume Shipper
Mike owns a busy e-commerce business. He ships over 200 packages every month. He buys shipping labels in bulk from a third-party site. Mike uses free carrier supplies from USPS and UPS. He prints his own labels with a thermal printer. This setup takes more work at first. But it lowers his shipping costs later. Mike gets discounted rates. He can control his shipping process.
The table below shows how these two options compare:
Shipping Option | Cost Implication | Convenience | Protection | Suitability |
|---|---|---|---|---|
Prepaid Labels (e.g., Mercari) | 2-3 times more expensive than third-party options | Very easy to use, ideal for beginners | Includes insurance (up to $200) and tracking | Best for casual shippers who value convenience |
Ship on Your Own | Cheaper, uses discounted rates and free supplies | Requires more effort and setup | Insurance optional, less platform protection | Best for high-volume shippers to save money |
Note: Prepaid shipping labels are simple and safe. But they cost more for people who ship a lot.
Break-Even Point
The break-even point is when buying your own labels and supplies saves more money than using prepaid or free options. For most businesses, this depends on how many packages they ship each month.
Low-Volume Shippers: If a business ships less than 20 packages a month, prepaid labels or free supplies are often best. The higher price per label is okay because it is easy to use. You also get tracking.
High-Volume Shippers: If you ship more than 50 packages a month, buying labels in bulk and using free supplies saves money. You pay for a printer and supplies at first. After a few months, you save enough to cover the cost. Over time, cheaper labels and discounts lower your shipping costs.
Here is a simple example:
Sarah ships 5 packages a month. She uses prepaid labels at $10 each. Her monthly shipping cost is $50.
Mike ships 200 packages a month. He uses discounted labels at $4 each. His monthly shipping cost is $800. He spends $300 upfront on a thermal printer and supplies. After two months, his savings cover the first cost.
Tip: Businesses should count how many packages they ship each month. When the number goes up, switching to bulk labels and free supplies can save money over time.
Other Factors
Shipping Volume
How much you ship changes your costs a lot.
If you do not ship much, free label printing from UPS or USPS is smart. These services do not charge monthly fees. You can print labels when you need them.
If you ship more, thermal label printers save money. They make each label cost only a few cents. You do not need to buy ink.
Buying lots of labels at once saves even more money. This helps people who ship many packages.
Labels with your brand already printed can get expensive. If you ship about 75 packages a week, it can cost hundreds each month. Printing your own labels at your business saves money as you ship more.
Using free label printing with other shipping sites helps small businesses handle different shipping amounts.
Shipping gets more expensive during busy times. When more people want to ship, prices go up. Businesses need to plan ahead. Technology like Transportation Management Systems helps find the best routes and keeps costs down. Guessing how much you will ship and having flexible shipping choices helps avoid late deliveries and extra fees.
Flexibility
Being flexible with shipping helps businesses save money.
Looking at ground, air, and local carriers helps find the best price, speed, and service.
Changing box size or weight can make shipping cheaper.
Software that compares shipping rates helps you pick the best deal.
Using more than one carrier means you are not stuck with just one. You can also get better deals.
Mixing big and small carriers helps control costs and can make some deliveries faster.
Changing carriers or packaging when needed can save money.
Picking the right box size and using lighter boxes cuts waste and lowers shipping costs.
Packing and shipping with machines makes work faster and cheaper.
Using boxes that can be recycled is better for the planet. Sometimes, you can get tax breaks for this.
Thermal labels use less stuff and energy than ink or toner labels. This is better for the environment if you ship a lot.
Customer Experience
How customers feel depends on delivery and packaging.
Plain boxes and simple labels keep orders private. This makes delivery more discreet.
Letting customers pick plain or branded boxes makes opening the package more special.
Fast shipping is important to customers. Using machines and picking your own shipping helps make deliveries quicker and keeps customers happy.
Special labels and boxes make your business look better. Free boxes from carriers might not look as nice. This can change how customers see your business.
Good packaging makes customers happy and want to buy again. Strong, nice-looking, and earth-friendly boxes build trust. Many people like boxes that can be recycled. Good packaging can make getting a package feel special.
Research shows free carrier supplies and discounted postage save money. This is true for people who ship a lot of packages.
People who do not ship much like prepaid labels and free supplies.
Small businesses can save by using shipping software and carrier discounts together.
All businesses should look at how they ship, check their data, and try to find better ways to save money.
First, check how you ship now and try both choices to see which one works best.
FAQ
Can you use free carrier boxes with any shipping service?
No. Free boxes from USPS, UPS, or FedEx must match their own shipping services. Using the wrong box can cause delays or extra fees.
What is the main difference between inkjet and thermal label printers?
Inkjet printers need ink or toner refills often.
Thermal printers use special rolls and cost less to run for high-volume shipping.
How long does it take to get free shipping supplies delivered?
Most carriers deliver free supplies in 3~7 business days. Plan ahead so you do not run out during busy times.