By the USMail.ai team, more than 50 years of combined expertise in printing and mailing
This cycle's statements and invoices go out on paper to your customers, and we print and mail each one after you approve the proof. You export the file your billing software makes, add your customer list, and see the price on screen. Nothing prints until a person on your team says yes, and every cycle waits for that yes.
Send the statements, invoices and past-due notices your billing software already makes. You don't rebuild anything. Export the file the way you always do, as a PDF, a Word document or images, and add a list of customers as a spreadsheet. If your export puts many customers in one long file, the software finds where each customer's pages start and shows you the split, and you confirm it before anything prints.
Postcards work too, which helps when a short payment reminder is all you need. Formal notices that need a USPS record can go Certified on the same job. Whatever you send, the words, balances and due dates stay exactly as you wrote them, because we print your file and never edit it.
You upload. You approve. We produce. The whole cycle takes a few steps, and you can read the full walk-through on Upload. Review. We mail it.. First you upload the statement file and the customer list. Next you check the proof on screen: the first page of each statement, the envelope window and the address block. You choose the mail options, see the full price, and approve.
Then we take it from there. We print every statement, fold it, put it in an envelope with postage and hand it to USPS on your mail date. Your team never touches a printer, a folding machine or a stamp. From our own production floor: we print, envelope and hand each piece to USPS, and you see the proof and the full price before you approve.
Every cycle changes. A customer pays early, an account closes, a credit posts late or someone moves. If last month's job mailed on its own, those changes would go out wrong. So each job waits for a person to approve it, either by clicking approve in the app or by setting a spending limit ahead of time that lets approved jobs draw from it.
If plans change, you can unapprove an approved job before its mail date, and unapproving puts the money back on your meter, not your card. A meter balance is optional, and you can pay per mailing.
Every address comes from you, and we check every address before mailing. That check doesn't promise when or whether a letter gets where it's going. When a line doesn't match a real USPS address, the statement is flagged for you to fix or pull before you approve. Our page on address verification explains what the check does and what it doesn't. Fewer bad addresses means fewer statements coming back, which keeps the next cycle cleaner.
Most statements go First-Class. A final notice or a formal demand to one customer may call for a USPS record, and that's when Certified fits. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123, and it includes USPS tracking. We don't offer paper Return Receipt yet. You can read more on what Certified Mail costs. Certificate of Mailing is a separate, lower-cost receipt that shows a piece was handed to USPS, and it has no tracking.
Letters starting at $1.15, postage included. For a one-page, single-sided, black-and-white First-Class letter. You see the full price for the whole cycle before you approve, so there's no guessing at postage. Statements with more pages or color cost more, and the exact amount appears on screen before you say yes. USMail.ai is an AI print-to-mail platform, not USPS.
By default, letters you approve before 10 p.m. CT are handed to USPS the next business day. USPS delivery times vary. If a due date is close, approve early so customers have time to pay. Mail the cycle on the same day each month and your customers will learn when to expect it.
Any business that mails many letters at once uses the same steps, from a landlord's rent notices to a clinic's patient statements. If you mail more than bills, see Mail many letters for the other jobs teams send. We don't replace your billing software, store your books or chase payments. We print what you approve and hand it to USPS, so your billing team gets back the hours it spent printing, stuffing envelopes and driving to the post office.
Yes. Upload the statement or invoice file your billing software makes and your customer list, approve the proof, and we print and mail every one.
Yes. The software shows where each customer's pages start, and you confirm every split before anything prints.
No. Every cycle waits for a person to approve it, in the app or through a spending limit you set ahead of time.
No. Your billing software still makes the statements. We print the file you upload, exactly as you approved it, and hand it to USPS.
By default, letters you approve before 10 p.m. CT are handed to USPS the next business day (Monday to Friday). USPS delivery times vary. USPS handles delivery from there. There are no contracts, subscriptions or setup fees.
