Direct Mail

Direct Mail Automation Software

By 25 March 2024June 5th, 2024No Comments
direct mail automation software

Best Direct Mail Automation Software

Top-rated all-in-one direct mail automation tool & platform. Create, Send, Automate, and track Transactional mail, marketing mail, personalized letters, postcards, and checks with PostGrid’s best Direct Mail Automation Software.

direct mail automation software

Why Direct Mail?

Direct mail has been one of the oldest channels to reach your audience. It has a higher response rate compared to other online channels such as Email, Social Media, and Pay Per Click Ads.

What is Direct Mail Automation Software?

Direct mail automation software helps businesses design, create, and print personalized direct mail, distribute them to the targeted audience, and track the marketing campaign.

The top software makes direct mail marketing just like email marketing – by automatically sending a transactional direct mail whenever a prospect enters the campaign.

Basically, it helps the companies take a smart approach to the tedious traditional marketing, save the dissipated time, money, and resources, and enhance the ROI.

Let’s find out in what ways advertising through traditional marketing and direct mail marketing are different.

  • Highly targeted
  • Cost-effective
  • Personalize Every Single Mailing Piece
  • Better for mass mailing
  • Good Brand Recognition
  • Easier to Scale
  • Build Mailing List
  • Improved ROI

response rates selected media
direct mail automation roi

  • 9% Response Rates (own mailing list)
  • 5% Response Rates (new prospect list)
  • Compared to 1% for Email, 1% for PPC, 0.3% for Display, 1% for Social Media
  • Median ROI of 29% compared to 23% for Paid Search and 16% for Online Display
  • You can Get 200% ROI when combined with Digital Channels
  • Direct Mail is Easily Trackable using QR Codes, pURLs (personalized URLs)
  • Direct Mail can have a sequence similar to the email series

Traditional Direct Mail Process

Costs a Fortune:

  • Most businesses know well about the excellent performance of traditional marketing, yet they decide to choose digital marketing because the old way of direct marketing has always been way too expensive.
  • Due to the lack of technology and targeting used in that form of marketing, it feels like shooting arrows in the dark. Hence, companies avoid high investments in such marketing techniques.
  • With PostGrid, you can perform your direct mail marketing cost-effectively, and perform every task like email marketing.
working with postgrid direct mails

Involves Tedious Tasks

  • From creating the mailers manually to mailing them – all the tasks take ages to get done.
  • Loads of resources, human potential, and money get wasted in the process.
  • With the PostGrid direct mail tool, you can control everything – creating the direct mail, getting them printed and mailed – from a single dashboard.

Out of reach

  • Due to a tremendous amount of money, resources, time, and employee potential traditional marketing was inaccessible for most businesses.
  • Plus, no print lab would accept printing less than 100,000 direct mail, which was beyond the budget of certain small and mid-sized companies.
  • With PostGrid, you can even print and mail a single postcard, brochure, or any other mailer, if that’s the need of the hour.
geolocated audience

PostGrid's Direct Mail Automation Software

Easy, Fast, and Affordable

  • You can promptly design and create your direct mail, and get them printed and delivered.
  • You can control the whole process from a single dashboard and save all the resources, money, and labor costs.
  • Along with physical and human resources, you can also save the dissipated money on extra mailers with inaccurate details—eventually dropping the investment significantly.
affordable direct mail automation software
template library

Personalized, Targeted, and Convenient

  • Customize each of the mail pieces for more customer engagement, and to increase your brand awareness.
  • Target and reach a more specified audience to increase not only customer engagement but also the response rate.
  • Integrate with over 1600+ apps, your CRM, or other tools to fetch the data in seconds and to keep all the teams on the same page – eliminating time-consuming tasks and information gaps.

Automated, Trackable, and Testable

  • Send transactional direct mail – welcome, confirmation, thank you, activation, birthday, anniversary, feedback, notices, etc – just like triggered emails.
  • Track all the campaigns you launch from your dashboard.
  • Security: All our partners are HIPAA/PIPEDA/SOC-2 Compliant ensuring secure and compliant processing.
why PostGrid
secured data

Accurate Information, Jaw-dropping Deals, and Secured Data

  • Verify all the entry point and database addresses, clear all the data gaps and remove the duplicate customer addresses within seconds.
  • Send your direct mail only to the accurate addresses with USPS, and get amazing deals because of our vast network of print labs and a huge client base.
  • Mail invoices, financial statements, or any sensitive data safely. All our print partners are HIPAA/PIPEDA Compliant partners.

Features of Direct Mail Automation:

We have thoroughly tested every stage of the process of direct mail marketing and made it user-friendly and powerful.

user-friendly platform
  • Create, Print, and Mail: Design and customize your direct mail in any format and any size, and get them printed and mailed within hours—eliminating all the tedious work.
  • Delivery Tracking: Track your mailers and get regular reports on their exact locations—from the time of printing to the final delivery.
  • Reporting: Get instant reports on your orders, from printing and processing to mailing.
  • Data Import/Export: Integrate your CRM or enterprise system with PostGrid with the help of direct mail API and fetch all the data (customer details) within seconds.
  • Direct Mail Services Integration: Incorporate your transactional mail with your CRM – to get all teams on the same page – and with CMS, enterprise system, or other tools – to fetch the company’s data within seconds.
  • Event-Triggered Mailings: Send automatic transactional direct mail triggered by an event, viz., a special occasion, discount, anniversary, purchase, or if someone signed up for a demo or entered a campaign.
  • Integration: Automate the printing process with the PostGrid direct mail platform – submit the designs and get any number of mailpieces printed. By integrating with your business, not only do you reduce the risk of errors but you also improve the print quality and your staff’s productivity.
  • Campaign Management: Manage the whole campaign – from creating designs, sending for prints, distributing the mail, and tracking their location to analyzing the results – from a single dashboard. Eventually, eliminates all the manual and tedious tasks, saves resources, decreases investment, and improves sales.
secured data
affordable direct mail automation software
  • Template Design Management: Create any form of direct mail – letters, documents, invoices, notices, thank you or confirmation mail, subscription reminder, or more – with our vast library of templates, uploading your own format, or customizing a new design.
  • List Scrubbing: Compare your customers’ data lists with standard Postal Service addresses, and remove all the duplicate and incorrect information from your system with our address verification API. It helps you save the money spent on returned or lost direct mail.
  • Tools Integration for Marketing Automation: Free your different teams and departments from tons of repeated tasks by arming them with PostGrid. It helps automate your transactional marketing through integration with various tools like HubSpot, SalesForce, InfusionSoft, Active Campaign, Zoho, Act-on, AgileCRM, Pipedrive, GreenRope, etc.
  • Zapier Integration: Connect over 1600+ apps with Zapier integration and automate all the repetitive tasks without the help of any programmer, developer, or coding.

How Does Direct Mail Automation Software Work?

Here’s the step by step guide to create, ship, and automate direct mails within a few hours using PostGrid

save 100 hours

send certified mail letters


Create personalized letters,  postcards, and checks. Customize using our HTML template builder. Create or import contacts from your CRM or upload your own list.

  • Send personalized Letters, Postcards, and Cheques
  • CASS/SERP certified address verification
  • Unified API
  • Analytics and Tracking

Trigger & Automate

Automate the creation and sending of direct mail via our REST API. Use our webhook integrations to trigger campaigns without any code. Initiate sending mailpieces in response to events across all of your software. Personalize every sending item using our merge variable system to ensure maximum impact.

  • Detailed API Docs
  • Zapier Integration Available
  • Setup Direct Mail Automation
trigger and automate direct mails
track direct mails in transit


Check your sent mail piece status, view real-time campaign analytics, and download detailed reports, all from a single dashboard. Eliminate all the hassle involved with managing offline campaigns.

  • Reporting & Analytics Dashboard
  • Team Management & Activity Logs
  • Per piece Tracking

Why to Use Direct Mail Automation Software?

Now, this is where marketing automation steps in. Taking the manual labor out of the equation lets you reap many benefits:

Cost + Time Savings: Efficiencies will increase with this technology. Absolutely. The time spent on designing, executing, and mailing new campaigns can be spent creating killer content and researching/strategizing ways of keeping customers coming back. By automating repetitive tasks, costs are reduced.

Reduced Risks & Inaccuracies: Maintaining an accurate CRM is the best way to prevent your team from accidentally entering the wrong address, spelling, or name.

Trackable Outcomes: There is a lot of legwork involved in tracking traditional mailings. Adding QR codes to direct mail or links that can be tracked allows you to view and report on status updates making it easier to automate direct mail.

Diversified Offline Communications: Your business will have a more positive impact on your customers when the process becomes straightforward. And you mix up your brand message (with little effort). You will make them feel appreciated and don’t let your staff run out of energy. Everyone Wins!

Combine Your Online and Direct Mail Marketing Strategies

multi-channel marketing strategy powered by a single customer view is the best way to ensure effective direct mail campaigns. Using PostGrid for automated direct mail will help you launch direct mail that is both personalized and relevant to your customers. By providing you with:

Fostering Human Connection: Appreciation letters, generic letters, or postcards with a touch of Personalization.

Leaves a Stronger Impact: Direct mail automation’s creativity, personalization, and simplicity create an irresistible impact on the customers.

More Streamlined Experience: Let your customers reach from the mailbox to your website- Connect with people in a streamlined manner with an automated direct mail tool.

Direct Mail Management

With a direct mail management tool, you can design and send postcards and letters easily. You can also launch campaigns and measure results based on your existing data directly from your CRM system. Features include:

  • Easy-to-use dashboard
  • Template Gallery with pre-flighting
  • Easy personalization
  • Variable data postcards
  • Live tracking and analytics
  • Real-time address verification

Direct Mail Management Software: The Offerings

There are many ways to automate direct mail, including sales, marketing, and customer. Using direct mail automation, you can ensure that the right clients receive your message at the right time. Here’s what more you can do:

  • Warehousing and Fulfillment: Using a tactile automation solution enables warehousing off-site on your behalf. Furthermore, inventory can be organized and sorted automatically, neatly, and safely, and on-site storage can be used for other things.
  • Software Integrations: You can easily incorporate automated direct mail into your current marketing campaigns via a good direct mail automation software solution that integrates across your tech stack. Additionally, you can also send the campaign from wherever you are working.
  • Mailing Service: A direct mail management software helps to eliminate the tedious manual aspect of figuring out how to stuff envelopes and how you can add that personalized touch.

Use Cases of PostGrid's Direct Mail Automation Software

Transactional Mail

Automate all your transactional mails with our direct mail platform or API. You can automate the sending of these mail pieces with a direct mail marketing automation tool like PostGrid.

Here’s a list of some of the transactional mail with details:

  • Order receipts: Whenever customers purchase an item/s from a company, they receive a confirmation order receipt. With PostGrid, you can make those receipts personalized by including the customer’s first name, a personal message, or your brand logo – eventually, get engaged customers and increase your brand awareness.
  • Invoices: If you email an invoice, your customers may overlook it, but if you mail the bill in a tangible form of paper, they’ll find it hard to avoid. It emphasizes that customers pay the bill on time. With PostGrid, you can personalize and send regular invoices automatically.
  • Checks: Send the checks safely through the direct mail tool and still keep all the confidential information secured with our HIPAA and PIPEDA-compliant partners who will ensure safe and secure processing.
  • Appointment reminder: If you need to send the appointment reminders in bulk, each month, to your regular and new customers, who might have booked an appointment with you online. You can easily create and automate the sending of these reminders with a direct mail automation tool like PostGrid.
  • Surveys: If you decide to take your customers’ opinions to improve your services, you know you need to do it in bulk. And to keep things updated, you may need to do it regularly – complete the whole process within a few hours using PostGrid.
Better onboarding process

Financial Statements & Compliance Notices

  • Financial statements: More than often, businesses send their customers regular reports of their overall expenditure on the products or services, breaking them down into several categories. Transactional direct mail is the best way to do this, and with PostGrid, you can also add a personalized message to it.
  • Notices: Notifying customers about new changes in their account details, your company policies, or any other significant security changes through transactional direct mail is a very common practice. And with PostGrid, you can not only send them these transactional direct mail but also personalize them.
  • Checks: Send the checks through direct mail and still keep all the confidential information secured with our HIPAA and PIPEDA partners who will ensure safe and secure processing.
  • Compliance Notices: Send compliance notices and other sensitive documents with ease through PostGrid
  • Letters: Often, businesses that run monthly or yearly subscription services use transactional mail to inform the customers to renew their subscriptions or alert the new customers to cancel them. The tangible form of letters is the best way to do it, as they’re hard to ignore.

Marketing & Sales Direct mail

Marketing through digital platforms, no wonder, is the most popular thing these days. But it’s often way easier to get lost in a crowd when other billions are also involved in the same thing. On the other hand, direct marketing mail brings more response than any other marketing form because it’s less popular and has more effect on people.

With PostGrid direct mail automation tool, you can design, print, mail, and automate the following – but not limited to – marketing direct mail:

  • PostCards: If you’re hosting an event, or sale, or want to get your customers to visit your website or store, you can send them personalized postcards with PostGrid.
  • Thank you mail: With PostGrid, send your customers a thank you note for taking your services or buying your product and make them feel valued.
Better onboarding process

Benefits of Direct Mail Marketing Automation Software

  • Personalization tools help users customize direct mail collaterals for greater reach and engagement.
  • Recipients also value receiving personalized mailers more than generic ones. It gives the message that the brand cares about the individual preferences of its customers.
Save Time

When you decide to launch your direct mail marketing campaign, a large chunk of your time goes into it. As you:

  • Start by getting all of your teams on board.
  • Together, you decide the format and ask your designer to complete the task on his end accordingly.
  • Then your content writer creates the message you want on your mail pieces.
  • Once the design is in your hands, you send it to the owner for approval.
  • From there, if you get any feedback, you work on that, fix the details, and then send it back again to the owner for final approval.
  • Then the designs are sent to the print labs and based on the address list, you get several direct mail prints.

But, it’s not over yet.

  • Then, you send these mail pieces to your local postal services.
  • Be done with all the needed formalities.
  • Make the payment
  • And finally, ship it.
  • Then you wait 3-5 working days (or more, depending on the circumstances) to deliver your direct mail.
  • Still, there’s no means to track these tasks, you keep putting in effort hoping it works out.
Keep the data secured

Besides marketing campaigns, businesses send all kinds of transactional mail through direct mail. For example:

  • Financial statements
  • Invoices
  • Bills
  • Welcome mail
  • Confirmation mail
  • Thank you mail
  • Activation mail
  • Birthday mail
  • Anniversary mail
  • Feedback mail
  • Notices mail
  • And others

Our HIPAA and PIPEDA-compliant partners will ensure safe and secure processing.

Track the campaigns
  • After launching the campaign, it’s important to know where your mailpieces are in the process. Hence, we give regular reports on the exact location of each of your mail pieces.
  • From printing, processing, and shipping to the final delivery – get updates on each step. To get these regular notifications, all you have to do is register your contact details by logging in to your PostGrid dashboard.
  • Get analytical reports on the performance of each campaign and improve the upcoming campaigns based on the results.
Reduce the cost
  • With our address verification API software (that you get free with PostGrid), verify the accuracy of all of your contacts’ details, remove duplicate addresses, and correct the incomplete or wrong data – eventually stop misspending on the returned or lost direct mail.
  • Get great deals on direct mail print prices because of our huge client base, bulk printing, and vast network of print labs.
    Save time, money spent on resources, and labor costs by investing in a single software.
Improve ROI
  • Send the direct mail only to the accurate addresses after filtering the data from our address verification software and avoid missed opportunities.
  • Personalize each of your direct mail and enhance your prospects and customer engagement – it leads to more website traffic, increases your brand awareness, and boosts sales.
  • Industries like Real Estate, Insurance, Healthcare, Banks, Financial Services, Non-Profits, Retail, and Education sectors can see huge ROI using PostGrid.
Scale any time
  • Scale your marketing campaigns, an outreach of your direct mail, and membership with PostGrid at any time.
  • Manage the data, edit the targeted audience’s details, and increase the number of direct mail you send whenever you want.
  • Change or increase the number of your launched campaigns based on your customers’ journey or after studying the result of the previous campaign.
  • Use the top and best direct mail tool to scale your direct mail needs.
Greater Security and Privacy
  • Digital automation of direct mail provides excellent security features for your documentation and information. Your organization gets better privacy and security than traditional filing cabinets. An online platform always provides stricter security measures to protect your valuable data.
  • A reliable direct mail automation platform will ensure enterprise-grade security and relevant compliance to protect your valuable data. Some offer user management features to ensure privacy and information for each user.
  • Such applications can streamline and automate the business processes within an organization.
Communication and Record-Keeping
  • Automated direct mail software aims to reduce human error and intervention. Cloud data storage and filing eliminate the need for employees to manage colossal paperwork. You will get better archives of communication, records, and communication with reliable direct mail software.
  • Good record-keeping removes the need for excessive back-and-forth for team collaboration.
  • Everything is on the cloud, so don’t worry about team miscommunication. Small, medium, and large enterprises can also ensure a better disaster management mechanism to protect their documentation.

How Do You Select the Best Direct Mail Automation Software?

It could be a daunting task to find reliable direct mail automation software. The right choice depends on your budget, requirements, and technical expertise. We can use the following criteria to narrow down your choices;

Core Fundamentals

The fundamentals of the direct mail software should be the first thing you consider while deciding. Is it a cloud-based solution? Does it adhere to the relevant compliances? Can you manage users from a dashboard?

The solution could prioritize between physical and digital solutions. Consider your priorities before making the final call.

Feature List

The functionalities could be another factor when choosing a direct mail automation software. You might only need some features in your arsenal to execute your mailing campaigns. There’s no point in paying for features that you won’t use.

There are some standard features that you will find in direct mail platforms;

  • User Management Features: This feature lets you manage the access levels of each user using the direct mail automation platform. It eliminates the chances of human errors and unauthorized access to critical data.
  • Mail Trackings: You need a provision to track mail pieces in their mailing journey with delivery confirmation. Many marketers consider the delivery rate as a vital marketing metric.
  • Workflow Automation Tools: The ability to create and manage automated workflows is critical to save time and effort. It can speed up the mailing process and reduce human errors.
  • Reporting and Analytics: Some tools will give you a dedicated dashboard to evaluate different KPIs, including delivery, response, and conversion rates. These metrics are vital for the success of a direct mail marketing campaign.
  • Template Management Tools: Some platforms have template management tools to help you create personalized letters, postcards, self-mailers, and more.
  • Data Integration: Users can use this feature to pull data directly from their CRM systems or marketing automation tools into the direct mail automation software. They can ensure a better sync between their existing systems and user data.
  • Mailing List Management: You can use this feature to upload and manage lists of all physical addresses in a single place. Segmenting them based on their demographics, behavior, and preferences becomes easy with such convenience.

Ease of Use

You surely don’t want your team to spend days learning how to use the direct mail automation software. Ease of use is the most vital aspect you must consider while looking for such solutions. A clean interface and straightforward implementation help users to execute mailing tasks faster.

Avoid software solutions with a steep learning curve or demand of high technical expertise. They will only take your time and slow down your processes.


The direct mail automation software must provide reliable and straightforward integration options. Combining your offline communication efforts with HubSpot and Salesforce makes sense. Integrations can streamline and automate your workflows. You can define custom triggers to send direct mailers automatically.

Top Direct Mail Automation Software to Use in 2024


Are you seeking a reliable solution with automation, customization, and integration capabilities? PostGrid’s direct mail automation API provides a comprehensive solution to streamline your offline communication and marketing efforts. You get remarkable personalization features with easy automation to save time and effort.

With a minimum learning curve, users can launch full-scale direct mail campaigns within minutes. Reporting and analytics features add another layer of data-driven strategies to your campaigns.

Earth Class Mail

You can use Earth Class Mail to manage and send your mail remotely. The software functions as a virtual mailbox, allowing you to sit back and relax while the system handles opening, sorting, and packing mail.

It is an effective solution for reducing human errors in your documentation. The software stores vital letters, invoices, and documents online in PDF format. You can also forward your mail or store copies online.


This software eliminates extra labor by sending out mail and packages to your customers on your behalf. You can define custom presets and automate your direct mail journey. Rechdesk will automatically process, sort, and store mail for you.

Different pricing models depend on your requirements. Reviews are also great, and they provide integration features.


The software feels like a direct mail marketing platform with prospecting, retargeting, and customer engagement activities. You get sufficient tools for tracking and measuring the success rate of your campaigns.

The ability to use your CRM data for segmenting your target audience is remarkable. It lets you build lists of high-value customers and target them with personalized mailers. The analytics capabilities are also impressive with Postie.

How PostGrid Direct Mail API Can Help?

Offline mailer automation helps you convert traditional direct mail tasks into high-tech, trackable, profitable campaigns.

You can select the best direct mail automation software to automate your processes and workflows, ensuring your clients get the most high-quality items at their doorsteps.

Among all the options we have listed above, you can choose the one that provides top-notch solutions at the lowest prices, like PostGrid direct mail.

We help businesses send postcards, letters, checks, statements, and other items with various advanced features. Our print delivery network and API allow users to design, print, and ship mailers from their existing systems.

Request a demo for more details on how our best direct mail automation software can simplify offline mailing for your business!

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