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Postmarkr

Small Business

General direct mail guides for small businesses and startups.

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ARTICLES

FINANCE ·

Tax-Season Mail for Clients Who Skip the Portal: Organizer Kit, Return Copy and Form 8879

Three batches go out by mail each tax season: the client tax organizer kit in January, the copy of the return at signature, and Form 8879 before e-file. What the IRS says about each, how to send them from one PDF per client, the cover letter, and what to keep.

LETTERS ·

LetterStream alternative: choose by mailing requirement

Choose a mailing service by the letter and records you need, then compare preparation work and quotes. See when LetterStream remains the better fit.

FINANCE ·

Year-End Giving Statements: How to Mail the Ones That Can't Be Emailed

Most giving statements go by email. For the donors who need paper: what IRS Publication 1771 lists, how to get one PDF per donor out of your giving software, when to mail in January, a template to merge, and what to keep.

FINANCE ·

W-9 Request Letter to Vendors: What to Enclose, When to Send It and How to Mail It

A W-9 request letter to copy, what to enclose (the blank W-9 is one more page), when to send it before 1099 season, how the form comes back without a return envelope, and the two W-9 letters with IRS envelope rules.

LETTERS ·

DocuSend Alternative for Mailing Invoice PDFs

Decide how to mail addressed invoice exports, different customer PDFs or shared documents, with a practical comparison of DocuSend and Postmarkr.

FINANCE ·

How to Batch Print and Mail Customer Statements From QuickBooks and Xero

QuickBooks Online, QuickBooks Desktop and Xero print statements but don't mail them, and printing several at once can make one file. Save one PDF per customer, mail each First-Class, and keep a record of what went out.

FINANCE ·

Hard Copy Invoice Requirements: When a Customer's Accounts Payable Office Wants It Mailed

What school, city, county, hospital and corporate accounts payable offices ask for on a mailed invoice, how to address it to Accounts Payable, why you send it once, when it counts as received, and what to keep as your record.

Printed invoice partially inserted into a window envelope beside a calculator.

FINANCE ·

How to Mail a Paper Invoice, Step by Step

A step-by-step guide to mailing a paper invoice: what to print for check payers, where both addresses sit in a #10 double-window envelope, the fold, postage by weight and when to mail it.

Laptop with an illustrative accounting screen beside a printed invoice and window envelope.

FINANCE ·

How to Mail Invoices From QuickBooks Online (and Xero, FreshBooks or Wave)

QuickBooks Online, Xero, FreshBooks and Wave email invoices but don't mail them. Print and mail them yourself, or save one PDF per invoice and upload it. Then mark each one sent so its status matches what you mailed.

Stack of security envelopes beside illustrative payroll forms and a green folder.

SMALL BUSINESS ·

How to Mail W-2 Forms to Employees: Who Gets Paper, Which Pages, and by When

Who still needs a paper W-2, which pages of the IRS PDF go in each employee's envelope, the Monday, February 1, 2027 furnishing date for tax year 2026, what the IRS requires when an envelope comes back, and what stays in your files.

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