Case Studies

Why a City of 14,000 Residents Should Switch to QuickyMail for Utility Billing

City Profile

• Location: U.S. city with ~14,000 residents
  
  

• Utility Services: Municipal electric and water utility
  
  

• Monthly Bill Volume: ~10,000 (1–2 bills per household)
  
  

• Pricing Comparison:
  
  

  • QuickyMail: $250/month (flat rate)
    
    

  • USPS First-Class Mail: $0.50 per bill
    
    

Background

This city currently sends approximately 10,000 utility bills each month via USPS First-Class Mail, incurring $5,000/month in postage alone—excluding additional costs for printing, envelopes, and manual labor.

The city’s small staff spends significant time on mailing tasks, increasing the risk of error and limiting capacity for more strategic work.

QuickyMail offers a streamlined alternative: automated email delivery of bills for a flat $250/month (up to 30,000 emails). This case study explores the cost savings and operational benefits of making the switch.

Cost-Saving Benefits

1. Significant Cost Reduction

• USPS Cost: 10,000 bills/month × $0.50 = $5,000/month
  
  

• QuickyMail Cost: $250/month
  
  

• Monthly Savings: $4,750
  
  

• Annual Savings: $57,000
  
  

• Additional Savings:
  
  

  • Printing: ~$0.05–$0.10/bill = $500–$1,000/month
    
    

  • Labor: 10–20 hours/month @ $15–$25/hr = $150–$500/month
    ➜ Total Annual Savings: Over $60,000
    
    

2. Comparison to Alternatives

• USPS Marketing Mail: $0.173/bill = $1,730/month (not viable for utility bills requiring timely delivery)
  
  

• QuickyMail: $250/month — purpose-built for municipalities, up to 95% cheaper than USPS First-Class.
  
  

3. Budget Predictability

• Flat $250/month rate — no surprises, regardless of bill volume fluctuations.
  
  

Operational Advantages

1. Time Savings

• One-click PDF upload & auto email detection saves 10–20 hours/month.
  
  

• Example: A clerk earning $20/hr saves $300/month in labor time.
  
  

2. Error Reduction

• Automation reduces risks of incorrect addresses or missing bills.
  
  

• Optional email analytics add-on ($10–$20/month) provides delivery tracking.
  
  

3. Ease of Use

• Designed for non-technical users:
  
  

  • Upload PDF
    
    

  • Click send
    
    

  • Reach 10,000+ residents in minutes
    
    

4. Scalability

• Flat rate covers up to 30,000 emails/month — easily supports future growth (e.g., sewer billing).
  
  

Implementation Steps

1. Free Trial (2,000 Emails or 60 Days)

• Test QuickyMail with a partial batch of bills — no cost or commitment.
  
  

• Provide a PDF and email list — QuickyMail handles the rest.
  
  

2. 15-Minute Demo

• See the platform in action: PDF upload, email automation, delivery tracking.
  
  

3. Resident Communication

• Notify residents via website, USPS letter, or utility portal.
  
  

• Collect email opt-ins during billing updates or registrations.
  
  

4. Optional Integration

• API setup (one-time $50–$100) allows syncing with existing billing systems (optional).

Potential Challenges & Solutions

Conclusion

Switching to QuickyMail can reduce utility billing costs by 95%, from $5,000/month to $250/month, saving up to $57,000/year.

Beyond the cost savings:

• Save time
  
  

• Minimize errors
  
  

• Simplify operations
  
  

• Modernize communication
  
  

With a free trial and no commitment, QuickyMail offers a low-risk, high-reward opportunity for municipal transformation.

Ready to Get Started? 

To schedule a free demo please reach us directly: info@borosoftware.com