5 Virtual Address Services for Your Small Business

16

5 Virtual Address Services for Your Small Business

When you’re the owner of a small business, you’ve got enough on your plate without worrying about retrieving your mail from a P.O. Box or who might get your address if it’s made public. Instead, you can use a virtual address service or virtual mailbox. A virtual address allows you to receive and check mail from anywhere and provides you with a business address that you can use to form your LLC or corporation.

Virtual address providers offer your small business a number of benefits and services. Choosing the right one is all about knowing why you’re signing up for a virtual address service and what options you’re looking for. There’s a wide range of benefits you can receive from a virtual address provider, including:

  • Personal address privacy
  • Package forwarding
  • A digital record of business mail
  • An acceptable address for bank and federal agency documents

Subscribe to Our Monthly Virtual Address Service  And Get Started in the State of Your Choice Learn More

For those wondering how to get a virtual address, it’s simple. You just open an account with one of the virtual address services and choose which options your business needs and will benefit from. Once you’re signed up, you’ll receive email notifications each time you receive mail. 

You’ll be able to review online what you received and decide what happens to each individual piece of mail. Most virtual address providers will scan and digitally send your mail, forward the physical mail and packages you want and shred what you don’t want. Some virtual address services can even deposit checks and sign for packages. 

The 5 Best Virtual Address Services for Your Small Business

The virtual address providers below offer the best range of services for just the right price. Depending on your business, you may receive a lot or a little bit of mail, which could determine what options you need and how much you’re willing to pay for the conveniences offered by a virtual address service. We've got all the details you need to start your research and find the virtual mailbox that's right for you.

1. Incfile

If you’re operating a small business with simple needs, our Virtual Mailbox service at Incfile is an affordable option that offers basic virtual address services. This virtual mailbox service is perfect for digital nomads, offering them a secure and mobile-compatible way to check mail from anywhere in the world.

Incfile offers virtual mailbox services in 22 states in the U.S.:

availability of Incfile's virtual address serviceServices and Features

At Incfile, your monthly membership fee gets you these services and features:

  • A street address for your business
  • A secure and encrypted connection
  • Unlimited mail scanning — we don't charge per item and all your letters and correspondence will be uploaded to your secure account within one business day
  • Worldwide access via web browser so you can read your mail anywhere
  • Email notification every time we scan and upload a piece of mail
  • Mobility compatibility so you can view on your phone or tablet

While you can receive unlimited letters and large envelopes with Incfile, you can’t receive packages.

How Much Does a Virtual Address Cost?

With Incfile, your monthly fee is $29. There are no additional fees or charges. 

Best For

Incfile is the best option for small businesses that receive a small amount of mail and are looking for privacy and international access to their mail. 

2. Anytime Mailbox

If you’re looking for a virtual address provider, Anytime Mailbox is one of the best. They offer a wide range of services while remaining affordable. With over 1,400 mailbox locations in 40 different countries, Anytime Mailbox offers a lot of flexibility.

Services and Features

  • Mail scanning ($0.50/page)
  • Check deposits
  • 60 days of free storage for letters and packages
  • Letter and package consolidation to save money on shipping
  • Local pickup in over 40 countries and 1,400 different locations. ($1-$5 per item)
  • Secure shredding ($0.10/page)
  • Mail forwarding anywhere in the world ($5 + shipping)
  • Discounts for shipping with major mail carriers

How Much Does a Virtual Address Cost?

The cost of using Anytime Mailbox’s services will depend on which services you use and how much mail you receive. You’ll start with a base plan, which costs a monthly fee. Your monthly fee will depend on your location but will range from $5 all the way up to $50. Your monthly membership price will get you a set number of mail scans, shredding, and mail recipients. Additional services will incur a small fee. 

For example, you may pay a monthly fee of $10 for 30 pieces of mail per month. Any mail you receive over 30 pieces will be charged at $0.35 per piece. The prices and limits are based on your location, so it’s important to evaluate the cost for your specific business and location. In Dallas, Texas, you can find base membership prices from $8 all the way up to $50, depending on location. 

Best For

Anytime Mailbox is a great option for small businesses that don’t receive a lot of mail and are looking for a low-priced virtual address service. Because of the number of locations it has worldwide, this is also a great option for business owners who receive and send international letters and packages. 

3. Planet Express

Planet Express operates the only free virtual mailbox service in the U.S. Planet Express markets its services directly to online shoppers, but it can be used by any small business that mails a lot of packages. They have mailboxes in California and Oregon as well as in the UK. What Planet Express does best is save you money on shipping by receiving your packages, repacking them into one box and then forwarding them to your personal address. 

Services and Features

  • Collect, consolidate and ship packages
  • Virtual addresses in U.S. and UK
  • Oregon warehouse is tax-free
  • Discounts with USPS, DHL, FedEx, UPS and their internal shipping service
  • Shop for Me service (they purchase items, receive the items, you refund them via credit card or PayPal)
  • Free package storage of up to 10 to 45 days
  • Photos of received packages

How Much Does a Virtual Address Cost?

The standard membership with Planet Express is free. If you’d like a premium membership, you’ll pay $10 per month or $50 per year.

Additional costs with the free membership include:

  • $2 per package handling fee
  • 10 days of free storage ($0.01 per lbs per day after)
  • $2 for 3 general box content photos/$5 for 10 detail box content photos
  • Shop for Me: $5 service fee and 7% of the total cost for purchasing the items from the store.
  • $10 flat fee per pallet

Additional costs for premium membership include:

  • Free access to the tax-free warehouse
  • $2 per package handling fee
  • $5 + $2 per consolidated package (7 days of free storage for a consolidated package)
  • 45 days free storage ($0.01 per lbs per day after)
  • $2 for 3 general box content photos/$5 for 10 detail box content photos
  • Shop for Me: $5 service fee and 7% of the total cost for purchasing the items from the store.
  • $10 flat fee per pallet

The major difference between the free and premium membership is access to the tax-free warehouse and the additional 35 days of free storage of packages.

Best For

Planet Express is the best virtual address provider for small businesses looking for a package forwarder that charges no monthly fees or for businesses willing to pay a small fee to save on taxes and shipping costs. 

4. PostScanMail

Depending on your business model, you may not need physical access to much of your mail. If you’re looking for an affordable, digital virtual address service, PostScanMail fits the bill. How PostScanMail differs from most other virtual address services in that it offers 30 days of free physical storage for letters and 7 days of free storage for packages, but it gives you unlimited cloud storage. With over 400 locations across the U.S., this is a great option for many small businesses.

Services and Features

  • U.S. street address
  • Mail scanning
  • Mobile app and online mail management
  • Mail forwarding
  • Local pickup
  • Letter and package consolidation
  • Unlimited cloud storage for digital scans of mail

How Much Does a Virtual Address Cost?

PostScanMail offers three tiers of membership: $15, $20 and $30 per month.

Each membership tier has slightly different offerings. The base tier includes these features and additional costs:

  • 30 mail items ($0.50 per extra envelope or package scan)
  • Open and scan of 5 items ($2.00 per envelope for up to 10 pages, then $0.25 per additional page)
  • 1 recipient ($5 per month per additional recipient or user)
  • Mail forwarding: $2 for the first item, then $0.50 cents per additional item plus the cost of shipping
  • 30 days of free storage ($0.05 per envelope per additional day)
  • 7 days of free package storage ($0.10 per pound per additional day)
  • Mail shredding: $1 for the first 10 pages, then $0.15 cents per additional page

Best For

If your business receives a small amount of mail and you need minimal forwarding, this is an affordable option for a virtual address for you.

5. Earth Class Mail

One of the most highly respected virtual mailbox services on the market is Earth Class Mail. Where they differ from other services is that they’re used to working with sensitive data. Earth Class Mail works with HIPAA-certified professionals, so you know your data is treated with sensitivity and your privacy is protected. 

Services and Features

  • U.S. street address
  • High-resolution mail scanning
  • Scans are searchable
  • Mail forwarding
  • Secure document shredding
  • Automatic check deposits
  • Integrations with Quickbooks, Xero, Bill.com, Google Drive and Box
  • More than 80 U.S. locations

How Much Does a Virtual Address Cost?

Earth Class Mail has two pricing plans, one for individuals and small businesses and one for larger enterprises. Pricing for small businesses includes:

  • $19 per month for 1 recipient
  • $29 per month for 5 recipients 
  • $79 per month for 20 recipients

Each of these plans includes 50 pieces of mail per month, free secured shredding and 30 days of storage.

Additional costs include:

  • $2 per additional item received
  • $0.10 per page for black and white scanned documents over 20 pages

Best For

Earth Class Mail is a good choice for those dealing with sensitive information or who are concerned about privacy. 

Who Needs a Virtual Address

If you’re planning to start a small business or incorporate your sole proprietorship, you could benefit from a virtual address service.

Here are a few specific examples of who could benefit from a virtual address:

  • Entrepreneurs moving or expanding their business: If you’re planning to move your business, expand to another state or need the tax benefits an address in another state can provide you, a virtual address is the perfect affordable option.
  • Freelancers and small business owners concerned about privacy: A virtual address helps you to keep your home address private. If your business doesn’t have a storefront or physical address, this is a great solution to keeping your home address private.
  • Location-independent digital nomads who travel: A virtual address allows you to check your mail from anywhere. If you live the life of a digital nomad, this can make it so that you can check your mail from anywhere.
  • Business owners looking to simplify: A virtual address can be more convenient and affordable than a P.O. Box, which can help to streamline and simplify your business processes.

What a Virtual Address Is Not

While a virtual address can provide business owners with a number of benefits, it’s important to understand its limitations.

A virtual address is not a Registered Agent, a foreign qualification and doesn’t provide any business protections. 

In contrast to a virtual address, a Registered Agent is a person or business entity that receives tax and legal documents on behalf of a business. If your business is an LLC or corporation, you are legally required to have a Registered Agent. You can be your own Registered Agent and use your home address. While a Registered Agent isn’t a virtual address, they are both addresses where you can receive business mail.

A foreign qualification is a form of business registration that allows you to do business outside of the state in which your business was formed. 

Benefits of a Virtual Address Service

If you’re not sure whether or not you need a virtual address for business, understanding the myriad of benefits it can provide your business may help you to decide whether it’s worth the costs.

A virtual address can benefit your business in these ways:benefits of a virtual address service for small business

Let’s dive into all of these benefits to see how they can affect your business. 

Fulfill Legal Requirements of Owning an LLC or Corporation

It is a legal requirement of business incorporation that you provide the government with a physical address where important mail and documents can be sent. It is not possible to use a P.O. Box for your address, which leaves many small business owners using their home addresses. If you’re not comfortable using your home address, a virtual address is a great alternative.

Build Credibility

Having a physical address that’s not your home address or a P.O. Box can lend your business an air of professionalism and credibility that customers will automatically trust. You can put this address on your website and accept customer letters and packages at that address.

Increase Your Privacy

Because an address is required when incorporating your business, many small business owners end up putting down their home addresses. Your business address is publicly available to anyone who might want to look it up. Using a virtual address will keep your home address private.

Provide Convenience

A virtual address can make receiving and dealing with business mail much easier and more convenient. With digital access, you don’t have to pick up your mail, but simply hop online and review what you’ve received. 

Freedom to Be a Digital Nomad

With digital access to your mail and package forwarding, a virtual address service can make it easier to travel the world as a digital nomad while still managing your business. 

Expanding or Relocating Your Business

If you’re planning to move your business or expand to a new state, a virtual address is a great way to get a physical address in your new location. Having a physical address in that state in which your business operates gives it credibility with customers. 

With so many different benefits, it’s no wonder that more and more small business owners are opting to use a virtual address. Whether you get a lot of mail and packages or just a few pieces each month, there’s just the right virtual address service for you.

If you’re interested in learning more about virtual address services, be sure to check out Incfile’s Virtual Mailbox service. Incfile provides service for a flat-rate fee, making it a great fit for small businesses looking for an easy-to-use, mobile-friendly and cost-effective way to check their mail from anywhere in the world.

New call-to-action

16
Paper List

Like What You're Reading?

Get fresh monthly tips to start & grow your LLC.

Related Articles

  • 11 Out-of-the-Box Side Hustles for Women to Make an Extra $1,000 a Month
  • A Giant List of Self-Employment Business Ideas
  • How to Pay Yourself as an LLC Owner
  • 15 Items You Can Easily Flip for $100-$5,000 in Profit a Month
  • If You're Not a U.S. Citizen, Can You Get an EIN for Your Business?
  • How to Create and File an LLC for Free
  • So You Moved? Follow This Guide to Moving Your LLC to Another State
  • 70% of Gen Z Are Looking to Start a Side Hustle in 2022. Here Are the 10 Most Popular Ideas.
  • 15 U.S. States with the Lowest State Fee to Start a Business Today
  • Understanding DBAs and How They May Be Beneficial to Your Small Business
  • Need a Physical Address for Your Business?
  • Are Non-U.S. Residents Allowed to Own a Corporation or LLC?
  • 7 Small Business Ideas That Take Under $500 to Start
  • ​Do LLCs Get a 1099 During Tax Time?
  • How to Search and Choose Your Business Name in All 50 States
  • Series LLC vs. LLC: Which One Do You Need?
  • 15 High-Demand Businesses You Can Start Today in Florida [+5 Home-Based Business Ideas]
  • ​Understanding When to Use LLC for Your Business
  • PLLC vs. LLC: What You Need to Know
  • LLC vs. S Corp: Which Is Right for Your Business?