The Advantages of Using Web-to-Print Technology


Web-to-print technology is a term that has been around for quite a few years now, but only now is it gaining in popularity due to the growing need for businesses to cut costs and to increase total efficiency.

While there are a lot of definitions out there that attempt to explain web-to-print technology, the most basic description is essentially the joining of digital online content and commercial print production. A collaborative web portal is usually accessible by a client, a designer, and a printer, and this site allows those involved in the process to create, edit, and oversee available products.

This kind of technology is available to all kinds of business, including large corporations and even small family-owned businesses. The websites are accessible either privately or for the general public, where users can access storefronts of catalogs of products available for ordering.

When using these web portals, customers can find products with predesigned templates to order, or they may have the option to personalize their templates and orders. The kinds of products that are usually seen in web-to-print transactions include business cards, brochures, signs, forms, posters, stationery, and more. As the technology continues to flourish, more products continue to be available in this form, including marketing and promotional mailers and membership cards.

If you’re considering web-to-print technology for your business, you’ll want to consider the advantages before making the move. The following are some of the advantages of using web-to-print technology:



Web-to-print technology makes it easy for clients to browse their catalogs and make changes as they see fit. An effective online catalog is critical to online success. Most edits to a website can be made the day-of, which means updates are taken care of quickly and efficiently so there are no discrepancies between available products and ordering.

Templates can also be edited at any time, so clients can easily change the look of their catalogs or edit the level of accessibility at a moment’s notice. All of these fast changes are ideal, especially for those with a high volume of stock that often expands or changes in availability.

Not only is this process more convenient for the client, but it’s convenient for the printers as well. With web-to-print, the interface is fairly straightforward and often reduces the need for customer service. Clients can easily go to the website and make their orders, and the printers can begin the work right away. This also helps to ensure that inventory doesn’t become overloaded; once the order is done, it is sent out. There is no waiting for customers to pick up their items, and this helps to keep things simple and streamlined.

Time Saver

It used to be that clients would have to physically go into their stock or holding centers to see what kinds of products needed to be replenished or they would need to meet with printers to talk about the options available.

With web-to-print technology, groups who are working together can easily discuss matters online and get things done in half the time. This means cutting out time for meetings, and this also reduces the amount of time needed to make changes to problems and to give clients what they’re looking for. Clients can easily reach their printers online, discuss changes to the website, and have solutions by the end of the day for any issues. It’s a much faster process that saves time and money.

From the client’s perspective, this is also a beneficial route because it helps to save on resources. Instead of having to invest in printers, high-quality cartridges, and printing media, clients can instead focus their time in other areas while the printers provide all of the tools needed for their printing needs.

Client Control

The ability to offer various templates to a client is a very important aspect of printing, in this day and age. Personalization is a huge part of a company finding its brand and its voice, and having a wide range of options for the printing projects is key to keeping it happy.

Having both a range of pre-existing template options as well as options for full personalization are important to help the client find exactly what they want. This is where it’s extremely beneficial for the website to be easy to maneuver through and for the template process to be easy and straightforward.

It’s also important for the printers to be accessible at this point for clients so that any questions can be answered quickly and efficiently.

Integrated Processes


A highly-integrated interface is a huge benefit for clients since this kind of technology can take care of all of their needs in one convenient location. There is no need to choose mediums from one place, design them in another location, and deal with payments with another representative.

In an integrative interface like web-to-print technology, clients can browse catalogs, choose designs, order prints, pay, and even reach out to customer service all from one location. The process offers a smarter way to build a streamlined website, to ensure that all of the client’s needs can be met in one location, stopping them from having to go to other businesses for small tasks that could be done in one place.

The process essentially skips the need for a middle man and, instead, takes the client right to the source for exactly what they’re looking for.

Reduces Need for Inventory

There are many clients who hold all of their inventory themselves and have to continuously keep it updated as purchases are made. The holding of inventory can be quite a task, depending on the product and the volume, but the web-to-print technology easily solves this issue.

With web-to-print, clients can simply browse a catalog online and see exactly how many products are available for purchase, and what needs replenishing. The need for physical inventory is no longer as important since clients can see what is available online and what the product would look like branded or designed with a specific template.

The need for inventory is greatly reduced, and the need to keep large volumes of every product is no longer necessary. This is ideal for saving on excess items that aren’t sold, so clients can order only what they need and avoid excess inventory at the end of the year.


Web-to-print technology is a key part of the client-printer transaction we know today. This system can make it significantly easier for customers to get what they’re looking for, and it makes products much more accessible to clients no matter where they are.

If you’re thinking about integrating web-to-print technology, consider all of the advantages and how they will help your business become more efficient.