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The cost-saving way to convincing print products is called Web-to-Print.

Web-to-print personalization

What is Web-to-Print?

Web-to-print offers a simple and cost-effective way to produce personalized print products. Templates can be customized from any location. Through the automated, Internet-based transmission of print data, Web-to-Print facilitates the production of personalized advertising materials and streamlines communication processes between your sales and distribution partners, branch offices, branches and the central marketing department. Branch offices can freely customize and reorder advertising media according to their needs. Previous knowledge is not required. At the same time, the corporate identity is always guaranteed by the company's own templates. A Web-to-Print system is precisely tailored to the needs of the customer and includes a multitude of possible services: Posters, flyers or business cards (business equipment) can be created just as easily as displays or sales documents. The print data is still checked in the system and transmitted to the print shop or can be downloaded directly via the Web2Print system. In this way, successful marketing campaigns that are geared to the needs of local customers are successful.

Online editor edit assistant Web-to-Print

Why is Web-to-Print important for your business?

The benefits Web-to-Print offers companies are many and varied. But does a Web-to-Print system really fit your needs? When is Web-to-Print worthwhile?

Web-to-Print is advantageous for your company at the moment when you are interested in successful marketing campaigns or marketing automation that are tailored as closely as possible to your sales and distribution partners, subsidiaries and branches. This can be problematic with a large number of branch offices. Thanks to Web2Print, however, partners can implement advertising measures based on their current needs and offer the target group exactly what they need locally. These individualization options, which allow partners to take responsibility for their own individualization, relieve the central marketing department and allow it to devote its capacities to larger projects. In addition, the uncomplicated creation of print pieces and the direct transmission of print data to the print shop results in considerable time and cost savings. Web-to-Print is thus not only faster and strengthens the personal responsibility of your employees, but is also reflected in your sales.

Your Top 10 advantages with Web-to-Print

Uncomplicated to use and a streamlining factor in workflow and internal company communication - this should be the optimal Web-to-Print solution. But beyond that, there are many benefits that companies can gain from the many applications and modifications that Web-to-Print can offer. But what do they look like in detail?

  • Clarity and overview through central administration of all valid advertising media
  • Immediate update of all advertising media through the central server control. Advertising media can be supplemented, changed, switched off, individualized and ordered with immediate effect
  • Enormous cost savings in the production of individualized advertising media
  • Significant reduction of the coordination processes and correction loops due to the simple operation when individualising the advertising media via the system
  • Significant simplification of the supply of regional or internationally distributed points of sale with advertising media
  • Location-independent and time-independent access to the 100% web-based Web-to-Print system
  • Very good image carrier for the sales staff - a tool that really brings something to the table
  • Defined approval workflows enable system-supported and controlled production of advertising material
  • Relief for your head office and/or marketing department
  • Permanent overview of all activities such as orders, releases, stocks, etc.

Components in Web-to-Print

For a successful Web-to-Print solution, the individual components of Web-to-Print should be optimally tailored to the needs of the company.

Layout Engine
The Layout Engine is used to display the input text or image information in for playback on a screen or print product. The Layout Engine is used to display personalized advertising media appropriately in the web-to-Print program. At the same time, the print data is checked for its feasibility.

Online shop
The integrated online shop in a Web-to-Print enables uncomplicated ordering of advertising materials. Not only the whereabouts of the person placing the order are irrelevant, but also the question of whether the items are in stock or individualized. At the same time, the shop segment included numerous regulatory functions such as service provider management, release management and user administration.

User-friendly reporting tools make it easy to analyze activities in the Web-to-Print system at any time. Here, companies can monitor the marketing activities of their individual partners/branches: Who orders which advertising material and when - and who does not? Through targeted analysis, companies can intervene and offer help where it is needed.

For whom is Web-to-Print suitable for?

Web-to-Print meets with great enthusiasm, especially among decentrally organized companies. A Web-to-Print system can be used to purchase and order advertising material remote from the head office and independent of time zones. Sales representatives can thus easily produce and reorder advertising materials such as business cards or displays according to their needs. The industries in which web2print can make everyday work easier and enrich it are versatile:

  • Insurances
  • Banks
  • Franchise
  • Retail
  • Automobile
  • Travel
  • Clubs and associations
  • Gastronomy
  • Hotel industry
  • Healthcare

Would you like your partners to be able to fully exploit your company's marketing potential, position your brand more strongly locally or simply save time and money?

Test the Web-to-Print system today - we look forward to hearing from you.

Cost and process optimization with Web-to-Print

Cheaper, faster, simpler - the right Web-to-Print solution offers it all. The use of ready-made templates eliminates correction loops between the graphics and the marketing department. Processes are streamlined, agreements are superfluous. This allows marketing capacities to be used more efficiently. Automatic transfers from other systems mean that address data does not have to be manually fed into the Web-to-Print system, reducing the error rate. In addition, the Web-to-Print system checks the quality of the print data before it is sent directly to the print shop.

Sample calculation for creating an ad with and without a Web-to-Print system:


ActivityManual (in minutes)Automatic (in minutes)
Inquiry at Marketing / Web-to-Print-System                               15                                        5
Display structure                               60                                      15
Dispatch PDF to client                                 5                                        0
Corrections                               25                                        0
Transfer of final print file to client                                 5                                        0
Printing approval by client                                 5                                        5
Forwarding to publisher/customer                                 5                                        5
Total                             120                                      30
Cost per ad (hourly rate: 70,00 EUR)               140,00 EUR                        35,00 EUR

What is the difference between Web-to-Print and Web-to-Publish?

Web-to-Print and Web-to-Publish are often associated. But what is the difference between the systems? A Web-to-Publish system is used to publish content via a central system. It does not matter whether it is a matter of print products, websites or apps. In contrast, Web-to-Print converts information fed into the system exclusively to print advertising media. Web-to-Print is therefore a subarea of Web-to-Publish.

Current trends in Web-to-Print

Web-to-Print trends

The responsibility for creating the individual pressure pieces is increasingly being transferred to the user. Templates can be customized according to corporate design and can be automatically ordered independently from the marketing department.

Web-to-Print trends
Individual file formats

While in the past print production was the main focus, today digital advertising formats are becoming more and more important. Web-to-print functionality can be used to create a wide variety of file formats (e.g. PDF, JPG).

Web-to-Print trends
Disproportional scaling

By means of disproportional scaling, the user can individually influence the size of a template via the system. For example, the height and width of displays can be changed at will. Texts and images are individually scaled and positioned according to layout rules.

Which cost models are available for Web-to-Print systems?

Would you like to integrate Web-to-Print into your company? Then choose a cost model based on your budget.

With the purchase of a Web-to-Print system, you purchase all the services offered by the provider with a single payment. In addition to the Web2Print program itself, a purchase usually includes other services such as comprehensive support, performance checks, employee training and consulting. Purchasing a Web-to-Print solution may be the most expensive cost model. But it offers the most comprehensive services.

Some vendors allow customers not to buy the licenses of a program at a high price, but to rent them for monthly payments. This keeps the costs of the Web-to-Print program clearer and easier to calculate. However, in the case of long-term rentals, the monthly contributions may exceed the one-time purchase price in their entirety.

Participation in order volume
If you participate in the order volume, the investment costs for the Web-to-Print system are low to zero. This is made available to the company by the Web-to-Print provider. In return, the company pays a "handling fee" to the provider of the Web-to-Print system, which is linked to the order volume. The company therefore agrees to pay the Web-to-Print provider a small percentage of the turnover generated by orders placed via the system.

What does a Web-to-Print solution look like?

Based on your company's Web-to-Print requirements, the scope of a Web-to-Print system can be easily adjusted. Depending on the requirements, the various elements of Web-to-Print are tailored to your needs.

Online editor editing wizard Web-to-Print

Online Editor/Edit Wizard

The key feature with the simple and secure editing tool for optimal editing of your documents. The step-by-step wizard accompanies you through the personalization of your print templates and offers the option of inserting images, text modules and graphics into the template and editing them specifically. With the help of the preview function, they also receive direct feedback with every change.

Connection to partner network

The key feature for optimal and targeted communication between your sales and distribution partners, branch offices or branches and the service providers. Using the open Eco-System, any service provider can be connected to the marketing portal and thus orders and status transmissions can be exchanged.

Connection to partner network through Web-to-Print
Integrated release workflow in Web-to-Print

Integration of release workflows

The key feature for optimal monitoring/verification of your order processes. The approval process takes place via a central point in the company and thus offers absolute transparency and control. After successful verification, the order is automatically forwarded to the responsible service provider or cancelled if necessary.

Web-to-Print business models

The design of a suitable Web-to-Print solution can be very diverse. Nevertheless, different business models can be divided into three categories based on their availability.

License-based (commercial) programs

License-based Web-to-Print programs are classic software applications acquired by companies. With the purchase of the (single) license, the company is able to install the program internally. With a good support the Web-to-Print program can be adapted exactly to the needs of the enterprise. However, license-based Web-to-Print solutions can be associated with high costs.

Open source programs

Since open source programs are not commercially distributed, they are largely free of charge. Thus, an open source Web-to-Print solution offers the cheapest way to access the advantages of this technology. However, in order to ensure that all employees can use the program in the best possible way, companies must allow for the cost of training. Open Source Web-to-Print programs are therefore particularly suitable if the company's employees have sufficient IT skills to familiarize themselves with the programs.

SaaS offers

With so-called Software as Service (SaaS) offers, companies use cloud programs that are made available to them online as web apps. Via individual user accounts, employees can access the service of a SaaS offer from any location. Instead of paying a large one-off sum, as with a license-based solution, SaaS offers usually rely on lower monthly fees. However, a continuous Internet connection of excellent quality is essential for the successful integration of a SaaS offer into the workflow.


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