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What is a Web to Print Portal, How Does It Work, and What Are the Benefits

What is a Brand Portal

Your marketing consists of a variety of materials and assets. From printed marketing materials, direct mailers, promotional products, and digital elements, it’s a struggle to produce and manage consistent messaging and branding across all marketing collateral. Especially when you have multiple employees or locations.

That’s why successful companies have a Web to Print Portal in place to protect their brand, make ordering materials more efficient, strengthen management capabilities, and so much more.

What is a Web to Print Portal?


Web to Print Portals—also known as “Marketing Portals” or “Ordering Portals”—are customized, private, online marketing portals that store all your company’s branded assets, including printed materials, digital assets, direct mail materials, promotional products, and more.

These tailor-made platforms are available to your company 24/7, from any device, so employees, franchisees, etc., can effortlessly access and order their marketing materials with branding in place.

Web to Print Portals also give you complete control to manage who has access to certain materials, how many materials employees can order, and what fields on certain materials are editable.

For example, new employees could order business cards and have the ability to add their name, job title, email, and work number, but not have access to order brochures or download logos.

How Do Web to Print Portals Work?

Imagine an online storefront that showcases your company’s marketing collateral, and each item listed can be clicked on, customized if needed (or allowed), and ordered. That’s how a portal works and here are the details on the ordering and managing side of a Web to Print Portal:

The Ordering Side of a Web to Print Portal

When you take advantage of a Web to Print Portal, your company has access to an online platform that aligns with your brand and style.

Within your portal, your branded collateral is stored, including:

  • Printed Materials: brochures, letterhead, posters, rack cards, etc.
  • Direct Mail Materials: mailing lists, postcards, catalogs, envelopes, etc.
  • Promotional Items: mugs, shirts, hats, banners, signs, pens, etc.
  • Digital Elements: logos, PDFs, e-catalogs, etc.

Everyone who has access to your Portal can place orders and even change certain information if you allow, including names on business cards, addresses on postcards, or images on brochures.

Employees can place orders, but they cannot change certain elements that may compromise your brand’s identity.

The Managing Side of a Brand Portal

Brand management is so important, and with a Web to Print Portal, you have complete control over what your Web to Print Storefront looks like, who has access and can place orders, how many orders a user can place, what can be customizable in each order, and more.

You also have 24/7 access to manage all elements and users of your portal so that it can scale with your company.

Just a few capabilities of a Portal that allow you to manage everything exactly the way you need them, includes:

  • Restrict certain employees from placing orders over a certain quantity.
  • You can require approval on orders so you can view and accept them before they are placed.
  • Allow other administrators to see orders placed by employees.
  • You can receive volume reports and view all orders placed monthly or as needed.
  • Choose and change the elements (if any) that can be customized by each user.
  • You can view job statuses and track orders.
  • Set up inventory storage while receiving updates when inventory is low.
  • Build brand approved templates to ensure consistent branding.

What are the Benefits of a Web to Print Portal?

Improved Efficiency


When your marketing collateral, including printed materials, direct mail materials, etc., are placed within an online Web to Print Portal, your team has access to those materials and can order them quickly, saving them and you time by not having to locate design templates, walk them through the steps, send billing information, and more.

Not to mention, for materials like brochures, catalogs, direct mailers, and other branded collateral that need to be printed or hit the post office, a portal speeds up the turnaround time. This is because designs are already uploaded into the portal so as soon as an order is placed, the production time begins. You can even inventory certain materials, so they are ready to be sent out immediately.

Brand Compliance

Brand compliance is a set of guidelines that you have in place to ensure that your brand is and remains consistent. And if you have multiple employees, locations, or franchisees there’s always a risk of someone using the wrong branded assets, modifying materials, or completely ignoring your brand’s rules.

This makes brand compliance an incredibly important set of strategies and with a Web to Print Portal, you can gain complete control of your branded materials and ensure that the design templates, logos, colors, and more are consistent for your entire organization no matter how many employees or locations you have.

Increase In Revenue


Web to Print Portal’s features include functions that ensure brand consistency through managing capabilities. And when you have a well-managed and consistent brand, your return-on-investment increases and your brand becomes worth so much more.

Decrease in Waste

Do you order event banners, brochures, business cards, etc., in bulk or send them to each location so they have them on hand? Then you’re wasting a lot of materials, money, and space.

Chances are those smaller locations aren’t using every material sent to them, not every employee needs that many business cards, and some franchisees’ audiences are responding to different marketing messages more than others.

With a Web to Print Portal, you can print on demand, in lower quantities, and even manage how many materials someone can order. You can even create customizable templates so people can order as they need them and not have a box of brochures in their office that may end up in the trash when they aren’t up to date anymore.

Brand Consistency


We talk about brand consistency a lot in this blog, and it gets listed as its own benefit because consistent branding is so important, and without it, you miss out on so many other benefits your company could take advantage of.

Web to Print Portals locks in your branding for every asset your company uses and eliminates the chances of anything that isn’t supposed to change to change, to ensure consistent branding across every branded element you present to customers and prospects.

Increase in Brand Visibility

When you consistently present your brand, you are more likely to gain excellent brand visibility than if you present your brand inconsistently.

When people are aware, familiar, and know what your brand stands for, they are more likely to make a purchase, sign up or take your company up on the services you provide.

If you’re interested in taking advantage of a Web to Print Portal, click the button below to schedule a quick 10-minute demo today.

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