Print Portals, have enhanced the way businesses operate by saving them time and money, making marketing collateral management easier, and ensuring consistency in branding.

Traditional printing, on the other hand, isn't obsolete. In fact, depending on the situation, it could be the better option. Luckily, we have everything you need to know about the differences and which you should choose depending on your needs.

The Rundown on Web to Print Portals

Web-to-Print Portals, or Print Portals, are solutions that offer businesses a private online platform where their users can customize and order branded, pre-approved materials in seconds.

With a Print Portal in place, users can select the product they need, make real-time edits for personalization if required directly from the platform, and place an order without uploading artwork or waiting for an estimate.

An Overview of Traditional Printing

Traditional printing involves manual order processes and custom interactions.

For example, when you order your printed materials the traditional way, you may need to visit your local print shop, fill out a form on a printer's website to request a quote, or email files and specifications. This process involves direct interaction with a print shop.

Key Differences Between Print Portals & Traditional Printing

Accessibility & Convenience

Print Portals offer 24/7 access from anywhere there is internet access. Any user granted access to a business's portal can place orders anytime from their desktop, smartphone, or laptop.

Traditional printing requires interaction with the print shop during business hours.

Customization Options

Print Portals offer online design tools, so if, for example, an employee needs to order business cards, they can simply select the product, insert their contact information, and see a digital version of the card in real-time.

With traditional printing, a business's design team must create the artwork for the employees' personalized business cards, interact with a print shop to get an order started, send them art files, and approve a proof before the order enters production.

Now, say a business has a new business card design and needs to place an order for its entire organization. With a Print Portal, all they have to do is update their business card product with the new design and ensure their team members have access to their portal. Each member can order their own business cards. You can even set up payment terms, and users can ship their cards to their appropriate location, which can be beneficial for remote workers or if a business has multiple locations.

The traditional method would involve a Variable Data quote and data list processing. The business would have to provide a spreadsheet of each team member's contact information, send the print shop appropriate design files, and approve each business card before they move into production.

Marketing Collateral Management

There are a few management differences between Print Portals and traditional printing. For one, order management is completely streamlined with portals. Users simply select the products they need, and the order goes directly into production--or a business can set up admin rules so managers have to approve orders before they are placed to better control spending and usability. Users can then instantly track order progress, view order history, and reorder past projects. Regarding traditional printing, manual follow-ups are required to process an order from start to finish.

Additionally, managing marketing collateral with a Print Portal ensures brand consistency and is seamless. For example, users of the portal only have access to the pre-approved designs and products that a business allows. Suppose a design needs to be updated or a product needs to be added or removed. In that case, the company can make these changes and provide its organization with only the most up-to-date materials.

With traditional printing, a business must ensure that all departments are using the correct designs and are placing orders for materials that align with their brand.

Scalability

As a business grows, so do its marketing collateral and team members. Print Portals offer seamless scalability by allowing businesses to add, remove, and update their products as their needs change. In addition, if a company adds new employees or locations, changes can be made directly in the portal to accommodate the locations, and new employees can instantly gain access to the materials they need.

Traditional printing, on the other hand, is more suited for one-off or unique projects. Materials that are regularly ordered or required for a growing business must be manually processed and distributed.

Speed

Traditional printing often requires a business to review a project, finalize the design, process and approve quotes during the print shop's business hours, process orders, approve proofs, and distribute the order every time a material needs to be ordered.

Web-to-Print Portals offer businesses on-demand, streamlined ordering processes. A business's on-brand, approved designs, products, and pricing are already determined, allowing users to instantly place an order, eliminating the time taken during the quote and design approval process.

Cost Considerations

Ordering on-demand through a Print Portal eliminates many of the steps required for traditional printing, lowering the overall cost. Businesses can also order as needed rather than in bulk, reducing wasted money on unnecessary materials.

In addition, Web-to-Print Portals offer flexible payment setups, allowing businesses to choose whether the print shop bills each user at checkout or tracks purchase orders so they can pay later. Businesses can also view spending and see what materials and how many are being ordered so that they can easily stay on budget.

When Print Portals Are Your Best Option

Print Portals are ideal for organizations that regularly need marketing assets, such as direct mail, branded uniforms, promotional items, business cards, digital assets they can download, signage, and more.

Suppose a company requires its entire team to have business cards, a branded polo, vehicle decals, indoor displays, a yard sign, letterhead, appointment cards, and more. In that case, a Web-to-Print Portal can help the company ensure consistent branding, streamline and simplify ordering, and save time and money.

A Print Portal can benefit franchises, large organizations, retail stores, relators, restaurants, car washes, lawn care companies, and other organizations that use branded printed materials regularly or require reprints of certain products.

When Traditional Printing May Be Preferable

Traditional printing services still offer a great solution for businesses with specific, highly complex, one-off projects that require personal consultation.

For example, a vehicle wrap or main entrance business sign requires precise measuring and planning, so traditional printing is a better option unless a business will require multiples of the same design and specifications down the road.

Or, say, a company has a big, one-time event that requires banners, catalogs, brochures, and apparel. However, the design of these materials is unique compared to their everyday marketing assets and will not be used after the event. In this case, traditional printing would be the right route.

Conclusion: Choosing The Right Option for Your Needs

Both traditional printing and Web-to-Print Portal solutions have their benefits and times when one is better than the other.

For example, traditional printing services are ideal for specific, one-time projects requiring custom specifications. On the other hand, integrating any marketing asset that is regularly used into a Print Portal would save you time and money and ensure consistent branding.

At Kingston Printing, we offer both options to ensure your projects align with your goals and budget. If you think a Print Portal sounds helpful for your brand's needs, click below to contact our portal experts. Have something unique in mind? Contact us today, and we'll help you bring your project to life.