Thanks to constantly evolving web to print functionality the expectations of print customers is growing. Customers now expect to able to digitally order print on demand and add customisation, all within a quick turnaround time. This of course puts great pressure on any print business to process orders as efficiently as possible.

Many print businesses still rely on manual data entry, spreadsheets and third party systems that work in a standalone environment. This approach is not only time consuming, it also prone to errors from miss-typed details, communication breakdowns and incorrect print specifications.

This is where a print MIS comes in. An MIS like Optimus integrates directly with web to print platforms such at Flex4OPS to automate order processing and workflows. This works from the initial order capture through allocating print resources and order tracking.

Below we explore how a print MIS transforms order management to ultimately improve customer satisfaction.

The challenges of manual web to printing order processing

Whilst web to print solutions have undoubtedly made it easier to order print online, many print businesses still rely on manual processes to manage and fulfil the orders. In a busy environment this approach will lead to inefficient operations, order bottlenecks and errors.

Here are some of the most common challenges any printer faces when managing web to print orders manually:

Mistakes in customer details and production

Manual data entry is a common cause of errors or mistakes in pint order processing. This occurs when customer details and order specifications need to be manually inputted into another system that is not integrated with the web to print platform. Mistakes can easily occur, which is especially costly around the print production itself, such as finishing options and artwork uploads. It results in wasted materials, unhappy customers and ultimately lost revenue.

Time consuming processes

Print order processing without automation can involve a few layers of manual tasks. This includes retrieving the order details from the web to print platform, creating the job within your internal processes, allocating resources, estimating delivery, and customer communication.

Each of these will require intervention from staff which results in inefficiencies and slower than necessary workflows. As a print business grows and demand increases, it can became difficult to process jobs quickly and accurately, leading to missed deadlines and unhappy customers.

Difficulties in scaling up business operations

In any growing business manual tasks become increasingly unmanageable, non more so than print order handling. When scaling your business manual order processes will fall down due to the limitations of staff, which can result in the need to hire more staff just to handle admin tasks.

Production delays will lead to job scheduling becoming overloaded, and manual customer communication will lead to inconsistent customer experiences, leaving many feeling frustrated.

A business that wants to expand into new product lines or serve a larger customer base needs an efficient way to manage orders.

How print MIS automates order processing

An MIS integrated with a web to print platform will transform order management through automation and streamlining the entire process. Instead of relying on tasks to be performed manually, a print MIS like Optimus ensures orders are fulfilled efficiently. Time consuming items such as spreadsheet management, order entry and long email chains will become a thing of the past.

Here’s how a Print MIS, such as Optimus can automate order processes to reduce errors and build customer relationships:

Automated order capture from the website to print platform

When an order is placed on the web to print platform, Optimus automatically captures the the order details to eliminate the need for the order to be manually inputted into internal systems. This can include customer information, job spec, artwork files, payment status and due dates. Ensuring maximum efficiency from the start.

Automatic job creation

Once the MIS receives the order, it can automatically create a job ticket with all the print specifications included from size and colours to paper types and finishing. It’ll also capture turnaround times and shipping requirements to remove any delays or confusion later.

Real-time ordering tracking and status updates

With a print MIS everyone from staff to customers can check the status of orders in real time. Automated status updates can also keep customers up to speed at each stage from the initial order confirmation through to finishing and dispatch. Production teams can also monitor jobs without any need for back and forth internal communication.

Accurate data and instant communication

A centralised customer database ensures the accuracy of and instant access to customer details. Alongside current job specs and order history. This same information can be shared throughout the print workflow to eliminate discrepancies and issues relating to incorrect data entry. Order retrieval, quick reordering and regular communication moves the business up to a new level of customer service.

How Optimus works with Flex4OPS

Bi-directional pricing

The pricing with Optimus is delivered in real time to Flex4OPS with response times that can be in fractions of a milli second.

Job submission

Remove errors with automation inputs around file uploads, order info and bespoke requirements.

Optimus customer portal

Customers get access to our portal to view real time order updates. All information within the Optimus dash MIS is available to the customer.

Stock call off

Manage customer held stock to make call off orders with immediate adjustments made.

Download this PDF for more information.