Document Print Services: How to Select the Right Vendor for Your Business's Growth?
The average employee in the UK uses 10,000 paper sheets yearly! 6,800 of those go to the waste bin because they might print duplicates, incorrect pages, or forget to use the duplex function. It is why document print services are becoming popular to reduce costs and wastage and streamline all printing processes!
Using an online document printing solution has many other benefits, such as working with different formats, faster turnaround time, and customisations. It ensures companies can print whatever they need without investing in high-end printers or having a copy room at their workplace.
This blog covers everything to know about printing documents online and how to select the best vendor. Let’s get started!
What Are Document Print Services?
Offices print several documents like proforma invoices, bills, customer contracts, sales reports, evaluation sheets, etc. They buy printers, ink cartridges, paper sheets, labels, etc., to fulfil their printing needs. Moreover, their staff spends several hours weekly to finish the job, exploiting the company’s resources.
Using document printing lets businesses save their in-house resources and improve staff productivity. It also helps manage the quality and consistency of their printed documents to create brand recognition among target audiences! PostGrid’s document print and delivery service take printing to the next level by providing companies with automated features, mailing fulfilment, etc.
Where Can I Print Documents Australia?
You may come across many options while searching for the answer to the question- Where can I print documents?
Below, we have highlighted some of these choices for your reference:
In-House Printing
Many offices have copy rooms where employees can print their documents as needed. There might be restrictions on how many paper sheets employees can use, but it is rare. Also, such rooms take up a lot of space, which businesses should avoid to not strain their administrative budgets.
Businesses might also conduct document printing by purchasing printers for every floor or department. It does not take up as much space, but the waste of resources and money still exists.
Office Supply Stores
Most office supply stores have a copier cum printer to print documents at a small price. People find it very convenient to use their services on demand because the rates are reasonable, and they do not need to invest in the equipment.
But, they might need to wait in line for a long time, making it almost impossible to print documents from these stores regularly.
Office supply shops neither provide customisation options like printing specialists nor bulk mailing services.
Local Libraries
You may not know that many libraries provide document printing services to users at low rates. Some also have scanning options to help you turn your physical copies into digital formats. However, it is advisable to check beforehand and plan your visit accordingly.
Printing Vendors
A more reliable method for document printing is employing the services of a specialist printing vendor. These printers help you produce high-quality documents under specified times. Some even offer same-day print solutions to help you with urgent orders.
But, before you select a vendor, ensure they offer all the services you need. If not, your best bet is to use online document printing instead of choosing these offline options.
Online Document Print Services
An online document print and mail service provider like PostGrid offers all the features offline vendors provide, only better and more! You get various advanced options, like API integrations, customisation, variable data printing, shipping, tracking, etc. Plus, you can print any volume whenever needed at the click of a button!
Many have the misconception that such high-tech document printing solutions might be expensive. But, PostGrid has flexible pricing plans suitable for all companies and various document types.
Types of Documents You Can Print Using Online Document Printing
Gone are the days you had to buy different paper stocks and hire a designer to create document templates.
Incorporating online document printing into your existing workflows help you print any item you need conveniently:
Legal Documents and Tax Forms
You can print your tax and legal documents online using secure printing services like PostGrid. These solutions let you arrange your items systematically, print them, mail them to the correct addresses, and keep tabs on everything!
The all-in-one document print and delivery service primarily help file taxes. One can ship their documents on the last day via Royal Mail and store the mailing receipt as evidence. There is no need to rush or spend days printing, stuffing, and shipping them.
Customer Statements
All companies, including banks, insurance agencies, retailers, etc., require document printing to print customer statements at some point. These documents reflect the client’s transactions with a business and how much they owe.
Drafting statements and mailing them to the customers’ physical addresses help speed up payments and keep your cash flow running smoothly.
Invoices
We are sure your accounts or finance teams are always busy drafting and printing invoices. They must ensure all the invoices are updated and accurate. Moreover, they also have the responsibility to stuff these invoices into envelopes, attach stamps, label and ship them. Effective document print services are a sure-shot way to transform these manual activities and improve efficiency.
Credit Reminders
Credit reminders allow businesses to connect with their debtors and inform them their payments are past due. Writing and sending these documents result in added workload for companies. Luckily, online document printing helps them create reminder notices and letters in no time and send them effectively.
Letters and Letterhead
Companies send several letters, like marketing, thank you, onboarding, upselling letters, etc. Employing a document print and delivery service enables them to curate appealing and eye-catching items to make an impact on the audience and strengthen personal bonds.
These document print services also let B2B and B2C companies produce their branded letterhead in large volumes. They help draft official correspondence and increase brand awareness among potential and existing customers.
Contracts and Renewals
Contract agreements and renewals are crucial documents businesses deal with regularly. They help seal deals and retain customers for years. But, you must ensure your contracts are accurate and send them to the correct addresses.
A document print and delivery service allow you to fill in precise details and produce contract letters using high-quality paper stock. Thus, you can impress your customers and maintain a professional image while conducting business.
Newsletters
Email newsletters might be a trend, but sending direct mail newsletters is classic. Unlike emails, customers value offline mailers more and save them for a long time.
Companies can create and print educational and engaging newsletters by enquiring- Where to print documents near me?
Libraries or offline supply stores might not help produce and send newsletters regularly. Thus, online document printing comes into the picture and helps companies bring their goals to life.
Business Reply Envelopes and Postage Labels
Business reply mail is a part of document printing and mailing because it makes it possible for recipients to respond. For example, you may send a reply envelope with credit reminders to encourage debtors to send back a cheque.
Using online solutions helps print reply mailers and postage labels effortlessly. These items enable you to achieve the purpose of your printing and mailing processes!
Invitations
Inviting your intended audiences to an event or product launch enables companies to build genuine, emotional connections. However, printing invitations on your office printer is not simple. It requires luxury paper stock, high-end printers, and several more elements. Using online document printing services to print invitation cards lets you maintain quality and save time and money.
With Compliment Slips
Compliment slips are not necessarily business documents. But these cards play a significant role in customer acquisition and retention. They show clients you care about them and are grateful for their business!
A reputed document print and delivery service like PostGrid can help you print interactive compliment slips without hassles.
Features to Look For While Selecting Your Document Printing Vendor
All document print services offer different features and options. But, you must consider the best ones to make an informed decision and get the most out of your vendor’s online solutions.
Personalisation
Personalising your documents is essential because you must print unique details on every item. For instance, you cannot send the same invoice to every client. All bills must carry the information of a specific customer’s transactions. Hence, look for variable data printing while choosing an online document printing service provider.
Paper Stock and Finishing Options
Typically, you need to customise your documents to fulfil your printing objectives. Some of these customisations include:
- Choosing the paper stock type and weight
- Finishing and coating choices
- Adding logo and company details
- Experimenting with different formats, colours, layouts, etc.
Online document print services assist you in creating documents with your choice of customisations without investing more money!
Timely Deliveries
The primary feature you must look to print documents online is the time involved. While some printers offer quick turnaround time, others take several weeks to complete bulk orders. You can select your vendor according to your document types and requirements.
Order Sizes
Your document printing solutions must be flexible enough to let you print in any number. For example, PostGrid enables you to print one document at a time or a million without additional effort! Our print and mail API can scale to accommodate your growing needs without compromising quality.
Easy File Uploading
Choose vendors that provide easy file-uploading solutions under their online document printing services. You must have this feature since you cannot waste time converting files and adjusting sizes all the time.
PostGrid’s automated solutions help you eliminate these issues because you can integrate our API into your CRM. Thus, you can place print orders instantly without worrying about file uploads.
Mailing and Per-Piece Tracking
Not all services that let you print documents online offer mailing fulfilment. This add-on feature makes your entire process faster and more efficient. You do not need to stuff letters into envelopes and prepare them to ship. PostGrid’s document print and delivery service can handle these tasks in an automated way and mail your items to the correct people smoothly.
It also lets you track your documents in real-time and get campaign reports to help analyse your printing activities.
How Do PostGrid’s Print and Mail Solutions Help Businesses With Their Document Printing Requirements?
PostGrid is an all-inclusive direct mail service provider that lets companies automate their printing and shipping tasks. Thus, they can skip all the manual document printing steps and transfer their offline processes to an advanced online platform.
Here is a case study to help you better understand how PostGrid works:
A recently-acquired client of PostGrid, a prominent hospital in London, was required to send 7,000 documents over one month. These documents comprised patient statements, medical records, diagnostic reports, etc. The hospital would send these healthcare documents in-house until now, resulting in high costs. Thus, they decided to ditch the old methods and use online document printing for the first time.
PostGrid helped them integrate our API into their healthcare CRM to print documents without disrupting their regular workflow. Our API docs make the process simple, letting you initiate the printing and mailing of documents quickly.
The client could use our pre-built templates to draft their documents, saving nearly half the time they would take for document printing and mailing. They could add different variables and customisations according to their preferences and save templates.
Below are some more of PostGrid’s online document printing features the client employed:
- Address verification: They cross-checked every patient’s address before shipping to prevent lost documents and potential data breaches. PostGrid’s address validation capabilities enabled them to standardise and verify all mailing lists to facilitate speedy and safe deliveries.
- GDPR compliance: Our document print and delivery service are GDPR compliant to ensure utmost confidentiality and privacy. You can rely on us to produce and distribute your documents without the concern of attracting penalties.
- Multiple users: The client had to ship several document types via different departments. Thus, they added several users to place orders whenever required. PostGrid also helps you change your user settings at any time to let you have complete control over every document printing operation.
Conclusion
Printing documents is part and parcel of every business. It helps them communicate with their customers, form commercial relationships, and grow!
The types of documents and the purpose of drafting them may differ. But, all organisations need robust document print services to produce their items and send them to the correct people.
PostGrid’s direct mail API and automation software help businesses focus on their development and stop worrying about printing and logistics. Moreover, they can save costs and time, letting them get more conversions and boost their revenue levels.
Sign up to dig deeper into our document print services and witness how you benefit!
Frequently Asked Questions (FAQs)
- How Does the Document Printing Vendor Determine the Rates?
Typically, you get per-piece rates if you place low-volume orders. These prices can be high, primarily if you want to print the items in a short span. However, you may get discounts on bulk printing requests, letting you save a lot.
Some online document printing services like PostGrid offer low rates on both on-demand and bulk requests. We guarantee the lowest all-in-one prices possible to help suit your budget and needs.
You do not need to enter into a long-term contract, and there are no hidden costs. Many businesses that we work with pay on the go in the beginning when they opt for monthly plans. Then, they upgrade to an annual plan as their requirements change.
- What Delivery Options Can I Select From?
PostGrid allows companies to print documents and send them via Royal Mail. This reputed postal organisation has several shipping options with different speeds and features.
Usually, businesses opt for either Same Day, 1st Class, or 2nd Class options for their document printing and mailing plans. You can discuss your speed preferences, and we can guide you. There are also many tracking and signature add-ons available that you may want to add!
- Do You Sell Mailing Lists?
Yes, PostGrid helps companies with custom mailing lists based on several demographics and other factors. Thus, you can send your advertising letters or postcards to expand your outreach without having an in-house prospect list.
Our document print and delivery service also help you compile mailing lists for every campaign. If you employ our automated solutions, you can create these custom lists before the campaign at no added costs.
- Does PostGrid Offer Hubspot Integration?
Yes, we provide clients with several API integrations, like Hubspot, Salesforce, Quickbooks, Marketo, Zapier, etc. They allow clients to merge their document printing tasks with other administrative and marketing activities. Also, businesses may use these integration options to conduct a multi-channel campaign and generate the desired results.
- Do Your Printing and Mailing Vendors Handle Our Documents Securely?
PostGrid’s document print and delivery service works with an extensive network of expert printing professionals. They handle your documents according to the GDPR, eradicating the risk of a data breach. Only authorised personnel can access your items and participate in the print and mail processes.
Also, we help ship your documents via Royal Mail, one of the most prestigious postal institutions globally. Since the law protects your mail items, there is nothing for you to worry about!
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