Key Challenges in Implementing Web to Print Software for Print Businesses (Part 4)

Key Challenges in Implementation web to print

In our earlier discussions, we emphasized the benefits of web-to-print software for customers and printing businesses. However, implementing this technology isn’t without its challenges. Here, we’ll delve into three more common obstacles encountered when integrating web to print solutions into printing workflows. 

Change is inevitable. But change is also often met with much resistance. Fifty-eight percent of online printing companies once surveyed revealed that the customer utilization rate of the storefront was as less as 5 percent, as compared to the industry standard, which is 11 percent. (NAPL)

Another reason why online printers are unable to make the most of this technology is that their in-house team finds it difficult to adapt to the new system. So, yes. Despite significant benefits, web-to-print implementation is challenging.

Top 8 Challenges in Implementing Web-To-Print Software

Let us study these challenges in greater detail in the following sections:

1. Resistance towards change

As mentioned earlier, both potential customers and employees are often hesitant when it comes to using a web-to-print software solution because they are comfortable using an older more familiar method. The resistance comes especially from those who do not understand the technology.

Therefore, it is essential for you to make them understand that a web-to-print solution is more convenient to use, reduces inefficient in-house processes, and ensures a quicker turnaround time for all orders.

Your team should also be equally comfortable in using the software. Run a few training sessions with them to explain the nuances of web-to-print technology.

2. Lack of a skilled workforce

Lack of a skilled workforce is a global phenomenon, which even online printers can’t escape. Therefore, if you assign the responsibility of managing the storefront to someone in your team, make sure they have the required skills and sufficient technical knowledge. Else, you can risk the whole motive of adopting a web-to-print solution.

The person you appoint need not be a software developer but should understand and master how the system works once it has been installed and is up and running. Proficiency in working on online applications and internet literacy is a must for operating your online channel of business.

In addition, your team should be capable of identifying software glitches and getting them fixed; configuring the system to set it up as per your business processes and products and services you like to offer online; resolving disk space or server access issues; and performing routine website management tasks with ease.

3. Initial investment and the learning curve

The implementation and rollout of a web to print storefront are risky because it involves massive initial investments. Come to think of it – it is essentially an ecommerce website – selling commercial printing services to consumers.

This could present a challenge for you if you are unsure if the web-to-print storefront will bring you excellent value. Therefore, if you do plan to implement this technology, please remember that it will not only cost you money and time but also be a steep learning curve for you.

4. Installation and implementation woes

A significant challenge is the installation of the web2print software. The web-to-print application requires a robust server infrastructure with proper backup and security measures. As it is a direct channel of revenue for your business, you need to ensure it is up and running 24×7, as many of you may not have experienced IT teams to manage the servers.

In some instances, when you try to integrate two systems – for example, an MIS you are using and a web2print software – it may lead to further complexity and unprecedented delays.

The primary objective in the installation of a web-to-print software is to ensure that the system runs smoothly, with no delays. You can take help from your web-to-print software provider for a fail-proof implementation and ongoing maintenance.

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5. Disagreements within the team

In certain situations, some of the key members of the management team may fail to recognize the advantages that a print commerce system can bring into the business.

One way to resolve this is by involving critical decision-makers from the start to understand the benefits of the technology in terms of cost savings and faster turnaround times, and how it can add value to your printing business.

It would really help to present them a deck with user cases of online printing companies that have implemented web-to-print technology and flourished in all aspects of the business. It may take a while for you to bring the top management up to speed; however, it is not impossible.

6. Getting customers online

Another major challenge printing companies face is persuading their end customers to use the web-to-print software consistently.

Traditionally, printing deals with massive paperwork and offline tasks. But with web-to-print software, you can get your end customers to make the transition with a more digital approach. This can happen if you help them understand the process of using the software.

Once your end customers recognize the benefits, it will become easier to get them to use your software a lot more than before.

7. Persistent usage

Choose any web to print software, and it will provide an instant quotation feature that enables consumers to choose details of their order – such as quantity to print, material type, and size of the artwork – to find out how much the printing job will cost. Real-time quotations saves time for both customers and print service providers.

8. Maintenance and upgrades

Periodic software upgrades enhance system performance and speed. Your in-house team must upgrade the web to print software regularly, as needed. Delaying upgrades can bring your website to a halt, and that can hamper the buying experience for your potential customers.

Therefore, it is vital that your in-house team regularly communicates with the IT department in your online printing company for guidance, and takes help for fixing impending software issues as and when the need arises.

Maintenance should also be carried as a best practice to ensure that your web-to-print storefront features always function optimally.


In conclusion, implementing web to print software poses challenges, including technical issues and cultural resistance. However, with strategic planning and communication, these obstacles can be overcome. Overcoming these challenges enables print businesses to enhance efficiency and customer experiences, leading to greater success in the industry.


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Read Web To Print Guide: Part 1 | Part 2 | Part 3 | Part 5

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