Streamlining Web2Print Operations: A PrintPLANR Integration Success Story
January 23, 2025
Streamlining Web2Print Operations: A PrintPLANR Integration Success Story
At Infomaze, we understand better than anyone the pressures Web2Print businesses face today, starting from complex order processing system management and keeping customers satisfied. For most of our clients, this reliance on manual processes, or more so on poorly integrated systems, creates a strong bottleneck to their overall effectiveness and customer experience.
This case study discusses how we assisted our UK-based client in the Web2Print sector overcome this with the non-disruptive integration of PrintPLANR-the next-generation order management and e-commerce operations automation platform.
Client Overview
Our client, a leading Web2Print company in the UK, specializes in providing customized printing solutions. Their business model allows customers to upload artwork and place orders online for a wide range of promotional and printed materials.
As the business grew, they found their existing systems—spanning platforms like Vpress, Mintsoft, Xero, etc.—became increasingly inefficient.
The systems lacked seamless communication, leading to delays, frequent errors, and a subpar customer experience.
Before implementing PrintPLANR, the team heavily relied on outdated systems that required manual data entry. This process was not only time-consuming but also prone to errors, resulting in costly overruns and operational inefficiencies.
They approached us looking for e-commerce operation automation in their order processing to reduce manual intervention and improve communication and transparency throughout the entire process.
The Initial Challenge
Before implementing the PrintPLANR solution, our client faced several critical challenges that were slowing down their operations and affecting their customer satisfaction:
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Operational Bottlenecks
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Manual Data Entry:
Employees were spending countless hours manually transferring order data between different systems. This was not only time-consuming but also led to frequent errors.
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Time-Consuming Processes:
Our client was losing over 40 hours per week due to repetitive and low-value tasks such as copying order details from one platform to another. This left staff with less time to focus on strategic growth areas.
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Communication Gaps
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Delayed Order Updates:
Without real-time synchronization between systems, the customer was not receiving timely updates about their orders. This caused confusion and frustration.
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Missing Order Notifications:
Order status notifications were not being transmitted across platforms, leaving customers unsure about where their orders stood in the process.
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Inconsistent Customer Communication:
Because their systems were not integrated, customer service teams struggled to provide accurate and up-to-date information when customers called or emailed.
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Technical Limitations
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Disconnected Platforms:
The client used a variety of platforms—Vpress, Mintsoft, Xero, among others —but the communication between them was manual.
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No Real-Time Synchronization:
Without real-time syncing of order details, staff couldn’t track orders effectively, and customers were left in the dark regarding their order’s progress.
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Limited Visibility:
Both the client’s staff and their customers lacked the visibility needed to track orders in real time, resulting in missed opportunities for proactive engagement.
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Our Tailored Solution: PrintPLANR Integration
After understanding the client’s unique challenges, we implemented PrintPLANR to automate and streamline their operations. The integration was designed to connect their disparate platforms, automate order processing, and enhance customer communication.
Key Integration Features
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Seamless Platform Synchronization
One of the standout features of PrintPLANR was the bi-directional data flow between the client’s various platforms. By integrating Vpress, Mintsoft and Xero into PrintPLANR, we ensured that all systems were synchronized in real-time.
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Example:
Instead of manually entering the same order details into Vpress, Mintsoft and Xero, PrintPLANR automatically transferred this data across systems, saving hours of work each day.
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Intelligent Order Processing
We configured PrintPLANR to automatically identify customers and manage their profiles. This removed the need for staff to manually enter customer details, introduced order management automation and eliminated common data entry errors.
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Example 1:
When a customer placed a repeat order, PrintPLANR automatically recognized their details and applied any necessary updates to their profile without overwriting previous information.
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Example 2:
If a new customer placed an order, the order management automation routed the order to the appropriate job or landing area, ensuring that no time was wasted on manual checks.
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Real-Time Status Updates
With PrintPLANR, the client was able to provide real-time status updates on all orders. Whenever the status of an order changed, PrintPLANR automatically sent updates to both the client’s internal teams and their customers.
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Example:
When an order is marked as “dispatched,” the system triggers an automatic notification to the customer via email, ensuring that they are always kept informed.
Integration Platforms
- Vpress
- Mintsoft
- Xero
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Implementation Journey
We worked closely with our client throughout the entire implementation process to ensure the solution met their needs and delivered results quickly.
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Integration Timeline:
The project was completed in 4-6 weeks, ensuring minimal disruption to the client’s operations during the transition.
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Development Approach:
Infomaze’s in-house team developed a custom solution that was perfectly suited to the client’s unique requirements. We ensured flexibility in the solution so that it could adapt to future changes and growth.
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Client Collaboration:
We maintained an open line of communication with the client, ensuring that every aspect of the integration was tailored to their specific needs.
Before vs. After Comparison
| Aspect | Before Integration | After Integration with PrintPLANR |
|---|---|---|
| Order Processing | Manual data entry, slow and error-prone entry in all platforms. | Automated order processing, order details are auto-updated in connected platforms, leading to reduced errors, faster processing |
| Stock Management | Manually add or release stocks. | Stock are added, allocated and released automatically |
| Invoicing | Manually create Invoices in Xero | Automated invoice creation in Xero |
| Operational Efficiency | Over 40 hours lost per week in manual tasks | 40+ hours per week recovered, increasing productivity |
| Customer Communication | Inconsistent updates, delays in notifications | Real-time updates, consistent communication with customers |
| Platform Integration | Disconnected platforms (Vpress, Joomla, Shopify, WooCommerce) | Seamless integration between all major platforms |
| Order Visibility | Limited visibility for staff and customers | Real-time order tracking for both staff and customers |
Remarkable Outcomes
Operational Efficiency
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Time Saved:
40+ hours per week recovered
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Cost Recovery:
Integration costs recouped within weeks
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Reduced Manual Intervention:
Automated order processing workflow
Customer Experience
- Enhanced communication
- Real-time order tracking
- Seamless platform interaction
Technical Benefits
- Scalable integration model
- Minimal manual data entry
- Robust, adaptable solution
Why Choose PrintPLANR?
With Infomaze’s expertise in business software solutions, we don’t just provide software—we deliver comprehensive solutions that:
- Understand unique business requirements
- Customize software for precise needs
- Provide ongoing support and optimization
If your business is dealing with manual data entry, disconnected systems, or inefficient order management, we can help you streamline your operations and take your business to the next level. Let’s discuss how PrintPLANR can transform your e-commerce operations and improve both efficiency and customer satisfaction
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