8 Benefits of Using Customer Service Software for Custom Print Order Tracking and Management

Here are some benefits a printing business will enjoy with customer service software:

1) Centralized Information

A custom print business can potentially deal with numerous orders with varied specifications daily. Managing these manually or across disconnected systems can lead to confusion, misprints, or lost orders, cutting your business’ revenue and overwhelming your team.

Customer service software can consolidate all order details, feedback, client communication, and other pertinent data into a single platform. Centralizing this information ensures that you and your staff members clearly and immediately understand each order's status and requirements. This minimizes errors and streamlines the entire process from order placement to delivery. As a result, you can reduce costs and improve results for your clients.

2) Improved Customer Experience

Modern consumers expect transparency and prompt communication at all times, which is no different in custom printing. Using customer tools, you’ll gain access to features like real-time tracking, instant notifications, and direct communication channels. These capabilities help ensure your customers stay in the loop regarding their order status.

Keeping clients informed and giving them easy access to updates on their print orders can increase satisfaction and trust in the business. 89% of satisfied customers are likelier to become repeat customers, recommend the service to others, and provide positive reviews. Overall, you’ll end up boosting the company's reputation and revenue.

3) Revenue and Productivity Boost

Several automation features in customer service software greatly reduce manual entry. They also help automate routine tasks and assist in managing workflows. This means you’ll have faster processing times for custom print businesses, from the initial order intake to final delivery.

By streamlining tasks, your company can handle larger orders without compromising quality or turnaround time. One study showed that 68% of customers were more likely to pay more for a product or service when there was great customer service. Hence, better customer service through these tools can potentially lead to increased profits and a competitive edge in the market.

4) Data Analysis and Insights

Customer service software often comes with analytics tools and advanced insights from your collected data. These tools are handy if you want to track patterns, such as popular print choices, frequent order modifications, or common customer inquiries.

Considering these patterns, your custom print business can then adapt its services, enhance its product offerings, and better cater to its customer base. Time and time again, businesses from all industries have improved their growth strategies and operations with deep insights. Your business could do the same thing and take a more data-driven approach to growth and development.

5) Reduced Errors

Customer service software will have many automated structures to help automate your business: system prompts, auto-fill features, and digital oversight. And with greater automation, the chances of human error decrease significantly. Some errors you can avoid include misprints or incorrect order details, among many others.

Mistakes in a custom print business can be costly regarding resources and customer satisfaction. If you can minimize these errors, your business will reduce waste that leads to business loss and negative environmental impacts. You can also serve your customers better by ensuring timely deliveries.

6) Scalability

Your order volume and customer interactions will increase exponentially as a business grows. You face a scalability issue when your business doesn’t adapt to the increase. Customer service software can easily adapt to growth by providing the necessary infrastructure to manage increasing demand.

Preparing for growth ensures the business can seize new opportunities without being overwhelmed or compromising customer satisfaction and print quality. This readiness can make expansions smoother and more profitable.

7) Enhanced Communication

The software often facilitates better communication between different departments, such as design, printing, and dispatch. It can also give customers direct channels to voice concerns, track shipments, or change their orders.

Effective communication is crucial in a custom print business to ensure that orders are accurate and meet client expectations. By fostering better communication, businesses can ensure faster resolution to issues and foster stronger customer relationships.

8) Cost Savings

All in all, reducing manual labor, minimizing errors, and offering suggestions for cost-effective operations based on data analysis leads to one thing: savings. And any business would be happy to keep dollars in the bank. This is the goal of an automated system, to decrease costs over the short to long term.

For a custom print business, reducing overhead without compromising quality can significantly improve profit margins. Over time, these savings can return to the business for further growth or provide a cushion in leaner times.

Use Cases of Customer Service Software in Print Order Tracking and Management

Is it hard to visualize how your business could benefit from customer tools? Take a look at these common use cases for customer service software to get a better picture of how your business might benefit from them.

Complex Multi-item Orders

Some customer service software examples will help with complex multi-item orders. Let’s say a corporate client orders multiple printed items like business cards, brochures, and banners. A customer service software can systematically categorize each product and assign them to respective departments. Your client can then easily track the real-time progress of each item, ensuring everything remains organized and on schedule.

Order Modifications

Imagine that a customer realizes an error in the venue's address after placing an order for wedding invitations. The software lets the client quickly notify the company and avoid costly mistakes. The system then alerts the relevant team, halting the printing process for corrections. The client can instantly see the status updates and ensure their changes have been addressed so they can go back to planning the rest of their big day.

Demand Forecasting

To prepare for the holiday season, a print company wishes to anticipate popular requests to maximize sales with bestselling products. Using historical data stored in the software, that company can predict potential trends that will help them efficiently allocate resources and inventory to ensure they're prepared for the seasonal demand.

Handling Customer Complaints

A client receives brochures with a color inconsistency and is understandably upset. Through the software, they file a complaint immediately directed to the customer service team. The issue is swiftly addressed, the error corrected, and the client is kept informed throughout the process, helping to maintain their trust.

Custom Print Order Tracking and Management in Healthcare

In an industry like healthcare, custom print order tracking can become highly make or break, especially when printing information as crucial as medication and treatment information. So, it’s important that medical professionals collaborate with printing professionals to come up with accurate and top-quality brochures, flyers, leaflets, and other print materials. 

It’s great if healthcare institutions hire someone with the best online masters healthcare administration, so they can seamlessly oversee such projects. That way, medical professionals can focus on providing the best care possible.

Maximize Growth with Better Customer Service

All roads seem to lead to the same destination for customer service tools: they help your business streamline so that you can take on more clients and serve them more effectively. So create a customer service tools list and choose the best solution for you today. When you do, you set your business up for growth and success.


Lynn Jones

Shop Owner
Lynn Jone, Digital Marketer, copywriter, and avid fan of Technology!

One of my favorite quotes is: "Strive not to be a success, but rather to be of value" - Albert Einstein.

I graduated from foreign trade university majoring in Economics. However, it took me 5 years to find my passion for Digital Marketing. With over 5-years research and over 3-years practical work experience, I am confident that I can easily what problems your website is facing and suggest the best solution for your business.

I used to be an accountant, a salesperson, a banker even a receptionist. However, I just feel to be myself when I choose to be a Marketer, especially an SEOer. I have spent a lot of time studying and learning about marketing tools like Google Analytics, Google Search Console, Ahref, Alexa, Similar Web, ... In order to understand customer behavior as well as to make a website to be on the top rank on the search tool.

"Content is king". Where advertising is about the sale, content marketing is about establishing a connection. The best content marketing will lure people to your brand and keep them coming back for more.

So let’s explore the wide world of ever-increasing content, and investigate how you ensure your message is well delivered to your target customers.