Large Format Printing Software for Printers: A Complete Guide

Quick Summary: Are you struggling to keep up with the rising demand for large-sized print products? Adopting print-specific and automation-based software in the ever-evolving big format print industry is no longer optional - it's essential. If you are planning to opt for a large format printing software for your print business, but not sure on how to get started, then this blog is for you. Read on!

As the print buyers’s requirements for large-format prints keep on growing, new-age printers are adopting a smarter approach by implementing the best software for large format printing. From stunning posters, impactful signage to impressive banners, the advanced large format web to print software allows you to deliver eye-catching prints to your print buyers, quickly and efficiently.

According to research, the market size of large format printing is currently valued at USD 10.48 Billion in 2025 and is predicted to reach 12.97 billion by year 2030, rising at a CAGR of 4.36%.

If you’re an online large format printing business owner wanting to invest in a customizable software to upgrade your business operations, you have reached the right place. In this article, we will discuss all you need to know about the innovative large format printing software to take your business to new heights of success. Let’s begin.

What Is Large Format Printing Software?

A large format printing software is a web-based platform that enables print buyers to personalize designs and order large-sized prints including posters, maps, banners, billboards and others for advertising, promotional and marketing purposes.

It enables print purchasers to preview their designs in real-time, get precise price estimates and stay updated about the status of orders at every step of the process, ensuring accessibility for order history and quick reordering.

It provides print businesses with a centralized control of the print operations from start to end, ensuring automated workflow, optimized resource allocation, managed maintenance of equipment, reduced downtime and more.

Why Do You Need Large Format Printing Software?

Large format printing isn’t just about printing large-sized prints. It introduces new challenges in terms of design accuracy, file handling, substrate compatibility, and production efficiency.

Furthermore, the absence of a right software can lead to material wastage, inconsistent print quality, delays in production and dissatisfied clients.

Here’s why large format printing software is necessary:

• Reduction in costly errors in oversized print jobs
• Complex and custom-sized orders support
• Workflow and production speed improvement
• Advanced design capabilities for large-size prints
• Color consistency across media types
• Seamless Integration with third-party applications

In essence, it streamlines the printing process from order intake to delivery with automation-driven capabilities.

How Large-Format Printing Software Works?

Large-format printing software allows print buyers to design and place orders by utilizing a modern print ecommerce storefront. Let’s have a look at how this works using a step-by-step approach.

1. Selection of Large Format Product

As an initial step, print shoppers will have to select the large format product such as yard signs, vinyl banners, feathers flags or table covers, depending on the products available. Based on this selection, the storefront will display relevant configurations, size, and design options, thus simplifying the print buyers’s online ordering journey.

2. Design Personalization of Large-Sized Products

Print buyers can either browse large size printing designs from the pre-loaded templates, upload their print-ready file or customize designs using the online designer studio. Clients can leverage various options for personalising the design using text, images, clip arts, templates, art layout or QR code, based on their preference and proceed to the next step.

3. Selection of Critical Parameters for Wide-Format Prints

Now your print shoppers will have to select the product-based options including size, quantity, material, paper type, lamination/coating, grommets, pole pocket, hemming, and others. This selection helps to calculate accurate pricing and guides the production team to choose the appropriate materials and finishing options in the print product.

4. Selection of Print Production Time Based on Urgency Levels

Next, the print buyer will have to select the production time, which might include options like same day, next day or 3 business days, depending on the options you wish to provide. This selection streamlines job scheduling for printers while giving print buyers the clarity on when their print order will be shipped and delivered to them.

5. Initial Shipping Cost Prediction for Large-Format Prints

Once this is step is completed, your print purchasers can use a precise print estimating tool to check cost of the large-format product, along with the cost per unit. Based on the selected shipping option type, country, zip code, and other location-related options, a precise estimation for the shipping will be displayed on the web-to-print storefront.

6. Flexibility of Shipment Selection and Final Cost Estimation

Your clients get the flexibility to either select shipping or pickup based on their requirement and availability. If chosen pickup, clients can select the available address of the printing company to which they would like to visit and collect the order by themselves. Once all the required options are selected, print buyers can see a precise cost estimation for their print job.

7. 3D Design Preview for Enhanced Visualization

Once the design is complete, your clients can visualize the designs of their large format products in the form of a 3D preview to see how their prints will appear in the real-world after printing. This enhanced preview enables print buyers to see a 360-degree view of the product, improving their decision-making process.

8. Approval Workflows with Seamless Collaboration

Print purchasers can easily collaborate with designers to review print proofs, leave comments, request changes in real-time, receive notifications on feedback and revisions, and finalize it for placing the order. This streamlined approval process centralizes communication, saves time, reduces errors, and minimizes delays in production.

9. Order Acceptance and Print Fulfillment

Once the print shopper has successfully placed the print order, large format printers can accept the order in a centralized web-to-print platform and begin the next critical process. These include automated pre-press checks, production, post-press and ensuring the final product is delivered safely to the print purchaser.

Key Features to Look for in a Wide Format Printing Software

When considering features in wide format printing software, printers need to carefully evaluate their business requirements and budget constraints before making a decision. Below discussed are the must-have features in big format printing software to get the most out of your business efforts. Let’s dive in.

1. File Compatibility for Efficient Order Processing

Ensure the software for large size printing supports a wide range of file formats, including PDF, TIFF, JPEG, and EPS, to handle the specific requirements of different clients. This will eliminate time-consuming conversions, unnecessary rework, delays in print production, ensuring consistency in prints and faster turnarounds.

2. Tools for Color Calibration and Design Proofing

Look for a top-notch wide format printing software that offers advanced color management and calibration tools for accurate color reproduction across different prints. Ensure that there are built-in proofing tools for previewing the designs, as well as modifying the colors and artwork elements before printing, thus reducing material wastage.

3. Handling Media of Different Types and Sizes

The large format print management software should support various media types and sizes, enabling print service providers to manage diverse printing substrates including vinyl, fabric, paper and others. This flexibility allows print businesses to effortlessly process the design files for production, meeting the diverse needs of print purchasers.

4. Quality Control for Accurate Print Output

Ensure that the software has integrated color adjustments and quality control tools for achieving prints of high-quality images, with a recommended resolution of 300 dots per inch (DPI) or higher. Makes sure it detects and corrects potential issues like loss of detail or visible pixelation before printing, helping to achieve the desired print quality.

5. Compatibility and Integration with Systems

Consider capabilities for seamless integration with existing systems as well as third-party applications, such as MIS, ERP, accounting, shipping, accounting, marketing, RIPs, printers, and design software. Ensuring the software is flexible and compatible with various operating systems will help large format printers to streamline workflows.

6. Seamless Print Management Capabilities

A software with effective print management features can allow PSPs to schedule large-format print jobs efficiently and enable quick print reproduction using print archiving capability. Moreover, monitoring and tracking tools provide print businesses with real-time order status updates and notifications, helping to manage heavy workloads and meet deadlines.

7. Robust Support and Regular Updates

Ensure the big format software is regularly updated and provides reliable technical support to help you remain up-to-date with the latest features and functionalities. Make sure the web-to-print solution provider or any other printing provider gives access to a dedicated support team who can help resolve issues quickly, thus minimizing downtime.

8. Workflow Automation for Improved Productivity

Automating repetitive tasks in wide format printing can help streamline operations, minimize human error, reduce overhead costs, and create large volume of prints quickly. Consider automation features in the software including creation of predefined workflows, job scheduling, color management, preflighting, nesting, imposition, finishing, tracking and reporting to improve productivity.

9. RIP (Raster Image Processor) Capabilities

Ensure that the software has robust raster image processing capabilities that provide accurate rendering of images and graphics of complex print jobs, ensuring the final print looks exactly as intended. Advanced RIP capabilities can enhance speed, efficiency, and overall print quality by optimizing file processing and converting it into a format that printers can understand and print.

10. Enhanced Security and Permissions

Ensure that the software provides comprehensive security features to protect sensitive client data throughout the wide format printing process. Look for features like user permissions and access controls like role-based access to help maintain data integrity and ensure that only authorized personnel can perform specific tasks.

Benefits of Printing Software for Large-Sized Products

The large format printing software offers numerous benefits that can 2x your business efficiency. Let’s understand the benefits in detail.

1. Achieve Brand Consistency Across All Prints

Implementing a robust large format print shop software for your business ensures uniform color and quality across all print products, maintaining brand consistency. Moreover, advanced color management tools and strategies provided by the large format printing software helps replicate brand colors accurately, reinforcing brand identity and recognition.

2. Enhance Reputation and Attract Better Customers

With a robust wide format printing software in place, printers can handle complex print jobs seamlessly, elevating the business reputation and attracting large enterprises. By offering prints of high quality, printers can win the trust of print purchasers who demand precision and excellence in their promotional large-format items.

3. Effortlessly Integrate with Existing and Third-Party Systems

Large format W2P software often integrates smoothly with existing and third-party applications like MIS, ERP and shipping service providers like FedEx and UPS. This reduces setup times, streamlines critical tasks like logistics and order fulfillment, enhancing operational efficiency.

4. Achieve Significant Reduction in Costs

The software enables you to efficiently reduce maintenance costs by balancing workloads on your machinery and saving them from overloading, ensuring healthy equipment for a longer period. It also enables the grouping of multiple large size print files on a single substrate, helping with significant cost reduction and getting maximum outcomes for your printing efforts.

5. Optimize Large Format Jobs for Sustainability

Large format web to print software contributes to more sustainable printing practices by enabling the printing of only the required quantity and providing ease of reordering for print shoppers. It eliminates the need for preprinting in large quantities, optimizing resource usage and reducing significant material waste.

6. Streamline Print Workflow and Increase Productivity

Print workflow automation software for large-format print jobs provides end-to-end automation by streamlining repetitive tasks and freeing up time for more complex projects. Capabilities like dedicated role-based access, designing dedicated workflows, centralized view of orders and real-time updates ensure a smooth workflow, increasing efficiency.

7. Enhance Scalability for Different Print Job Sizes

The software can easily be scaled to accommodate print jobs of various large format printing sizes, from small banners to large billboards on different substrates like canvas, wallpapers or fabrics. It ensures that you can meet diverse customer demands such as enlarged dimensions or other parameters without compromising on quality of the large-sized products.

8. Provides Support for a Wide Range of Printing Materials

This advanced software is developed to design and print on various material types, including vinyl, fabric, PVC, canvas, paper and more. This versatility allows print services providers in the large format web to print industry to offer a broader range of large format print products, catering to unique market demands.

9. Improve Customer Experience and Satisfaction

Print shoppers can get accurate print estimations with print quoting software for large format prints, 3D previewing capability, and proofing features to see and approve their designs before ordering. Moreover, real-time job tracking, and updates keep print purchasers informed about their order status, enhancing transparency, trust and ensuring customer satisfaction.

10. Enhance the Quality Control with Graphic Monitoring

The wide output software provides integrated quality control mechanisms like graphic monitoring and color management tools to detect potential issues before printing, ensuring the final large sized print meets high standards. Moreover, ensuring consistent colors across substrates builds trust among clients and leads to repeat business.

Tips for Choosing the Right Large Format Printing Software

Choosing the right large format web to print software is crucial for achieving high-quality prints. Here are some key tips to help you make the best choice.

1. Ensure the software is compatible with your printer, operating system and workflows.

2. Look for user-friendly and intuitive interfaces that simplify the navigation process

3. Consider essential features like color management, print previews, and advanced editing tools.

4. Opt for software with reliable customer support and regular updates.

5. Choose a solution that offers high scalability and can grow with your business needs.

For more detailed guidance, check out this blog post about choosing the best large format printing software.

Strategies for Maximizing Efficiency with Big Format Printing Software

A big format printing software can be highly beneficial for large format printers if utilized correctly. Below given are a few strategies you should not miss out on to maximize your business efficiency. Let’s look at what these include.

1. Production Scheduling and Prioritization of Print Jobs

With capabilities like production scheduling that involves organizing print jobs based on priority, high-value projects, deadlines, print size, and material requirements can provide optimal resource allocation. Utilizing an intelligent approach like this can help print businesses in the large format web to print industry to complete maximum print jobs in less time, ensuring efficient production and timely delivery of orders.

2. Accurately Preparing and Optimizing Design Files

To get the best out of your printing efforts, leverage innovative features of the big format printing software for designing prints based on parameters like dimensions, material and alignment as well as perform efficient pre-flighting during the pre-production process. This ensures all the design files are correctly formatted and results in error-free printing with high quality output.

3. Regularly Updating the Software for Competitiveness

To stay at the forefront of new upgrades, features and functionalities, it is essential for large format print businesses to stay up to date with the latest software version. This will ensure that you do not miss out on any new capabilities for enriching your business performance and stay competitive in the evolving print industry.

4. Resolving Common Issues and Challenges

Leverage the advanced capabilities provided by the wide format software to resolve common printing problems such as color inaccuracies and print artifacts with color management and error detection tools. Print businesses can also address setup issues with comprehensive guides and troubleshooting resources, ensuring effortless processes and high-quality print output.

Wrapping it Up!We explored everything about advanced large format printing software, ranging from the basics, key features to look for, benefits, and implementation steps, enabling print business owners to adapt with the changing demands of print buyers and deliver high-quality prints.Implementing the right software is crucial, for simplifying the complex challenges faced by large format printing businesses and maximizing productivity with automated operations.With a modern large format web to print software like the ones provided by OnPrintShop, businesses can streamline workflows from start to end, improve customer satisfaction with design flexibility and complete transparency on orders, as well as stay competitive in the ever-evolving market.Request a demo with OnPrintShop today to harness the capabilities of state-of-the-art large format printing software for elevating your print business, automating processes, and achieving outstanding success.