Top 6 CRMs for the Printing Industry to Boost Efficiency

Missed deadlines, lost customer details, and order mix-ups? If these sound familiar, it’s time to invest in a CRM.

Running a printing business involves unique operational challenges. Without the right system, you might struggle with complex orders and custom jobs. Every print job has different specifications, revisions, and deadlines, making it difficult to track them properly. 

Customers, sales teams, designers, production staff, and shipping providers must stay in sync. Communication gaps can lead to costly mistakes. Manually tracking paper, ink, and other materials can result in waste, delays, or running out of stock at the wrong time. 

Generating accurate quotes, tracking invoices, and manually managing payments slows operations and affects cash flow. Without a structured system, it is easy to lose leads, forget follow-ups, and miss out on repeat business. 

A Customer Relationship Management (CRM) system helps you automate order tracking and workflow management to ensure every job moves through production efficiently. It also improves customer communication by storing order history, preferences, and follow-up reminders in one place. 

This blog will explore the top six CRMs for the printing industry, showing you how to reduce manual work, minimize errors, and streamline your business for growth.

Why Should Every Printing Business Invest in CRM?

Running a printing business involves many moving parts—managing orders, keeping track of materials, handling customer relationships, and ensuring smooth workflows. A CRM (Customer Relationship Management) system helps you stay organized, automate processes, and improve customer satisfaction. Here’s how it can make a real difference in your business.

1. Managing Customer Relationships Efficiently

Your customers expect fast responses, accurate orders, and seamless communication. A CRM helps you store contact information, order history, preferences, and special requests in one place.

It helps to set reminders for follow-ups, payment collection, and customer check-ins to maintain strong relationships. You can access past conversations and orders quickly to provide faster, more accurate service.

2. Order and Workflow Management

Printing businesses handle multiple orders simultaneously, and manually tracking them can lead to delays and mistakes. With CRM, you can view active, pending, and completed orders in one dashboard, assign print jobs to your team, set deadlines, and monitor progress without constant check-ins. This ensures clear communication between sales, design, and production teams to avoid costly mistakes.

3. Inventory and Cost Management

Materials like paper, ink, and packaging are essential for your business, but poor inventory management can lead to waste and unnecessary expenses. A CRM helps you track inventory quickly to prevent shortages or overstocking and analyze past orders to forecast material needs and reduce waste. You can get notifications when supplies run low, so you never have to rush last-minute orders.

4. Sales and Marketing Automation

Generating quotes, following up with leads, and marketing your services take time. A CRM automates these tasks so you can focus on growing your business. With just a few clicks, you can generate professional quotes and invoices and keep customers engaged with special offers, updates, and order status notifications. It helps capture and nurture leads efficiently, ensuring no potential customer slips through the cracks.

5. Enhancing Team Collaboration

Your business relies on coordination between multiple teams, sales, design, production, and customer service, and a CRM brings everything together in one platform. Everyone on your team can view customer details, job statuses, and real-time updates.

This helps to reduce miscommunication between departments by having all essential information in one place. It also helps to assign tasks, set deadlines, and track progress to ensure smooth operations.

Essential Features to Look for in a CRM for Printing Businesses

Here are the essential features you should look for to ensure your CRM meets your industry’s unique needs.

1. Order Tracking & Job Management

Printing businesses handle multiple orders simultaneously, often with different deadlines, specifications, and customer requirements. A CRM should provide a clear overview of all jobs in progress. You can track order status in real time, set deadlines, and keep detailed notes on customer preferences to avoid mistakes and ensure on-time delivery.

2. Quotation & Pricing Tools

Printing jobs vary in complexity, and different paper types, ink, finishing options, and quantities affect pricing. A CRM with built-in pricing tools can make the process easier and more accurate. You can adjust prices for bulk orders or custom jobs and track profit margins to ensure every order stays profitable and competitive.

3. Integration with Printing Software

A CRM should connect with the other tools you use daily to avoid manual data entry and keep everything in sync. It must integrate with design software like Adobe or CorelDRAW for proof approvals, sync invoicing with QuickBooks or Xero, and connect with shipping carriers like FedEx or UPS to automate tracking and customer updates. This eliminates manual data entry and errors.

4. Customer Data Management

A CRM centralizes customer information so you can track past orders, preferences, and interactions in one place. Identify repeat customers, segment them based on their needs, and send personalized offers to boost engagement. Better data management means stronger relationships and higher retention.

5. Automated Follow-ups & Notifications

A CRM should automate follow-ups and notifications to improve communication. A CRM automates order status updates, payment reminders, and follow-ups, ensuring no communication is missed. Whether it’s a reminder for an overdue invoice or a quick check-in after an order is delivered, automation saves time and improves customer satisfaction.

6. Multi-Channel Support

Customers communicate through email, phone, social media, and website chats. A CRM centralizes all messages in one place, so you can respond faster and stay organized. With live chat and chatbot integration, you can handle inquiries instantly, improving response times and customer experience.

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Top 6 CRMs for the Printing Industry 

Managing a printing business is about handling orders, tracking clients, managing inventory, and ensuring seamless workflow. Let’s explore the 6 best CRMs for your printing business: 

1. HubSpot 

 HubSpot is a versatile and user-friendly platform that can be adapted for printing businesses. It helps companies to organize customer data, track sales, and automate key processes to improve efficiency. 

Features of HubSpot

1. Lead Tracking and Sales Pipeline Management

 HubSpot CRM provides a visual sales pipeline, allowing you to track where each lead or customer is in the buying process. You can assign follow-ups, set reminders, and automate responses, ensuring no potential client gets overlooked.

2. Marketing and Email Automation

HubSpot includes built-in marketing tools that help you nurture leads and retain customers. You can automate email campaigns, update orders, and schedule promotional offers. This reduces manual marketing efforts and improves engagement with new and existing customers.

3. Third-party integrations with Printing and Accounting Software

HubSpot integrates with popular print management, invoicing, and accounting tools like QuickBooks, Xero, and custom print order systems. This helps centralize your operations, reducing the need to switch between multiple platforms.

4. Customer Service and Support Tools

HubSpot’s CRM includes customer service features like chatbots, ticketing systems, and self-service portals. These tools allow printing businesses to resolve customer inquiries quickly, track support requests, and improve overall service efficiency.

What Makes HubSpot CRM Stand Out?

HubSpot CRM is known for its intuitive interface, automation features, and strong integration capabilities. It’s free to start, making it an accessible option for smaller print businesses that need essential CRM functions. As your business grows, you can upgrade to more advanced features, including marketing automation and sales analytics. 

Best For

• Print shops looking for a free or cost-effective CRM
• Businesses needing strong marketing and automation tools
• Companies that use multiple third-party software solutions for printing and accounting

Check out How to Use HubSpot for Social Media Marketing: 4 Ultimate Ways to Maximize Engagement and Efficiency with Powerful Automation and Analytics Tools.

2. Printavo

Printavo is a cloud-based CRM for print shops, screen printers, and embroidery businesses. It simplifies job tracking, invoicing, and customer communication, making operations more efficient.

Features of Printavo

1. Cloud-Based Print Shop Management

Printavo is a web-based platform, meaning you can access it from anywhere. All job details, invoices, and communications are available in real-time, whether at the shop, remotely, or on-site with a client. This eliminates the need for manual record-keeping and improves team collaboration.

2. Automated Invoicing and Job Scheduling

Manual invoicing can slow down your workflow and lead to errors. Printavo automates the process by generating invoices directly from job orders. It also allows you to schedule jobs efficiently, set deadlines, and assign tasks to team members, ensuring that nothing falls through the cracks.

3. Online Proofing and Approvals

Customers can review and approve designs online, reducing delays and miscommunication. Instead of handling approvals via email chains or phone calls, Printavo centralizes the process, making it easy for customers to provide feedback and finalize their orders. This speeds up production and enhances customer satisfaction.

What Makes Printavo Stand Out?

Printavo is explicitly built for print shops, making it highly intuitive for businesses in the industry. It integrates seamlessly with payment processors and accounting tools, reducing the time spent on administrative work. Its automation features help companies to improve efficiency, while the online proofing system ensures customer satisfaction. With a user-friendly interface and cloud accessibility, Printavo eliminates many of the manual processes that slow down production.

Best For

• Small to mid-sized print shops
• Screen printing and embroidery businesses
• Businesses looking for an easy-to-use, cloud-based CRM

3. Zoho CRM

Zoho CRM offers a highly flexible and customizable platform that can be adapted to fit your needs. With automation, lead tracking, and seamless integration with third-party printing software, it’s a cost-effective solution for print businesses looking for a versatile CRM.

Features of Zoho CRM

1. Custom Workflows and Automation

With Zoho CRM, you can set up custom workflows that automate repetitive tasks, such as sending quotes, scheduling follow-ups, or updating job statuses. This helps reduce human error and keeps everything running smoothly.

2. Lead Tracking and Customer Communication Tools

Zoho CRM includes built-in lead management tools that track potential customers from the first inquiry to the final conversion. You can capture leads from multiple email, phone, and social media channels and organize them in a structured pipeline. The platform also supports automated emails and reminders, ensuring you never miss a follow-up with a potential client.

3. Third-party integrations with Printing Software

A CRM must connect with existing software since printing businesses use various design, invoicing, and order management tools. Zoho CRM integrates with popular third-party applications such as QuickBooks, Adobe Creative Cloud, and print management tools. This allows for seamless data sharing and eliminates the need for manual data entry.

What Makes Zoho CRM Stand Out?

Zoho CRM is highly adaptable, making it a good choice for print businesses that need a CRM with flexibility. It’s more affordable than industry-specific CRMs, yet it offers powerful automation, lead management, and integration capabilities. You can customize it to fit your workflow without being locked into a rigid system. Its scalability makes it suitable for businesses that plan to grow and need a CRM that evolves with their needs.

Best For

• Print businesses that need a general CRM with industry-specific customization
• Small to mid-sized print shops looking for a budget-friendly CRM
• Companies that rely on multiple third-party software tools for printing, invoicing, and marketing

4. Tharstern

Tharstern is a Management Information System (MIS) made for large-scale commercial printing businesses. It integrates print job costing, order management, and business automation, making it a powerful solution for complex printing operations.

Features of Tharstern

1. Advanced MIS for Print Job Costing

Tharstern’s built-in MIS system calculates print job costs precisely, helping you set accurate pricing and maintain profitability. Instead of relying on manual estimates, you get real-time cost analysis, reducing errors and unexpected expenses.

2. CRM Integration with Production and Accounting Software

Tharstern connects customer management, production, and accounting in one system. You can track every customer interaction, link job orders to production schedules, and sync financial data with accounting software. This eliminates the need for multiple disconnected tools and ensures that every department can access the same real-time information.

3. Cloud and On-Premise Options

Unlike some CRMs that are only cloud-based, Tharstern gives you the flexibility to choose between cloud or on-premise deployment. The on-premise option is ideal if you prefer to keep data in-house for security reasons. If you need remote access and automatic updates, the cloud version ensures accessibility from anywhere.

What Makes Tharstern Stand Out?

Tharstern is explicitly built for complex commercial printing businesses that need more than essential CRM functions. Its print-specific job costing, workflow automation, and deep system integrations make it a full-scale business management solution rather than just a customer database. It’s ideal for businesses requiring customized, automated workflows and a CRM seamlessly integrating with production, sales, and finance.

Best For

• Large-scale commercial printing companies
• Businesses that require detailed job costing and workflow automation
• Companies needing an integrated system for CRM, production, and accounting

5. Print Smith Vision

Print Smith Vision is a cost-effective and easy-to-use solution for small to mid-sized printing businesses. It simplifies order management, automates job estimating, and integrates seamlessly with accounting software, making it a practical choice for companies that need a straightforward CRM with print job management capabilities.

Features of Print Smith Vision

1. Customer Order History Tracking

Keeping track of past orders is crucial in the printing business, especially for repeat customers. Print Smith Vision stores detailed customer order histories, allowing you to retrieve past job specifications, reorders, and custom preferences quickly. This feature saves time, reduces errors, and helps provide consistent service to returning clients.

2. Job Estimating and Workflow Automation

Estimating the cost of a print job can be complex, with different materials, labor, and finishing options affecting pricing. Print Smith Vision provides automated job estimating tools, helping you quickly generate accurate price quotes. It also streamlines workflow automation, ensuring jobs move smoothly through different stages, such as order processing, production, and delivery, without unnecessary delays.

3. Accounting and Billing Integration

Managing invoices and payments manually can slow down your business. Print Smith Vision integrates with accounting software like QuickBooks, allowing you to generate invoices, track payments, and manage billing efficiently. This eliminates the need for duplicate data entry and ensures accurate financial records.

What Makes Print Smith Vision Stand Out?

Print Smith Vision is made for small to mid-sized print shops that need a simple, effective system to manage orders, automate pricing, and handle billing. It’s affordable, easy to implement, and integrates well with existing financial systems, making it ideal for businesses that don’t need overly complex features but still want to improve efficiency.

Best For

• Small to mid-sized printing businesses
• Companies looking for a budget-friendly print management CRM
• Print shops that need basic automation without a steep learning curve

6. PressWise by SmartSoft

PressWise by SmartSoft is made for mid-to-large commercial printers that need a complete, end-to-end automation system. It integrates job tracking, shipping, reporting, and web-to-print solutions, reducing manual tasks and improving efficiency.

Features of PressWise by SmartSoft

1. Web-to-Print Automation

PressWise includes a built-in web-to-print solution that allows customers to place orders online, customize print options, and approve proofs directly through a portal. This reduces the need for manual order entry and speeds up production.

2. Job Tracking and Shipping Integration

PressWise provides a real-time job tracking dashboard, allowing you to see the status of every order from start to finish. It also integrates with major shipping carriers like FedEx and UPS, so you can generate shipping labels, track deliveries, and keep customers updated without switching between different platforms.

3. Real-Time Reporting and Analytics

PressWise includes advanced reporting and analytics tools that help you monitor performance, identify bottlenecks, and make data-driven decisions. You can track job turnaround times, material usage, and profitability from a single dashboard.

What Makes PressWise Stand Out?

PressWise is built for scalability, making it an excellent choice for growing commercial print businesses. Its automation features minimize the need for manual input, reducing errors and increasing efficiency. Unlike some CRMs that require third-party integrations for web-to-print or shipping, PressWise offers an all-in-one solution, making managing every aspect of your business from a single platform easier.

Best For

• Mid-to-large commercial printing businesses
• Print shops handling high-volume online orders
• Businesses looking for an all-in-one print management solution

How to Choose the Right CRM for Your Printing Business? 

Here’s what you need to consider before making a decision:

1. Define Your Business Needs

Before choosing a CRM, consider your business’s requirements. Do you handle custom print jobs with multiple specifications? Do you process a high volume of online orders? Or do you run a large-scale production facility with complex workflows?

If you offer custom printing, you need a CRM that tracks customer preferences and manages unique orders. If you sell print products online, you’ll want a CRM with web-to-print integration for seamless order processing. If you operate a large print production, you’ll need advanced workflow automation to manage job tracking and scheduling.

2. Consider Integration Capabilities

Your CRM should work with the tools you already use. A good printing CRM should integrate with the following:

• Printing Software – To connect design tools and job tracking systems.
• Accounting platforms – To sync invoices, payments, and financial reports.
• Inventory management – To track stock levels of paper, ink, and other materials.
• Shipping carriers – To automate delivery tracking and notifications.

Without these integrations, you may enter data manually, leading to errors and inefficiencies.

3. Evaluate Ease of Use

A CRM should make your job easier, not harder. Look for a system that has:

• A simple, user-friendly dashboard – Your team can navigate it without constant training.
• Minimal setup requirements – So you can start using it quickly.
• Mobile access – If you or your sales team need to manage customer interactions on the go.

If a CRM is too complex, your team might avoid using it, which defeats the purpose of having one.

4. Check Pricing & Scalability

Budget is always a factor, but price alone shouldn’t determine your choice. Look for a CRM that balances affordability with long-term scalability.

If you own a small print shop, a budget-friendly or free CRM like HubSpot or Zoho CRM might be enough. If you run a growing business, you’ll need a CRM that can scale with more features and automation. If you manage a large print facility, investing in a full-scale MIS-integrated CRM like Tharstern or PressWise may be worth it. Avoid choosing a CRM that only meets your needs today but won’t support your growth in the future.

5. Look at Customer Support & Reliability

No matter how good a CRM is, you’ll need reliable support when issues arise. Consider:

• Does the CRM provider offer 24/7 support?
• Are there frequent updates and improvements?
• Is there a strong user community or knowledge base for troubleshooting?

If a CRM lacks strong support, you could experience downtime, lost data, or delays in resolving problems, which could directly affect your business operations.

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As a HubSpot Diamond Solutions Partner, we take pride in assisting you in streamlining your HubSpot efforts. With our best-in-class marketing, sales, and service solutions, we help you scale exponentially. INSIDEA’s HubSpot Specialists have the required in-depth knowledge and can provide expert guidance on how to use the platform to meet your business needs. 

Explore the range of services we offer:

• HubSpot Onboarding: Seamless onboarding process to get your team up to speed and fully integrated with all HubSpot features.
• HubSpot Management: Ongoing management ensures your HubSpot environment runs at peak efficiency.
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