Communication portal for public organisations

Flexible print management with a stand-alone IT solution

Public organisations often face a complex challenge: how do you manage print communication efficiently, transparently, and in line with procurement regulations?
With Prindustry’s communication portal, you choose a modern IT solution — an autonomous, scalable, and fully independent platform for managing all communication processes.

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Centraal beheer, lokaal gebruiken Brandportal Automotive

Common challenges

Public organisations looking for a solid IT solution often face these issues:

  • No proper ordering portal provided by the selected print partner
  • The platform expires with every new tender
  • No flexible layer for handling custom quotes
  • No control over brand consistency
  • No integrations with ERP, DAM or accounting systems
  • No solution for products divided across multiple suppliers

With the communication portal, everything is managed in one system — and you decide who connects to what.

Powerful features of the communication portal...

Order portal

The platform works as a user-friendly webshop on the front end. Employees place print and communication orders through their personal account. Orders are automatically forwarded to linked print partners. The entire ordering process can be fully automated.

Brand template editor

Using brand templates, users edit materials themselves — always within brand guidelines. Colours, logos and fonts are locked into smart templates. Only specific elements like text or images are adjustable. This keeps all output consistent while enabling independent use.

Database integration

For direct mail campaigns, you can easily connect a database to a template. This allows you to generate hundreds of personalised materials at once. The system can also auto-fill personal data, such as name or location, based on the logged-in user.

User management

The platform includes advanced role and permission controls. Admins configure access per location, team or individual — deciding who can view or manage specific content. Each user receives login credentials linked to their assigned permissions.

Quote request module

Dynamic quoting is available as a custom feature. Users request quotes from multiple print partners directly in the portal. Partners can reply, suggest alternatives or confirm. Once selected, other suppliers are automatically dismissed and both parties receive confirmation.

Data security

Security is a core value of the platform. The software uses end-to-end encryption, secure EU-based data storage and full GDPR compliance. Regular data audits are conducted in accordance with ISO 27001 — the global standard for information security.

Practical benefits of the communication portal

  • One central system for all communication
    No scattered tools — everything comes together in one secure environment.
  • Work within clear frameworks
    From brand guidelines to budget limits — everything is safeguarded.
  • More autonomy for employees
    Users edit and order materials themselves, without involving designers.
  • Flexible with suppliers, products and pricing
    Update offerings without disrupting the platform.
  • Streamlined collaboration with suppliers
    Request, compare and approve quotes — all in one smooth workflow.
  • Consistent control and less noise
    Fewer coordination issues, fewer errors, more clarity in your process.
Communicatieportaal overheden overheidsorganisaties web2print drukwerk brandportal
Bestelportaal Stad Antwerpen (1)

Testimonial City of Antwerp

”Under our new framework contracts, print suppliers can update their products and pricing every six months. We wanted to decouple procurement from the IT solution. The flexible supply-and-demand model had to be translated into an automated workflow. The goal was an online system with a flexible framework, combining all departments, products and suppliers — and allowing continuous updates.
Prindustry proved to be the most suitable partner for developing this platform. The City of Antwerp now has portals for 120 municipal departments. Each department orders products in its own brand style. It’s a fully automated solution for requesting quotes, placing orders, processing jobs and handling invoicing. What’s unique is that Prindustry was also able to integrate the entire financial flow with SAP.

Joris HeirbautCity of Antwerp
CASE ANTWERP

Testimonial City of The Hague

”Our new portal is clearer, faster, and better prepared for future development. It’s not just for product design — it also connects with multiple suppliers and other software systems. The templates are preconfigured with our fixed brand elements.
There are strict security requirements, both from our side and from the software provider. Working with Prindustry was a great experience. They demonstrated that their platform meets all security standards — and it’s also very user-friendly. It saves us time and costs. You wouldn’t believe how often our team used to get requests for new business cards. Now, employees handle that themselves — quickly and easily using the template in the portal. I’m looking forward to expanding the portal with new features in the coming years!

Peter SmitCity of The Hague
CASE THE HAGUE
Bestelportaal drukwerk Gemeente Den Haag

Ready for a smarter communication process?

We’d be happy to tell you more about Prindustry’s communication software.

Our software experts can easily schedule an (online) demo or meeting with you.

Prindustry software team