A web2print platform built for procurement, efficiency and control
Every educational institution relies on a wide range of printed materials every day — from folders, posters and exam papers to signage across multiple locations. To manage these print processes more efficiently, more and more schools, colleges and universities are turning to digital platforms to order and coordinate their print services.
A web2print platform brings structure and automation to every step of the print workflow. Increasingly, public procurement processes for print services explicitly require the inclusion of an online ordering system. A reliable platform can truly make the difference — in user experience, cost control and operational efficiency.
In this blog, we explore how a digital print platform works — and why it is becoming essential for any professional print approach in education.
What is a web2print platform?
A web2print platform is a secure, online environment where staff can easily create, order and manage print materials — always within the correct branding guidelines. Everything is automated: no emails, no manual processing, no chasing approvals.
Orders are sent directly to a pre-approved print supplier, as defined in your procurement contract. If multiple suppliers are involved, users can request and compare quotes through the same platform.
The result: less manual work, fewer mistakes, and full visibility on products, budgets and delivery timelines — all in one place.
Automate your entire print process
In many educational institutions, print requests are still handled through spreadsheets, emails or informal arrangements. This often leads to scattered communication, long delays and costly errors.
With a web2print platform, the entire workflow is automated. Teachers, administrative teams and communication staff can place their own orders independently, while a platform administrator manages the overall process via one central dashboard.
Key features of a web2print platform
- A user-friendly ordering system tailored to your institution
- Brand-compliant templates for professional and consistent output
- Automatic integration with print suppliers, inventory and finance tools
- Role-based permissions per campus, department or user
- Real-time reporting on orders, budgets and deliveries
For all levels of education
The platform supports organisations across the entire educational landscape:
- Primary and secondary schools
- Colleges and universities
- Vocational training providers
- Support services and administrative bodies
- Educational networks or multi-site school boards
Whether you operate from a single office or manage dozens of departments, the platform adapts to your structure with scalable multi-user access and flexible permissions.
Ready for public procurement:
the Prindustry web2print platform
If you operate under a public procurement framework for print services, the Prindustry Platform is built to meet those demands. It complies with all common requirements in government tenders, while offering flexibility, security and end-to-end support.
Fully compliant with procurement standards:
- GDPR-compliant and ISO 27001 certified
- Hosted in a private cloud within the EU
- Integrates with external systems such as accounting, SSO or ERP
- Supports print supplier selection within framework agreements
- Offers automated print workflows and brand control
Modular, secure and scalable:
- SaaS-based platform with continuous updates and support
- Advanced user management by role, location or department
- Single Sign-On (SSO) for all linked systems
- Wallet module for managing budgets per user or team
- Optional modules: quote management, inventory, file manager
Proven expertise:
- Over 10 years of experience in web2print software
- Trusted by public sector institutions across Europe
- Full support with onboarding, implementation and integration
- Extensive network of professional print partners
Feature spotlight: Quote request module
The platform includes a built-in quote request tool. Users can send a single print request to multiple suppliers. Each supplier may respond, propose an alternative or confirm pricing. Once the preferred quote is selected, all others are automatically closed. The order is then forwarded to the chosen supplier — fast, accurate and paperless.
Perfect for institutions working with multiple print vendors under a framework contract.
Feature spotlight: Advanced user management
User roles and permissions can be configured per team, location or individual. As an administrator, you control which products are visible, who can place orders (with or without approval), what budgets are available, and who receives notifications.
Each user has a personal account linked to their permissions, making it easy to manage dozens — or even hundreds — of users with full control and accountability.
Feature spotlight: Open print partner network
Prindustry is not a print shop, but an independent software provider. The platform includes access to a marketplace where you can connect your preferred print suppliers — those selected via procurement or based on local partnerships.
Orders are routed automatically to the appropriate supplier, with no manual handling or extra tools. You stay in control of your vendor choices while enjoying the benefits of one streamlined system.
Interested? Request a demo
Want to streamline, automate and take control of your print services as an educational organisation? Or are you preparing a procurement process that includes a digital print platform?
Request a free demo or consultation — we’ll show you how to manage all your print jobs in one platform, tailored to your organisation’s structure and needs.
