How to reduce printing costs using the right software solutions

For brands managing packaging, printing is one of the largest operational costs — and yet it’s often treated as a fixed expense rather than an area for optimization. From excess ink usage to repeated print runs due to approval errors, inefficient processes can silently eat into budgets.

Fortunately, software solutions for artwork and print management are changing the game. By providing digital tools to streamline approvals, optimize printing, and ensure regulatory compliance, brands can reduce costs, improve quality, and accelerate time-to-market.

According to industry benchmarks, packaging reprints can add 15–20% to annual print budgets—often due to small but critical errors in nutrition, allergen, or regulatory information. Digital proofing software dramatically reduces this risk by centralizing collaboration on one platform.

Instead of managing multiple PDF versions, stakeholders review and annotate the same file in real time. Automated comparison tools detect even the smallest text or design discrepancies, ensuring only the correct version reaches the press. For food companies operating in tightly regulated markets, this prevents costly compliance mistakes.

How Software Reduces Printing Costs

Software doesn’t just track tasks — it can actively prevent expensive errors before they reach the press. Here’s how:

1. Streamlining Artwork Approval

• Problem: Multiple revisions, email threads, and misaligned stakeholder feedback often lead to last-minute design changes. These changes can trigger reprints, which are costly.

• Solution: Online artwork proofing software centralizes feedback, tracks revisions, and ensures all stakeholders approve the final version before it goes to print.

• Result: Reduced errors and reprints, saving both time and materials.

2. Optimizing Print Files and Color Management

• Problem: Incorrect color profiles or high-resolution files not optimized for the press can cause ink overuse, longer drying times, and inconsistent print quality.

• Solution: Digital tools can automatically optimize files for print, calculate color coverage, and ensure the correct specifications are applied for each SKU.

• Result: Less wasted ink, more consistent colors, and fewer rejected prints.

3. Managing SKUs and Print Runs Efficiently

• Problem: FMCG brands often manage dozens or hundreds of SKUs across multiple markets. Without proper oversight, small errors can multiply across runs, increasing costs.

• Solution: Packaging management software provides a centralized dashboard for all SKUs, tracks revisions, and monitors print specifications across batches.

• Result: Optimized print runs, reduced waste, and better coordination between production and marketing teams.

4. Reducing Ink and Coating Waste

• Problem: Overuse of coatings, varnishes, or specialty inks increases material costs and slows production.

• Solution: Print coverage calculation tools within software help measure and control ink usage, preventing over-inking and unnecessary coating application.

• Result: Significant cost savings while maintaining print quality and brand consistency.

Regulatory Considerations in Europe for Food & Beverage Packaging

When optimizing printing costs, brands must also comply with European food packaging regulations:

1. Food Contact Materials (FCM)

• EU Framework Regulation (EC 1935/2004): Materials must not transfer substances harmful to human health or alter food composition.

• Commission Regulation (EU) No 10/2011: Sets migration limits for substances from plastics, inks, and coatings in food packaging.

2. Ink Compliance

• Inks and coatings applied to food packaging must be low-migration, especially for primary contact surfaces.

• Compliance with REACH (EC 1907/2006) and CLP (EC 1272/2008) ensures chemicals are safe and correctly labeled.

3. Workflow Implications

Software solutions can track regulatory compliance automatically, storing proof of safe ink usage and migration testing, reducing legal risk and ensuring audits are smooth.

The Role of Cway Software

Cway software specializes in artwork management and digital proofing for packaging teams, helping brands cut costs while ensuring compliance and brand consistency.

• Artwork Lifecycle Management: Cway provides full visibility into every version of a packaging file, eliminating the risk of outdated artwork reaching production.

• Automated Approval Flows: Stakeholders across marketing, regulatory, and supply chain can collaborate seamlessly, reducing bottlenecks and ensuring compliance.

• Analytics and Reporting: With real-time insights into cycle times and error rates, brands can identify cost drivers and continuously optimize their packaging processes.

Cway clients in the food industry have reported faster artwork turnaround times and reduced reprints after adopting the platform, directly translating into significant printing cost savings. Explore how Cway customers are achieving these results in our customer stories.

Key Takeaways

1. Software solutions reduce printing costs by minimizing reprints, optimizing ink usage, and improving file and color management.

2. Centralized workflow tools improve collaboration, prevent errors, and streamline multi-SKU production.

3. Regulatory compliance is non-negotiable for food and beverage packaging, and software can help brands manage it efficiently.

4. Sustainability gains are a bonus — less waste, less chemical use, and lower energy consumption.

By combining smart software tools with best practices in print management, brands can not only cut costs but also improve quality, consistency, and sustainability — all while staying compliant with European regulations.

Solutions like Cway software provide packaging teams with the tools to achieve these efficiencies, ensuring that every design sent to print is accurate, compliant, and cost-effective. In a competitive industry where margins are tight, this digital-first approach transforms printing from a hidden cost center into a driver of profitability and brand strength.