Automate Proofs, Updates & Delivery—Close More Print Orders on WhatsApp

Handle 100+ print orders monthly without drowning in "is my order ready?" calls. Automated proof approvals, production updates, and reorder campaigns.

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45%
Faster client response
Automated replies keep prospects engaged
30%
More consultations booked
Automated scheduling makes it effortless
6+ hrs
Saved per week
No more manual follow-ups and reminders
4x
More client testimonials
Automated requests capture feedback consistently
The Problem

Challenges Commercial Printers Face

Proof Approval Delays Kill Deadlines — Design ready, waiting 3 days for client email approval. Rush job becomes impossible. Production schedule backs up while you wait.

"Is My Order Ready?" 50 Times Daily — Phone rings constantly with status inquiries. Staff spend hours answering calls instead of running machines. Production slows down.

Wrong Files Waste Production Time — Client sends low-res logo, RGB instead of CMYK, corrupt PDF. Back-and-forth delays job. They don't understand print requirements.

Reprint Disputes Cost Money — "I didn't approve this!" Client claims proof was different. No documented approval. You reprint at your cost to keep relationship.

Uncollected Orders Block Storage — Order ready, client notified, sits for weeks. You've paid for materials, space wasted. "Will collect tomorrow" becomes next month.

One-Time Customers Never Return — Print wedding cards, deliver great quality, never hear again. They need business cards later but forgot you. No systematic reorder follow-up.

Solutions

10 Ways WhatsApp Automation Grows Your Print Business

From quote to pickup—automate every step of the print order journey

1

Order Inquiry Auto-Reply

Rule Starter+ $29

When someone inquiries about printing, instantly send service catalog, pricing info, and how to get started.

TRIGGER: Any new message
ACTION: Send welcome message with service catalog
THEN: Tag contact as "New Inquiry"
THEN: Notify counter staff for quote follow-up
How it works: Instant response sets professional tone. Customer knows what you offer, price range, and what info you need. Counter staff can jump straight to quoting instead of explaining basics. Response time improves from hours to seconds.

Workflow tip: Update price ranges seasonally. During wedding season, highlight wedding card services at top.
2

Quote Request Processing

Journey Starter+ $29

Systematically collect specifications needed for accurate quote: quantity, paper type, finish, size, and timeline.

JOURNEY: Quote Collection
TRIGGER: Contact tagged "needs-quote"
STEP 1: Ask for quantity & paper type
STEP 2: Ask for printing & finish options
STEP 3: Ask for design requirement
STEP 4: Calculate & send quote
STEP 5: Wait for confirmation
THEN: Move to order confirmation flow
How it works: Structured questions ensure you collect all specifications upfront. No back-and-forth clarifications. Customer understands options and makes informed decisions. Quote is accurate because you have complete details. Staff just needs to validate pricing, not extract information.

Workflow tip: Save common quote templates for popular items (business cards, letterheads, flyers) for instant sending.
3

Print File Upload Collection

Rule Starter+ $29

When customer ready to share files, automatically send print specifications to avoid receiving wrong format files.

TRIGGER: Message contains "file" or "send design" or "artwork"
ACTION: Send print file requirements guide
THEN: Tag contact as "file-pending"
THEN: Set 24-hour reminder if no file received
How it works: Clear specifications prevent 80% of file issues. Customer knows what's needed before sending. Reduces back-and-forth corrections. Pre-press staff spend less time fixing files. Jobs move faster through production. Sets professional expectations upfront.

Workflow tip: Create visual examples of correct vs incorrect files. Include sample images showing bleed areas.
4

Proof Approval Workflow

Journey Starter+ $29

Send proof with clear approval checklist and documented approval responses—protecting you from reprint disputes.

JOURNEY: Proof Approval
TRIGGER: Staff tags contact "proof-ready"
STEP 1: Send proof with checklist
STEP 2: Wait for APPROVED/CHANGES/CALL response
IF APPROVED:
  - Document approval timestamp
  - Move to production
  - Send confirmation with timeline
IF CHANGES:
  - Collect corrections
  - Tag "proof-revision-needed"
  - Notify designer
IF NO RESPONSE: Reminder after 24 hours
How it works: Clear checklist ensures customer reviews everything. Keyword responses (APPROVED/CHANGES) create documented approval trail. Timestamp proves when approval received. Disclaimer protects you from dispute. 90% reduction in reprint disputes. Legal protection if client claims they didn't approve.

Workflow tip: Save approval messages with timestamp. Screenshot "APPROVED" messages for records. Archive with order files.
5

Production Status Updates

Sequence Pro $99

Automatically update customers at key production stages—reducing "is my order ready?" calls by 70%.

SEQUENCE: Production Updates
TRIGGER: Order tagged "in-production"
STAGE 1: Pre-press complete → send "plates ready" update
STAGE 2: Printing complete → send "printing done" update
STAGE 3: Finishing in progress → send "almost ready" update
STAGE 4: Quality check done → send "ready for pickup"
TIMING: Updates sent at each stage change
How it works: Proactive updates eliminate most status inquiry calls. Customer feels informed and in control. Builds trust through transparency. Staff just tags order at stage changes—automation handles communication. Reduces phone interruptions during production. Professional experience matches big online printers.

Workflow tip: Include pickup details in every update to reinforce collection information. Mention balance due consistently.
6

Delivery Scheduling

Journey Starter+ $29

When order ready, notify customer with pickup details and offer delivery option with address collection.

JOURNEY: Ready for Pickup
TRIGGER: Staff tags order "ready"
STEP 1: Send ready notification with pickup details
STEP 2: Listen for "DELIVERY" keyword
IF DELIVERY:
  - Collect delivery address
  - Calculate delivery charge
  - Arrange delivery
  - Send tracking details
IF NO RESPONSE: Send reminder after 3 days
STEP 3: Mark as delivered or collected
How it works: Clear pickup information reduces confusion calls. Storage policy creates urgency to collect. Delivery option converts customers who can't visit. Address collection in chat saves time. Automated reminders prevent abandoned orders. Better cash flow from faster collections.

Workflow tip: Include Google Maps link to shop location. Take photo of packed order and share for customer assurance.
7

Bulk Order Follow-ups

Sequence Pro $99

For corporate bulk orders, systematic follow-up at quote stage, sample approval stage, and final order stage.

SEQUENCE: Bulk Order Follow-up
TRIGGER: Contact tagged "bulk-quote-sent"
DAY 3: First follow-up with offer
DAY 7: Second follow-up with case study/samples
DAY 14: Final follow-up with revised offer
IF NO RESPONSE: Move to "lost" pipeline
IF INTERESTED:
  - Send sample
  - Schedule meeting
  - Prepare detailed proposal
THEN: Move to "negotiation" stage
How it works: Bulk orders need multiple touchpoints before closing. Automated sequence ensures no quote falls through cracks. Urgency through limited-time offers. Easy response options (YES/SAMPLE/DISCUSS) lower decision friction. Persistence without being pushy. Corporate clients appreciate professional follow-up.

Workflow tip: For bulk orders above €2.300, include portfolio images or previous similar work to build confidence.
8

Reorder Reminders

Campaign Pro $99

Proactive reorder reminders for consumables: visiting cards, letterheads, packaging, business stationery.

CAMPAIGN: Reorder Reminders
TARGET: Customers who ordered 4-6 months ago
SEGMENT BY:
- Visiting cards → 5-6 month reminder
- Letterheads → 8-10 month reminder
- Brochures → 3-4 month reminder
- Packaging → 2-3 month reminder
MESSAGE: Previous order details + reorder discount
FOLLOW-UP: If no response, reminder after 2 weeks
THEN: Mark as "reorder-opportunity"
How it works: Proactive outreach converts before customer contacts competitor. Saved design makes reordering frictionless. Discount incentivizes quick decision. Cross-sell complementary items (cards→letterheads). Customers appreciate the reminder—they actually need it. 30-40% conversion on reorder campaigns. Pure incremental revenue with minimal effort.

Workflow tip: Track typical reorder cycles by product type. Time reminders just before they run out, not after.
9

Feedback Collection

Sequence Starter+ $29

After delivery, collect feedback and Google reviews from satisfied customers to build online reputation.

SEQUENCE: Feedback Collection
TRIGGER: Order tagged "delivered" or "collected"
DAY +2: Send rating request (1-5 scale)
IF RATING 4-5:
  - Thank customer
  - Request Google review
  - Send review link
  - Offer discount code for next order
IF RATING 1-3:
  - Apologize
  - Ask what went wrong
  - Offer resolution (reprint/refund)
  - Tag "needs-attention"
  - Notify owner immediately
THEN: Mark as "feedback-received"
How it works: Timing is critical—ask when print quality is fresh in mind and customer is happy. Simple 1-5 rating is easy to respond to. Only request Google review from 4-5 star raters. Direct link removes friction. Discount incentive increases response rate. Unhappy customers get immediate attention before they post negative reviews. Builds online reputation automatically.

Workflow tip: Track review conversion rate. If low, test offering discount upfront before asking for review.
10

Festive/Seasonal Campaigns

Campaign Business $470

Promote seasonal printing needs before peak demand: Navidad calendars, New Year diaries, wedding season cards.

CAMPAIGN CALENDAR:
SEPTEMBER:
- Navidad corporate gifts (calendars, diaries)
- Target: Corporate clients
- Deadline: Oct 10 early bird, Oct 20 final

NOVEMBER:
- Year-end company reports
- Annual meeting materials
- Target: Corporate & associations

JANUARY:
- Wedding season cards
- Invitation printing
- Target: Event planners, wedding clients

MARCH:
- Financial year-end (annual reports)
- Next FY marketing materials
- Target: SMEs, corporates

JUNE:
- Mid-year company catalogs
- Monsoon branding materials
- Target: All business clients
How it works: Seasonal campaigns align with actual business cycles and cultural events. Early promotion captures bulk orders before competitors. Urgency through early-bird discounts. Corporate clients need time for approvals—early reach is critical. Bulk discounts incentivize larger orders. Calendar-based planning ensures consistent outreach throughout year. These campaigns drive 30-40% of annual revenue for many print shops.

Workflow tip: Plan seasonal campaigns 2 months in advance. Create templates once and reuse yearly with updated dates.
CRM

Track Every Print Order Journey

From inquiry to delivery to repeat customer

Inquiry
Quote requested
Quoted
Price sent
Confirmed
Advance paid
Proofing
Approval pending
Production
Printing
Ready
Pickup/Delivery
Capabilities

What You Can Achieve

Capability Starter
$29/mo		 Pro
$99/mo		 Business
$470/mo
Order inquiry auto-reply ✓ ✓ ✓
Quote request processing ✓ ✓ ✓
Print file upload collection ✓ ✓ ✓
Proof approval workflow ✓ ✓ ✓
Production status updates Basic ✓ ✓
Delivery scheduling ✓ ✓ ✓
Bulk order follow-ups — ✓ ✓
Reorder reminders — ✓ ✓
Feedback collection ✓ ✓ ✓
Festive/seasonal campaigns 2/month 8/month Unlimited
Customer contacts Up to 500 Up to 5,000 Up to 25,000
Team members 2 5 15

Prices in USD. View pricing in your local currency →

RECOMMENDED FOR COMMERCIAL PRINTERS

Pro Plan - $99/month

Prices in USD. View pricing in your local currency →

Ideal for busy print shops handling 80-150 orders monthly with 3-5 staff members. Perfect for businesses with regular corporate clients and seasonal demand spikes.

Up to 5,000 contacts
5 team members
Production updates
Reorder campaigns
8 seasonal campaigns/month
Bulk order follow-ups
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Small print shop doing mostly walk-ins? Starter Plan ($29/mo) covers order updates, proof approvals, and basic automation.

Large commercial printer with multiple machines? Business Plan ($470/mo) adds unlimited campaigns, 15 team members, and up to 25,000 contacts.

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Join commercial printers using WhatsApp to handle more orders, reduce status calls, and build repeat business.

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