We’re pleased to bring you this third installment of our four-part blog series discussing why it’s so important to dig deeper than the standard print services RFP, and what questions you should ask to minimize the risk when making a change to your print and fulfillment vendor.

In this article, we’ll make a compelling case for why you should discuss reports and invoices early in the selection process.

When you’re searching for a new print and fulfillment services provider, you’re probably looking at the reputation of the organization, whether its capabilities match your needs, and if costs are in line with your expectations. Reporting and invoicing have nothing to do with print production, and therefore may be the furthest thing from your mind early in the RFP process.

If you have a need to print and ship training and course materials several times throughout the year, if your printed training library consists of multiple titles, and/or if you need to warehouse materials for ongoing orders, you will want to request sample reports and invoices from prospective vendors as part of your selection process.

Why Request Sample Reports and Invoices from Print Vendors?

This is one of the areas that can cause a significant amount of extra, unplanned work for your team and your internal stakeholders. If you don’t discuss details like what types of reports you can expect, and how data is outlined on invoices, you won’t know it’s a problem until after the fact.

There are likely several stakeholders within your organization who need access to print and fulfillment data. That data not only informs decisions that impact programs and resources, but it also needs to be served up in a way that supports your existing processes so all departments—from operations to accounting—can do their jobs more efficiently.

To establish a successful relationship with a new vendor for your printed training and course materials, it’s important to think beyond their print and fulfillment capabilities. Request information and samples that help you understand every phase of the process, including reporting and invoicing. Use this conversation as an opportunity to establish clear expectations, avoid back-end surprises, and ensure they will provide data in a way that makes your job easier.

What else should you ask of your prospective new print vendor?

Continue to Part 4: The Value of Ideas

About Omnipress

Omnipress delivers educational content for associations and other organizations. Digital and print solutions for in-person, virtual, and hybrid conferences and training programs.

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