Print Labels In-House or Outsource Service? Which one to choose?

Two Common Options: In-House Printing & Outsourcing

In-House Label Printing

• The business invests in label printers, design/management software (such as BarTender), and supplies (paper, ribbons, etc.).
• Printing takes place directly at the factory or office, on demand, without relying on a third party.

Outsourcing Label Printing

• The business orders from printing houses or label printing service providers.
• The process typically involves: sending requirements, getting a quote, approving a sample, waiting for printing, and receiving the goods. Turnaround time depends on the printer’s production schedule, usually ranging from 4 to 7 days

Pros & Cons of Each Option

To compare the advantages and disadvantages of these two options, Ricoh will analyze them based on the five criteria below:

Speed & Control

• In-house printing: Print instantly when needed, full control over delivery time. Ideal for urgent or frequently changing orders.
• Outsourcing: Dependent on the printing supplier’s production and delivery schedule; delays can occur when changing label designs or quantities.

Design Flexibility & Variable Data

• In-house printing: Easily modify layouts and add variable data (barcodes, QR codes, batch info) right before printing.
• Outsourcing: Any change requires sending a new file for approval, which takes time and may incur extra fees.

Production Cost per Label

• In-house printing: Lower unit cost for frequent small to medium print runs.
• Outsourcing: Cost-effective for very large batches (economies of scale) but less efficient for small or on-demand jobs.

Total Cost of Ownership (TCO)

• In-house printing: Requires upfront investment in printers, software, and supplies; includes maintenance costs. However, it can save money in the long run if printing needs are consistent.
• Outsourcing: No initial investment, but cumulative operating costs may be higher over time.

Quality & Finishing

• In-house printing: Quality depends on printer, ribbon, and media; when chosen correctly, it meets industrial standards.
• Outsourcing: Large-scale industrial printing with consistent quality and advanced finishing options (foil stamping, varnish, die-cutting).

Summary Table:

Note: (+) for advantages and (-) for disadvantages

Which option should you choose?

When to outsource printing

1. Printing needs change very little, with a stable design template.
2. Each print run is in very large quantities (e.g., over 50,000 labels).
3. Requires complex finishing techniques that are difficult to execute in-house.

When to invest in in-house printing

1. The business produces many small batches or custom orders.
2. Labels frequently need updated product information, barcodes, production dates, or QR codes.
3. Want to reduce waiting time and have full control over timelines.
4. Want to optimize long-term costs when printing demand remains high.

New trend: Businesses are shifting toward proactive in-house printing

Recent market surveys show a strong movement toward on-site printing:

• According to Smithers Pira 2024, the demand for on-site label printing in the Asia-Pacific region is growing by 8.3% per year, driven by the need for speed and higher personalization.
• The 2023 Finat Radar report shows that over 40% of food manufacturing companies in Europe have partially or fully switched to in-house printing.

This trend is not limited to large corporations. Small and medium-sized enterprises are also leveraging in-house label printing technology to reduce long-term costs, shorten lead times, and improve market responsiveness.

Ricoh’s complete in-house label printing solution

Ricoh Vietnam offers a comprehensive, fully developed, easy-to-deploy, and optimized solution for food manufacturing businesses:

• Zebra printers – Durable, high-performance, and suitable for all production environments.
• Ricoh consumables – High print quality, durable materials in various environments, and compliant with international safety standards.
• BarTender software – Flexible label creation, management, and printing with advanced features.
• Dedicated support services – Label design consultation, on-site demos, and free material testing.

With Ricoh, you get:

• 100% control – Print anytime without relying on third parties.
• Fast response to changes – Easily adjust and integrate as needed.
• Export-compliant labels – Meeting standards such as UL, RoHS, REACH, MSDS, BPA Free, MOAH/MOSH, and more.
• Long-term cost optimization – Reduce intermediaries and avoid dependence on minimum order quantities (MOQs).

Conclusion

There’s no single “right” answer for every business when choosing between in-house printing and outsourcing. However:

• If you want speed, flexibility, and full control, seriously consider investing in in-house printing.
• If your needs are stable and your MOQs are very large, outsourcing is still a good solution.

Tip: Analyze based on total cost of ownership (TCO) and the value of time. In a fast-changing market, in-house printing is becoming a significant competitive advantage.

Contact Ricoh Vietnam today to get a comprehensive advices