Printed materials continue to be a core component of many organisations’ marketing and day-to-day activities, whether it’s brochures, point-of-sale materials, or merchandise. But while the materials may be physical, Businesses are rethinking their approach to modern print procurement in response to growing complexity.
For companies still relying on spreadsheets, emails, or disconnected systems, problems around inefficiency and inconsistency quickly arise. Branding gets diluted as local teams go off-script, duplicate orders increase costs, and it becomes nearly impossible to maintain a clear view of what’s being produced and why.
At the heart of these issues is a lack of centralised control. And without that, maintaining brand consistency turns into a constant challenge.
The Case for Centralised Print Procurement
Modern procurement platforms are designed to address these exact challenges. By bringing all print-related activity (ordering, approvals, templates, inventory, and reporting) into a single digital environment, they give organisations the structure they need to work efficiently without compromising brand integrity.
That’s exactly what Cubiquity Connect is built for.
It’s our secure online platform that centralises print procurement across teams, offices, and even global operations. Standardising templates, streamlining approvals, and offering full brand oversight helps marketing and procurement teams work together without stepping on each other’s toes or damaging the brand in the process.
Key Features to Look for in a Modern Print Procurement Platform
When evaluating a platform, look for features that go beyond just efficiency. The goal should be to create a scalable, brand-safe environment where teams can move fast, without making mistakes.
Centralised Catalogue Management
Dispersed teams often lack clarity on what’s available or approved. A centralised catalogue like Cubiquity Connect provides one authoritative source for all materials, with clear descriptions, pricing, and previews, so users always order the right, on-brand materials.
Templated and On-Demand Fulfilment
Modern platforms support both stock and print-on-demand products, enabling local customisation without risking brand integrity. With locked templates and a single interface, Cubiquity Connect keeps visuals consistent while offering speed and flexibility.
Role-Based Access and Approval Workflows
Brand integrity suffers when access is unrestricted. Cubiquity Connect uses role-based permissions and approval flows to control visibility, ordering, and approvals, ensuring governance without delays or off-brand mistakes.
Real-Time Dashboards and Insights
Decentralised procurement leads to poor visibility. Cubiquity Connect’s real-time dashboards give marketing and procurement teams insight into spend, usage, and inventory, enabling smarter, brand-aligned decisions.
Seamless Integration and Global Access
Modern print procurement shouldn’t be siloed. Cubiquity Connect integrates with existing systems, supports SSO, multiple languages, and time zones, ensuring global teams access the same brand-safe platform.
Cost and budget control
Without central oversight, print costs can spiral quickly. Cubiquity Connect gives teams access to pre-approved pricing, real-time budget tracking, and cost-allocation tools, ensuring spend stays within limits and procurement remains accountable.
Transparency and governance
Governance is essential for maintaining compliance and minimising risk. With built-in audit trails, approval histories, and user-level permissions, Cubiquity Connect ensures every action is visible, providing complete transparency and supporting robust policy adherence across the board.
The Real Benefit: Brand Consistency
When organisations move to a centralised procurement platform, the benefits go beyond simple operational improvements. Over time, they see:
- Improved brand consistency through locked templates and approval workflows
- Reduced reprint costs from fewer artwork mistakes and more accurate orders
- Tighter stock control, minimising waste and optimising spend
- Stronger policy compliance by embedding rules into everyday workflows
- More visibility and oversight across all locations, teams, and suppliers
But above all, the most powerful outcome is brand consistency across every touchpoint, product, and region.
A Real-World Example: Supporting Franchise Networks
Franchise businesses often face an especially difficult challenge: balancing local autonomy with brand uniformity. Each franchisee may need different marketing materials tailored to their region, audience, or product mix, but when left unmanaged, this decentralised activity often leads to inconsistent designs, unauthorised messaging, and an overall diluted brand.
Cubiquity Connect solves this by giving franchise networks a single platform for all their print and marketing needs.
The head office can upload approved, brand-aligned templates that include flexible fields for local personalisation. Each franchisee can log in, select the materials they need, such as flyers, signage, or packaging, customise them within set limits, and place an order that’s automatically routed through predefined approval workflows.
Because everything runs through a centralised system, marketing teams maintain control and oversight without needing to intervene manually. Franchisees get the flexibility to move quickly, and the brand stays consistent across every location.
This centralised model doesn’t just reduce risk, it improves speed to market, reduces admin time, and enhances the overall customer experience with consistent, professional materials everywhere.
Is It Time to Centralise Your Print Procurement?
If your current approach to print feels chaotic, inconsistent, or overly manual, you’re not alone. Many organisations face the same challenge, especially as they grow or work across multiple locations.
Cubiquity Connect is designed to solve this. With flexible controls, robust governance features, and a user-friendly interface, it supports businesses in centralising their workflows while strengthening brand control.
From marketing to procurement to local teams, Cubiquity Connect brings everyone into the same brand-safe environment, so you can move faster, spend smarter, and deliver better.
If you’re ready to take control of your print procurement, please get in touch:
📲 01883 621133