Preprinted vs. on-demand labels
Preprinted Labels vs. Custom On-Demand Printing: Your Guide to Choosing the Right Option
When to let Silver Fox® print for you – and when to take control with on-demand thermal transfer printers.
When it comes to safety, facility, product and wire labeling, you usually have two main options: preprinted labels or custom on-demand printing. Both approaches have their place. The right choice depends on how often your information changes, how many labels you need and how much flexibility you want.
Preprinted labels are produced in advance with fixed information, typically printed off site, shipped to you and stored until needed. Silver Fox® has a robust service for this, with fast turnaround and consistent quality, so you can let our team handle the print work for you.
Custom on-demand labels are printed as you go, with the flexibility to change design, text and data on every run. This is usually done on a thermal transfer printer – most commonly Fox-in-a-Box®, our all-in-one labeling solution powered by Labacus Innovator® industrial label printing software.
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Preprinted
Best for large, static batches where designs are stable and you want Silver Fox® to handle production for you.
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On-demand
Ideal when information changes frequently, volumes are varied or you want to print exactly what you need and avoid over-ordering.
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Hybrid
Combine preprinted labels for stable jobs with on-demand printing for snagging, changes and small, bespoke runs.
1. Your options
Your two main options: preprinted vs. custom on-demand
At a high level, you are choosing between letting Silver Fox® handle printing for you or taking control in-house with an on-demand thermal transfer printer. Each approach suits a different type of workload.
Preprinted labels
Produced in advance with fixed information, typically off site. Silver Fox® prints, checks and ships your labels so they arrive ready to use, with consistent quality and graphics every time. This is cost-effective for large, static batches where you already know exactly what you need.
Custom on-demand labels
Printed as you go using a thermal transfer printer such as Fox-in-a-Box®. You can change label designs, text, data and layouts on every run, react quickly to changes and keep stock and waste to a minimum. Free-of-charge training and support help you get productive quickly, even if you have never used label printing software before.
Preprinting can be cost-effective when designs and volumes are predictable. Custom on-demand printing offers more flexibility and control when your needs change from week to week or project to project.
2. Pros & cons
Preprinted vs. custom on-demand – pros and cons at a glance
Both approaches have their strengths. The right choice depends on how often your information changes, how many labels you need and how important flexibility is to your operation.
Preprinted labels – consistent and simple, but less flexible
Pros:
- Cost-effective for large, repeat orders.
- Identical, consistent messaging and graphics every time (content can still vary if needed).
- Ready to use as soon as they arrive at your site.
Cons:
- Ordering effort and longer lead times compared with printing on site.
- Very limited flexibility once labels are printed.
- Require storage space and inventory management.
- Risk of waste if text, branding or regulations change.
Preprinted labels work best when the design is stable, volumes are high and you are confident the information will not change frequently.
Custom on-demand printing – flexible and low waste
With Fox-in-a-Box® and Labacus Innovator® you get a powerful on-site system that functions as industrial label printing software, cable label software and asset label software in one.
Pros:
- Highly flexible and fully customisable using Labacus Innovator® templates and tools.
- Equipment is on site and ready to print when you are.
- Easy to include variable data such as barcodes, QR codes®, serial numbers and photos.
- Perfect for snagging and small updates where you may only need a handful of labels.
- No need to hold large stocks of preprinted labels that might become obsolete.
Cons:
- Higher cost per label for very small or one-off jobs compared with a single large preprinted batch.
- Potential for inconsistent layouts or branding if users do not follow shared templates or standards.
Custom on-demand printing is ideal when information changes, when you have multiple label types or languages, or when you want to print exactly what you need and avoid over-ordering.
3. Why on-demand?
Why a custom on-demand solution is often worth the investment
Over time, custom on-demand printing delivers strong advantages in speed, convenience and control of materials. With the right labeling equipment in place, it can become the backbone of your identification strategy.
By moving to an on-demand solution you can:
- Reduce label waste by only printing what you need.
- Cut storage and inventory costs for preprinted stocks.
- React quickly to changes in processes, regulations or site layouts.
- Standardise formats across cables, panels, assets and safety markers.
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Fast turnaround
Walk up to the printer and create labels on the spot. There is no waiting for production and shipping, then checking everything when it arrives. On-demand labeling is quick and responsive to what is happening today on site.
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Convenience
With an easy-to-use cable label maker or electrical cable label maker and a range of materials, you can print what you need, when you need it, for almost any application on site. Applications include cable labels and cable marker sleeves such as Fox-Flo® Low smoke zero halogen tie-ons, Legend™ heat shrink label printing, and panel IDs, asset tags and safety labels.
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3
Customisation
You can design labels with multiple languages, site-specific messages and instructions, your own logos and symbols, plus unique identifiers such as IDs, barcodes and QR codes®. This leads to clearer communication and labels that match your workplace, rather than generic text that only partly fits.
Because Fox-in-a-Box® uses thermal transfer printers, it gives you durable, high-contrast output from a single platform that can act as your main cable label printer, cable labeler / cable labeller and general label printer for cables and equipment.
4. Process comparison
Preprinted labels vs. custom on-demand – process comparison
Looking at the process side by side makes the trade-offs clearer. Preprinted labels involve more steps and more waiting. On-demand printing is more direct.
Preprinted labels and markers
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Gather information
Collect label text, quantities, layouts and any graphics or barcodes you require.
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Place order
Submit your order to Silver Fox® and confirm specifications, materials and delivery details.
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Wait for production and shipping
Allow time for printing, quality checks and transport to your site.
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Check the order
Verify accuracy, contents and quality when the labels arrive.
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Inventory and store
Allocate storage space, track usage and keep stocks updated.
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Re-order
Repeat the process whenever you run low or designs change.
Custom on-demand printing
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Create
Open Labacus Innovator®, pick a template and enter or import the data you need.
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Print
Print labels on Fox-in-a-Box® when and where you need them, using the right material for the job.
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Repeat
Reuse templates, update data and print again as projects, layouts or regulations change.
Fewer steps, less waiting, more control
Custom on-demand printing reduces the number of steps between “I need a label” and “Label applied”. That means less waiting, fewer bottlenecks and a labeling process that can keep up with your projects.
5. Silver Fox approach
Built for every space – choose the right approach with Silver Fox®
At Silver Fox® you do not have to pick just one approach forever. You can mix and match, using the option that best fits each area of your site.
- Use preprinted labels when you have large, stable requirements and want us to handle production.
- Use print-your-own labels when flexibility and speed matter most, using Fox-in-a-Box® and Labacus Innovator®.
Our team can help you decide which option suits each part of your site – from panels and equipment to cables and assets.
The heart of our on-demand solution is Fox-in-a-Box®, which brings together:
Thermal transfer printer
Durable everyday ident printing on a broad range of materials, from cable labels and sleeves to equipment plates.
Heat shrink label maker
A highly capable heat shrink label maker / heat shrink labeler for sleeves and tubing, including Legend™ heat shrink label printing.
Cable & asset labels
A versatile cable label maker, cable labeller and identification printer for many label types, from tiny wire IDs to panel and asset labels.
Fox-in-a-Box® prints over 200 variations of cable and equipment labels, uses one software, one printer and one ribbon for a wide range of materials, and works with heat shrink sleeves, non-shrink labels and tie-on tags. It lets you manage “printers’ labels” for multiple projects through one simple system.
One solution for all your labels
Whether you need preprinted labels, custom on-demand labels or a mix of both, the Silver Fox® team can help you choose the right combination and show you how Fox-in-a-Box® plus Labacus Innovator® industrial label printing software can handle all your labels, all in one solution.
Ready to choose between preprinted and on-demand labels?
If you would like help deciding where preprinted labels make sense and where on-demand printing will save you time and waste, our team is here to support you.
Contact our expert sales team at sales@silverfoxlabeling.com to talk through your requirements or to arrange a Fox-in-a-Box® demonstration and see how one system can handle your cable, panel and asset labeling.