Executive Summary
Like many print providers, they were stuck in a cycle of manual coordination, rework, and mounting pressure to deliver faster — without adding headcount. They needed a way to simplify campaign setup, eliminate guesswork, and restore accuracy across every client order.
A leading North American print and display vendor supporting major retail and CPG programs was managing highly complex in-store campaigns through spreadsheets, email threads, and manual data entry. Each campaign required days of coordination between estimating, account management, and production teams—creating delays, rework, and unnecessary cost.
By partnering with Crosscap, the vendor implemented DistroPRO to manage every client campaign in one place—no more spreadsheet juggling. They automatically calculated exactly what each location needed and stopped rekeying data across departments.
The Situation
By 2024, the print vendor’s campaign operation had become a maze of spreadsheets, shared drives, and institutional knowledge. Every campaign—often spanning thousands of locations—required countless manual steps to manage store lists, kit logic, and order entry.
Before DistroPRO, their process looked like this:
- Manual campaign setup: Account teams built store lists and kits by hand, reusing spreadsheets from past campaigns and manually updating version after version.
- Duplicated effort: Estimating, production, and logistics teams rekeyed the same data into different tools, multiplying the chance of error.
- Tribal knowledge risk: Campaign logic often lived in individual inboxes or personal notes, creating bottlenecks and dependency on specific staff.
- Slow turnarounds: Each mail bag required 6–10 hours of order entry and verification—time that delayed printing, shipping, and billing.
The system worked—but only through extraordinary manual effort. As campaign volumes grew, the process became unsustainable, introducing risk to timelines, profitability, and data accuracy.
Catalyst for Change
With client expectations tightening and campaign volumes increasing year over year, the leadership team knew that relying on spreadsheets wouldn’t scale into 2025.
The vendor’s leadership realized that the true cost of inefficiency wasn’t just hours lost—it was the opportunity cost of talent spent on repetitive work. For every major campaign, roughly one-third of total effort went toward coordination rather than production.
They needed a platform that could:
- Centralize campaign data and allocations
- Automate order generation and reduce handoffs
- Standardize repeatable workflows across clients
- Increase throughput without adding headcount
DistroPRO provided the backbone for that transformation.
The Transformation
Implementing DistroPRO didn’t just digitize existing spreadsheets—it redefined how campaigns were planned, approved, and executed.
- Manage Every Campaign in One Place: Teams now build and launch campaigns directly in DistroPRO, linking store data, kit logic, and allocations through a single platform.
- Automated Order Generation: Once a campaign is approved, DistroPRO automatically generates production-ready orders and estimates—reducing up to 10 hours of manual entry per mail bag.
- Real-Time Visibility: Estimating, account management, and production now work from the same synchronized data set, eliminating guesswork and back-and-forth emails.
- Data Accuracy & Trust: By eliminating duplicate entry points, the vendor reduced order errors and established confidence that “if it’s in DistroPRO, it’s right.”
The Results
- 400+ hours reclaimed per month through workflow automation and order generation
- 6–10 hours saved per mail bag, accelerating campaign readiness
- 30% reduction in administrative overhead, freeing capacity for strategic client work
- Turnaround time cut from 2–3 days to under 4 hours, enabling same-day campaign setup and approvals
- Significant drop in production and order errors by consolidating data into a single platform
- Improved alignment across departments, all operating from one synchronized system
From Manual Work to Managed Intelligence
“What used to take multiple departments an entire day now happens automatically.”
Through its partnership with Crosscap, this RVM print vendor turned a highly manual, time-intensive process into a streamlined, intelligent workflow. With DistroPRO, teams no longer spend their days chasing spreadsheets—they focus on quality, client service, and growth.
For the team, the biggest change wasn’t just speed — it was confidence. They finally had time to focus on quality and client relationships instead of chasing spreadsheets.
The result is more than efficiency: it’s scalability. Every campaign now benefits from the same repeatable, automated logic, enabling the vendor to handle higher volumes with the same resources—and to position operational excellence as a competitive advantage.