Are we spending too much outsourcing our label printing — and what would it really cost to bring it in-house?For businesses relying heavily on product packaging, branding, or shipping, that question comes up often — and with good reason. Labeling costs add up fast.

In fact, some companies spend tens of thousands each year just on outsourced label production. Factor in the back-and-forth communication, long lead times, inconsistent quality, and last-minute order fees, and the true cost of outsourcing starts to become painfully clear.

If you're facing rising costs or limited flexibility with third-party label suppliers, you're not alone. Many manufacturers, retailers, and distributors are making the move to bring label production in-house — and they’re finding it to be not only cost-effective but also a smart way to regain control over branding, inventory, and timelines.

That’s exactly where we at DuraFast Label Company step in. We offer a full range of color label printers, thermal label printers, toners, and label supplies to help businesses of every size make the transition smoothly and confidently. Whether you’re printing 100 labels a day or 10,000, we’ve helped thousands of businesses reduce costs, improve turnaround, and maintain consistent branding across the board.

In this guide, we’re covering everything you need to know about switching to in-house label printing, including:

• The financial and operational benefits
• Choosing the right type of label printer
• What to know about label materials and consumables
• Key label design and printing software
• Common troubleshooting tips
• Long-term savings and efficiency strategies

Why Businesses Are Bringing Label Printing In-House

Third-party print vendors have long been the standard for companies needing high-quality product and shipping labels. However, as operations grow and branding becomes more complex, many businesses begin to notice just how much those external print runs are costing them — not just in dollars, but in time, flexibility, and operational control.

In-house label printing provides a smart and scalable solution to these issues. Let’s take a deeper look at why more organizations are making the shift.

1. Cost Savings That Add Up Quickly

Outsourcing label production often seems like the easiest choice — until you start calculating what you’re really spending month after month. For many businesses, label costs aren’t just about print volume; they’re tied to minimum order requirements, color charges, die fees for custom shapes, shipping, and storage.

By printing labels in-house, you can significantly reduce those overheads. Here's how:

• Print in real time: When you only print what you need, there’s no risk of ordering too much and wasting labels due to product updates, SKU changes, or seasonal shifts.
• Eliminate rush fees and markups: Last-minute changes or urgent orders from third-party vendors almost always come with added costs. In-house, you can make the changes and print immediately without penalty.
• Avoid overproduction: When labels are outsourced, you're often forced into bulk orders to get better pricing — even if you only need a small batch. That can result in stockpiling unused labels that eventually become obsolete.
• Minimize error-related losses: If a design error slips through and 5,000 labels have already been printed externally, that’s wasted money and time. With in-house capabilities, you can catch and fix errors instantly — before wasting a single label.
• Reduce inventory-related costs: Storing large amounts of pre-printed label stock takes up valuable warehouse or office space and creates a hidden cost in your supply chain. In-house production eliminates the need for dedicated storage of printed materials.

For businesses printing medium to high volumes of labels, the savings often pay for the printer hardware and supplies within the first year.

2. Faster Turnaround Times and On-Demand Flexibility

Speed matters — and in today’s markets, the ability to pivot quickly can mean the difference between capitalizing on an opportunity or missing it completely.

When your business depends on rapid order fulfillment or frequent product updates, in-house label printing becomes a strategic advantage.

• Print on demand: Whether it’s a last-minute restock or a sudden change in label content (think allergen updates or a new promotion), you can print what you need, exactly when you need it — no waiting on external vendors.
• Skip long lead times: Traditional label suppliers often need several business days — sometimes weeks — to fulfill orders, especially for custom designs. Any delay in printing labels can slow down your entire production or distribution line.
• Respond quickly to market trends: Whether you're rebranding, running a short-term promotion, or responding to a competitor’s move, you can design and print new labels instantly to get products out the door without delay.
• Avoid bottlenecks during peak seasons: During holidays or high-demand seasons, your external vendors may be juggling multiple clients. Bringing production in-house gives you independence from their schedules.

In industries where agility is a competitive advantage — like food and beverage, cosmetics, or health supplements — in-house printing can play a critical role in customer satisfaction and brand success.

3. Customization and Control Over Every Detail

Outsourcing your label production means placing creative control in someone else’s hands — which can be a risk if your brand depends heavily on visual appeal and precision.

In-house printing restores complete control over your branding, regulatory compliance, and product-level customization.

Here’s what you gain:

• Complete creative freedom: Customize label shapes, colors, fonts, and graphics without relying on your supplier’s pre-set limitations. You can experiment, test different versions, or create label variants for split testing and focus groups.
• Flexible label sizes and materials: Different products may require different label dimensions or adhesives. Having an in-house printer means you can switch between formats or substrates with ease.
• Easy versioning for SKUs and products: If you have dozens or even hundreds of SKUs, managing pre-printed labels can become a logistical nightmare. In-house, you can generate product-specific labels with varying data points — such as ingredients, batch numbers, or expiry dates — with a few clicks.
• Built-in adaptability for regulations: Industries like food, beverage, pharmaceuticals, and chemicals have strict labeling laws that evolve frequently. By printing in-house, you can update warnings, nutritional panels, allergen statements, and more on the fly — staying compliant without wasting inventory.
• Better color and image accuracy: You can match your branding exactly every time, avoiding color discrepancies that can occur between print batches with outside vendors.

Simply put, if your labels are more than just functional — if they’re part of your sales strategy or regulatory requirements — printing in-house gives you the precision and flexibility you need.

4. Smarter Inventory and Supply Chain Management

Managing inventory efficiently is a top priority for most businesses. Unfortunately, relying on pre-printed label stock creates unnecessary challenges — from overstocking outdated designs to scrambling when you unexpectedly run out.

Bringing label production in-house streamlines this part of your operation.

• Lower the risk of obsolescence: If your product formulation, branding, or packaging regulations change, pre-printed labels often end up in the trash. Printing in-house eliminates that risk by giving you the power to revise designs and content instantly.
• Simplify SKU proliferation: For businesses with multiple variations of products — flavors, sizes, packaging styles — keeping separate label inventory for each variant gets unwieldy fast. Printing as needed means you can reduce SKUs in your label stock and manage fewer items overall.
• Free up warehouse space: Pre-printed labels often require dedicated storage — and can’t be compressed or consolidated. Switching to blank label stock and digital files reduces your physical storage requirements drastically.
• Reduce the risk of stockouts: When you control your own label supply, there’s no waiting on suppliers, no shipping delays, and no fear of halting production because the labels haven’t arrived. This reliability is especially important in just-in-time manufacturing environments.
• Better forecasting and demand response: With the ability to print small batches on demand, you can respond to fluctuations in sales more precisely — without committing to large print runs that might not get used.

The net result is a leaner, more agile, and more cost-efficient supply chain that better supports your business goals.

Choosing the Right Label Printer for Your Business

Selecting the best printer for your operation depends on your label volume, design needs, and the environment in which the printer will be used. Let’s break down the key categories.

1. Color Label Printers

Perfect for branding and marketing, high quality color label printers are ideal for full-color designs, logos, and product images. They use inkjet or laser technology and can produce vibrant, professional-grade labels in-house.

You should consider this option if:

• Your labels need to include logos, product images, or colorful branding
• You require flexible label sizes or custom shapes
• You want to produce a variety of label designs for different SKUs or promotions

When you’re ready to purchase color label printers online, make sure to compare print resolution (measured in dpi) and speed (inches per second).

2. Thermal Label Printers

Thermal printers are typically used for barcode labels, shipping, inventory, ingredient labels, industrial labels and product tracking. They’re fast, reliable, and don’t require ink or toner — just special thermal label stock and thermal transfer ribbon when printing thermal transfer labels. Direct thermal labels do not need ribbons. Thermal printers can only print black and white labels, meaning, no color.

There are two types of thermal printing:

• Direct thermal– Best for short-term use (e.g., shipping labels). The heat reacts directly with the label material to produce an image.
• Thermal transfer– Ideal for long-lasting or outdoor labels. Requires a thermal ribbon but creates highly durable prints.

High quality thermal label printers are excellent for environments like warehouses or manufacturing floors where durability and speed are key. When you’re looking for thermal label printers, focus on print resolution, ribbon compatibility, and whether the printer can handle your label widths and quantities.

Label Materials and Consumables: What You’ll Need

Beyond the printer itself, the right materials will make or break your print quality and durability. Here’s a breakdown of what to look for.

1. Label Stock

Choose your label material based on application. Options include:

• Matte paper– Cost-effective, good for indoor or retail use
• Glossy paper– More vibrant colors, ideal for product labels
• Polypropylene (BOPP)– Water- and chemical-resistant, great for cosmetics or food
• Polyester– Ultra-durable, resistant to fading and abrasion

Always check compatibility with your printer model. For example, not all paper labels are suitable for high-speed thermal printers.

2. Toners and Inks

If you’re using a color laser printer, you'll need to buy toners for label printers regularly. Always go with compatible or OEM toner to ensure print quality and avoid damaging the printer.

Inkjet printers will require pigment or dye-based inks. Pigment inks offer better resistance to moisture and fading, making them ideal for high-quality product labels.

3. Ribbons (for Thermal Transfer)

Thermal transfer printing requires ribbons — usually made of wax, resin, or a wax/resin mix. Choose based on your durability needs:

• Wax– Best for paper labels
• Resin– Best for synthetic labels exposed to moisture or chemicals
• Wax/Resin– A balance between cost and durability

Label Printing Software: Features That Matter

Printer hardware is only part of the equation. Good design and print software will streamline your process and allow for easy editing, variable data printing, and consistent layouts.

Here’s what to look for:

1. User-Friendly Interface

Even if you’re tech-savvy, you’ll want a system your entire team can use. Look for:

• Drag-and-drop editors
• Pre-built templates
• Easy integration with your inventory systems

2. Variable Data Support

Whether it’s product batch numbers, QR codes, or sequential serial numbers, you’ll need software that supports variable data for compliance and efficiency.

3. Compliance Features

If you're in a regulated industry, make sure the software supports:

• GS1 barcoding
• Nutrition and ingredient formatting
• Warning label standards

Popular label printing software includes BarTender by Seagull, NiceLabel, Loftware Cloud and Teklynx label design software — each with scalable options depending on your operation size.

Common In-House Label Printing Issues (and How to Solve Them)

Even with reliable, high quality color label printers or thermal units, occasional issues can arise — especially as you ramp up production or switch between different label formats and materials. Understanding the most frequent challenges and how to troubleshoot them efficiently can keep downtime to a minimum and protect your label consistency and branding.

Here are some of the most common label printing problems we’ve seen, along with practical steps to address each one.

1. Faded, Blurry, or Inconsistent Print Quality

Nothing undermines a product’s presentation faster than a poorly printed label. If the print looks faded, out of focus, or smeared, it can damage customer trust and violate industry standards, especially in regulated markets like food or pharmaceuticals.

Common Causes:

• Low toner or ink levels: Running your printer low on consumables can compromise quality before it actually runs out.
• Clogged or dirty printheads: Especially in inkjet systems, dried ink or dust buildup can block nozzles and distort image clarity.
• Mismatched label materials: Using generic or incompatible label stock may not accept ink or toner correctly, leading to smudging, bleeding, or fading.

How to Fix It:

• Monitor consumables proactively: Whether you're using inkjet or toner-based color printers, ensure that supplies are replaced well before they run completely dry. Many printers come with alert systems — don’t ignore them.
• Run maintenance routines regularly: Most high quality color label printersinclude built-in head cleaning or calibration functions. Schedule these as part of your regular operation.
• Use the right label stock: Always use labels specifically engineered for your printer type — inkjet, laser, or thermal. Labels not rated for your printer may not adhere properly or may reject ink, especially with gloss or synthetic surfaces.
• Check with DuraFast Label Company as to which material is best suited for your label printer and application.

Tip: If you’re seeing fading only on certain areas or gradients, try adjusting your print density settings or print mode for higher-quality output.

2. Label Misalignment and Improper Positioning

Even if your design is flawless, it won’t look professional if it’s printed off-center or skewed. Misalignment is one of the most frustrating — yet preventable — issues in in-house printing.

Common Causes:

• Incorrect page or template settings: If your label design software isn't synced correctly with your label sheet size or gap spacing, the printer won’t place your graphics where they belong.
• Feeding issues: Misfeeds can occur if the label stock isn't loaded straight or the printer’s guides aren’t snug against the edges.
• Calibration drift: Over time, printers may shift slightly and need recalibration to reset the start-of-print position.

How to Fix It:

• Use built-in calibration tools: Most professional label printersoffer calibration settings that realign print positioning. Always recalibrate when changing label stock.
• Double-check label templates: Ensure your design software or printer driver is set to the exact dimensions of your label sheets, including gaps, margins, and bleed areas.
• Load media carefully: Label rolls or sheets should be aligned snugly within the printer’s guide rails. Even a slight skew can throw off the print line.
• Print a test sheet: Before committing to a full run, use a test print to verify alignment on plain paper or blank labels.

Tip: Always save your successful print settings as a profile in your software. This reduces setup time and helps maintain consistency across print jobs.

3. Frequent Printer Jams and Feed Errors

Paper jams aren’t just frustrating — they slow production and can damage both the printer and the labels. When printing labels in-house, jams are often a symptom of mismatched materials or improper loading.

Common Causes:

• Using low-grade or incompatible label stock: Cheaper materials may be prone to curling, sticking, or tearing inside the printer.
• Overloading the feed tray: Even in industrial-grade printers, exceeding recommended sheet or roll capacity can trigger jams.
• Lack of maintenance: Dust, adhesive residue, or label fragments inside the printer path can create physical obstructions.

How to Fix It:

• Stick with high quality label materials: Invest in label rolls and sheets that are manufactured specifically for your printer type. This not only improves print quality but also prevents curl, jam, or peel issues.
• Follow capacity guidelines: Don’t try to push the limits of the feed tray or roll holder. Keep media amounts within your printer’s recommended capacity to ensure smooth feeding.
• Clean the printer regularly: Wipe down rollers, remove dust from the feed path, and inspect for adhesive buildup — especially if you’re switching between label types frequently. Many thermal label printershave specific cleaning kits or cycles built into their firmware.

Tip: Avoid placing label printers near dusty or high-humidity environments. Environmental factors can affect media behavior and increase jam risk.

A Note on Preventive Maintenance

Many common printing issues — from faded output to alignment problems — stem from lack of regular maintenance or incorrect settings. Creating a weekly or monthly maintenance checklist can prevent these issues before they start.

Suggested routine maintenance tasks:

• Check and refill toner or ink as needed
• Run head cleaning or calibration routines
• Clean media feed rollers
• Inspect printheads for wear or buildup
• Clear any debris from the media path
• Ensure drivers and firmware are up to date

Even high-end machines, like those you’d find when you buy thermal label printers from professional providers, require care and upkeep. Incorporating maintenance into your workflow ensures consistent quality and extends your printer’s life.

How to Maximize the ROI of In-House Label Printing

Once your setup is running smoothly, the next step is optimizing your process to ensure long-term value.

1. Train Your Team

Make sure everyone involved in printing understands how to:

• Load label rolls properly
• Use the design software
• Maintain the printer regularly
• Troubleshoot common errors

2. Standardize Templates

Develop templates for your most common label types to save time and reduce errors. Templates should include:

• Safe margins
• Branding elements
• Fonts and sizes for product names and data

3. Monitor Usage and Supplies

Track how often you purchase color label printers online, replenish your ribbons, or buy thermal label printers for additional capacity. This helps:

• Avoid unexpected downtime
• Identify usage trends
• Optimize reordering schedules

4. Scale Strategically

As your production grows, reassess your needs. Consider:

• Adding printers for high-volume shifts
• Upgrading to faster models
• Automating printing based on ERP triggers

Ready to Stop Outsourcing? Here's How We Can Help You Start Printing In-House

What would it mean for your business to take full control of your labeling — and stop relying on third parties who don’t understand your timelines or your brand?

At DuraFast Label Company, we help businesses large and small make the switch confidently. Whether you need guidance on which printer suits your environment best, or you're ready to buy thermal label printers and start printing right away, we're here to support every step.

We offer:

• A wide selection of color label printersand thermal label printers for different industries and print volumes
• Trusted brands like Epson, Brother, TSC, Citizen, SATO, Godex, Honeywell, Printronix, Honeywell, Afinia Label, Zebra, and Primera Technology
• Fast shipping across the U.S. and Canada
• Top-tier support and resources to get you up and running

When you purchase color label printers from us, you’re not just getting hardware — you’re getting decades of expertise, high-quality consumables, and ongoing support to keep your labeling efficient and reliable.

If you’re ready to bring your label printing in-house, cut costs, and take control of your packaging, there’s no better time to start.

Browse our products today to find the perfect label printer and supplies for your business. We’re here to help you print smarter — and faster.