The problem
Proofs sent as email attachments get a quick 'looks fine' from someone reading on a phone. Then the wrong phone number is printed on 500 leaflets, and the argument starts over whose mistake it was. If 2 reprints a month cost $160£120€143A$230C$226 each in stock and press time, that's $319£240€286A$461C$451 a month, before the time spent chasing approvals.
What the AI does
Ziflow is online proofing software. Its free plan includes unlimited proofs and unlimited reviewers, who comment on and approve proofs in the browser without the cost of extra seats, with collaborative commenting, version comparison and public proof links, for 2 users. You upload each proof, send the link, and the customer marks exact spots that need changing or approves it. Nothing goes to press without a recorded approval on the latest version.
A worked example
A two-person print shop in Carlisle sends about 60 proofs a month for leaflets, posters and wedding stationery. Both staff use Ziflow's free plan, and the shop's terms now say jobs are printed only from an approved online proof.
Before
Proofs by email; about 2 reprints a month at $160£120€143A$230C$226 each, plus about 3 hours chasing approvals
After
Every job approved online first; reprints down to about 1 a month and chasing down to about 1 hour
What it's worth
About $239£180€214A$346C$338 a month saved: one fewer reprint a month at $160£120€143A$230C$226 plus 2 hours less chasing at an assumed $40£30€36A$58C$56 an hour. Ziflow's free plan covers 2 users with unlimited proofs and reviewers, so it costs nothing.
How to set it up
- Sign up for Ziflow's free plan for the two people who send proofs.
- Upload the next week's proofs and send customers the link with a short note on how to comment and approve.
- Add a line to your terms: print only starts after approval of the final online proof.
- Compare versions before re-sending, so the customer sees only what changed.
- Download or save a copy of each approval with the job, because the free plan keeps review history for 60 days.
What goes wrong
- The free plan keeps proofs for 60 days. If a dispute comes later, you need your own saved copy of the approval.
- A customer can still approve a mistake. The proof is evidence of what they approved, not a spell-check; keep your own checks of names, numbers and dates.
- Free covers 2 users and 2GB of storage. Large-format files fill that quickly; paid plans start at $199 (about $198£149€177A$286C$280) a month billed annually.
- Screen colors differ from print. Say on the proof that color isn't approved on screen and offer a hard proof for color-critical work.