Should You Use Print Collation or Collator Machines?

You have hit ‘collate’ on your printer, but your team is still stuck at the output tray, sorting piles by hand. Sound familiar? In many print rooms, print collation begins as a practical printer setting. However, as jobs grow or materials become more complex, it can quickly become a production bottleneck.

It is easy to underestimate how much time, labour, and frustration poor collation creates. What seems like a minor task can actually slow your workflow and lead to delays, mistakes, and extra costs. These can affect your deadlines and how satisfied your clients are.

So, when does it make sense to rely on your printer, and when is it time to invest in a dedicated collator machine? In this guide, we cover the main differences and identify signs that your process may be slowing you down. Plus, we show how Col-Tec’s collators are helping print rooms like yours keep production moving, rather than getting bogged down in sorting.

What Is Print Collation & How Does It Work?

Print collation is about keeping your pages in the correct order, whether you are producing a 5-page manual or a 500-page catalogue. It is easy to assume collated printing means double-sided, but that is a common misunderstanding. Collation is only about page sequence, no matter how you print them.

For simple jobs, most office or digital printers can handle basic collation. But when you are dealing with large runs, NCR sets, thick stocks, or packaging inserts, things get messy fast. Printers are not built for complex collation at volume, so we use collators. These smart machines take on the hard work and remove the risk of human error.

The Key Differences Between Printer Collation & Collator Machines

Printers manage basic collation, whereas collators handle everything else.

For everyday office jobs or short print runs, your printer’s collation settings will do the job. They can group simple, low-volume documents where occasional sorting is not a major disruption.

But as your queue fills with multi-sheet, multi-stock, or custom sets, your printer starts to struggle. Collator machines, especially new or smart collators, step in where printers fall short. They can handle large runs, heavy stocks, and complex patterns, removing the need for manual handling and reducing errors.

With over 50 years of experience at Col-Tec, we regularly see print rooms try to push printers past their limits. This only results in paper jams, wasted materials, bottlenecks, and frustrated teams. However, our collators make things easier by handling collation automatically. Plus, with optional equipment always on offer, your production line runs smoothly.

Signs You Have Outgrown Printer Collation

Wondering if you have hit your printer’s limits? Here are the red flags:

• Your team spends more time sorting than printing.
• Clients complain about missing or mixed-up pages.
• Bottlenecks and jams delay jobs, especially with mixed or heavier stocks.
• Staff are tied up fixing collation errors instead of focusing on new work.

If these headaches are becoming the norm, it is time to rethink your process. Talk to Col-Tec about upgrading to a new collator.

Benefits of Automated Collation for Busy Print Rooms

In fast-moving print rooms, every misfed sheet or missed page adds up. Remember, it is not just wasted stock but also wasted hours and mounting frustration. That is why automating your print collation process is not just about speed but about fixing the cracks in your workflow.

Automated collation delivers:

• Faster turnaround on complex, multi-sheet jobs.
• Consistent, error-free sets that are client-ready.
• Lower labour costs, so your team can focus on higher-value tasks.
• Scalability without compromising quality.

Many of our clients double their output simply by removing the sorting bottleneck. Plus, as our systems link to binders, wrappers, and packagers, you can set up a seamless line that keeps your production running.

The British Printing Industries Federation (BPIF) reports that collation processes can increase efficiency. Better yet, collation also supports sustainability by lowering material waste.

Explore our complete service options for automated collation today.

Why Choose a Collator from Col-Tec?

At Col-Tec, our collators are built for businesses that need more than a one-size-fits-all machine. Our systems are designed for your specific needs, whether you deal with odd sheet sizes, mixed stocks, or custom set patterns.

But it is not just about the machine; it is about what it does for your team and your workflow. Our clients say the real value is in removing daily frustrations. This helps them feel confident to tackle more complex jobs without worrying about bottlenecks or mistakes.

Our engineers are by your side, from consultation to installation and operator training. We have been helping print rooms solve these headaches for over 50 years, and we know what it takes to keep your production running smoothly. Speak to Col-Tec about a custom collator built for your workflow.

When Print Collation Needs More Than a Printer

Print collation may seem small, but it can become a big issue. As jobs grow larger, get more complex, or need mixed stocks, collation can become a costly bottleneck. Relying on your printer’s settings alone often leads to errors, wasted materials, and frustrated teams.

That is where Col-Tec’s collators make the difference. They remove inefficiencies, reduce manual handling, and keep your output consistent and client-ready. If you are seeing the signs – bottlenecks, misfeeds, complaints – it is time to rethink your process.

Call +44 ( 0 ) 1425 627755 or contact Col-Tec for a no-obligation chat about how our collators can transform your workflow.