Variable data printing changes part of the design on every label in one run, while the rest stays the same. Label 1 says 0001 and label 5,000 says 5000, and both come off the same roll.
What it's used for
- Sequential numbering: asset tags, raffle tickets, serial numbers, and batch tracking.
- Barcodes: a different code on each item, for stock systems and scanning.
- QR codes: each one pointing somewhere different, so you can tell campaigns or single units apart.
- Names: a different name, table number, or location on every label.
- Dates and codes: best-by dates, lot numbers, and site codes.
How to set it up
We need two things from you:
- The design, with a clear space where the changing part goes. Fill that space with an example of the longest value you expect, so we can see how much room it needs and how it should sit.
- The data, as a spreadsheet with one row per label and one column for each thing that changes. Plain sequential numbering doesn't need a spreadsheet: tell us the first number, and we count up from it for the quantity you order.
What goes wrong
A mistake in variable data is repeated across the whole run, so check these before you send anything.
- Long values: if the space fits "42" but your list runs to "13,842", the long values won't fit. Design for the longest value, not the first.
- Typos in the list: we print exactly what is in your spreadsheet. A typo in row 300 is a typo on label 300, and nobody proofreads 5,000 rows, so check your data before you send it.
- Crowded barcodes: a scanner needs clear space on both sides of a barcode, and artwork crowding the code is the most common reason it won't read. See barcode size and quiet zones.
- Untested codes: scan the code on your proof. A QR code that points at a test web address is an expensive thing to find out about after 10,000 labels.
What your proof shows
Your proof shows the design with the first entry from your list in place, so you can check the fit and the alignment. It can't check the other rows. That part is yours, and it's worth an hour of someone's time before a long run.
Ordering
Variable data is usually a job for Custom Roll Labels, because a roll keeps the labels in order. See roll labels explained. A numbered or variable run counts as one design.
| Product | Minimum | Ships after you approve the proof |
|---|---|---|
| Roll labels | 100 | 5 to 7 business days |
| Stickers and sheet labels | 25 | 3 to 5 business days |
Rush is available for a fee.
Prices are for print-ready artwork. Adding numbers, names, or codes is an artwork change, so variable data is quoted. Reach out with what changes and how many records there are, and we'll give you a price.