How to choose the best label and packaging proofing software

In this article, you’ll learn how to choose the best label and packaging proofing software for your team. We’ll cover what features matter most, why accuracy is essential in packaging artwork, and how platforms like Cway® software simplify your artwork workflow.

Why Label and Packaging Proofing Software Matters

In the packaging world, every detail matters. One typo, incorrect label, or outdated artwork version can lead to expensive recalls, compliance violations, or a damaged brand reputation. That’s why investing in the right artwork proofing solution is more than a convenience—it’s a necessity.

Traditional proofing methods, like emailing PDFs back and forth or relying on shared drives, are no longer sustainable. These methods often result in lost feedback, version confusion, and delayed approvals. A professional label and packaging proofing software streamlines your artwork workflow, centralizes communication, and ensures every stakeholder works with the latest and most accurate assets.

Core Features to Look For

When evaluating potential artwork proofing tools, consider the following essential features:

1. Centralized Asset Management

Choose a solution that offers a centralized digital library for all packaging artwork files. This ensures easy access, better version control, and reduces the risk of using outdated assets.

2. Real-Time Collaboration & Annotation

Your tool should allow multiple users to review and annotate artwork in real time. Built-in tools for markup, side-by-side comparison, and threaded comments streamline feedback and make it easy to track changes.

3. Automated Approval Workflows

A robust artwork workflow software automates the routing of designs to stakeholders. Look for customizable workflows based on roles, deadlines, and project types. Automation reduces manual tracking and missed steps.

4. Version Control & Audit Trails

The ability to compare current and previous versions is vital. A detailed audit trail provides visibility into who made changes, what was changed, and when. This is critical for regulatory compliance and quality assurance.

5. Compliance Support

Regulated industries like pharmaceuticals, food and beverage, and cosmetics must meet stringent labeling requirements. Choose software that supports compliance checks and validation to meet regulatory standards.

6. Integration Capabilities

Your packaging proofing software should integrate with existing tools—whether that’s project management platforms, DAM systems, or artwork creation software. This helps unify your entire packaging ecosystem.

7. Scalability and User Access Control

As your business grows, your artwork solution should scale with you. Ensure the tool supports multiple brands, product lines, and user roles with fine-grained access control.

Common Challenges Solved by Proofing Software

Implementing a powerful label and packaging proofing system addresses many of the challenges companies face, such as:

• Miscommunication between teams: Centralized comments and tasks eliminate the back-and-forth email chaos.

• Errors from outdated files: Version control ensures everyone is working from the most recent design.

• Missed deadlines: Automated workflows keep projects on track.

• Compliance risks: Built-in auditing and approval trails simplify inspections and reporting.

  
  

How Cway® Software Stands Out

Cway® is a leading artwork proofing solution designed to meet the needs of brand owners, packaging designers, compliance teams, and marketing departments. Here’s how Cway® platform makes a difference:

• Centralized artwork management: All packaging assets are stored and managed in one place.

• Smart proofing tools: Teams can review, annotate, and approve artwork online in real time.

• Approval workflow automation: Stakeholders receive automatic notifications and can track review progress.

• Audit and compliance: Full version history and comment logs support internal audits and regulatory compliance.

• Role-based access: Whether you're a brand manager or legal reviewer, Cway® provides customized access and workflows.

Real-World Example: How Mills Transformed Their Packaging Workflow

At Mills, one of Norway’s most well-known food companies, the team handles a lot of packaging—from spreads and dressings to ready-made meals. With so many products and different brands, keeping everything on track was getting harder, especially when it came to CGI images for their packaging.

The old way of working was slow and messy. Product managers had to send email requests for CGIs, coordinate with an external vendor, double-check file formats, and track down approvals from different people. Each step was disconnected, and every small delay added up. It wasn’t unusual for the CGI part to hold up the whole project.

When Mills started using Cway®, that all changed.

Now, when the team kicks off a new packaging project, they can request CGI images right inside the system. Everything happens in one place—from creating the artwork to getting the CGIs approved. As soon as the artwork is ready, the CGI files are generated automatically and uploaded to Cway®. No back-and-forth, no waiting around. Everyone who needs to review them gets notified, and approvals happen much faster.

The result? CGI images are now ready 2 to 4 weeks earlier than before. Product managers no longer have to manage everything manually or chase down updates. Everything is stored and tracked in one place, and the whole process just feels smoother and more reliable.

For Mills, it’s not about fancy features—it’s about making daily work easier, faster, and less frustrating. And with Cway®, that’s exactly what they’ve done.

Want to see how other brands are improving their packaging process? Check out more real-world case studies

Who Benefits from Label and Packaging Proofing Software?

• Brand Managers: Gain visibility over packaging timelines and ensure consistency across markets.

• Packaging Designers: Eliminate repetitive feedback and focus on creative tasks.

• Compliance Managers: Easily track approvals and ensure documentation is ready for audits.

• Marketing Teams: Accelerate time-to-market and launch campaigns with confidence.

• External Partners: Agencies and printers get clear, final files without version confusion.

  
  

The Future of Artwork Lifecycle Management

The packaging industry is evolving rapidly, and so are the tools that support it. Digital proofing is no longer optional—it’s the new standard. Leading organizations are investing in integrated artwork solutions that combine digital asset management, workflow automation, and compliance into one seamless experience.

By adopting an all-in-one platform like Cway®, businesses can modernize their entire packaging artwork lifecycle, reduce costs, and improve speed to market.

Final Thoughts

Finding the right label and packaging proofing software doesn’t have to be complicated. It’s about choosing a tool that helps your team stay organized, communicate clearly, and avoid unnecessary delays. The best solutions, like Cway®, bring everything into one place—from artwork creation to approvals and final delivery—so you can focus more on launching great products, not managing emails and files.

If you're wondering what a smooth, real-world approval process actually looks like in action, we’ve broken it down here: packaging approval workflow that works. It’s a short read, full of practical tips and real examples that can help you improve your own process.