Variable Data Printing Examples for High-Volume Transactional Workflows

Variable data printing examples are often discussed in the context of direct mail. These efficient workflows provide organizations with a way to better connect with their customers.

What’s less discussed, however, are variable data printing workflows involving transactional documents.

VDP allows elements in a file to change from one piece to the next without the presses stopping or slowing down. Printing transactional records involves changing data fields like names, addresses, and financial information for each individual document, at scale. Without variable data printing, these workflows would be extremely difficult to implement.

But what does this look like in practice?

Read on to see 5 examples of variable data printing across industries.

Variable Data Printing Example #1: Statements

Statements are one of the most common examples of variable data printing workflows. These documents are printed across sectors such as finance, healthcare, banking, insurance, and government, among many others.

In a typical workflow, data is pulled from a core database and mapped onto a template.

Layout and branding usually remain consistent in these workflows, but the textual data fields change dynamically for every recipient. Names, addresses, account numbers, transaction histories, balances, payment activity, and due dates may all populate uniquely for each individual as the press continues running at full production speed.

Statement production requires strict data integrity and sequencing controls. When statements contain multiple pages, files are processed in a way that keeps every page associated with an individual account together. Tracking barcodes, inserter controls, and reconciliation processes are often built into the workflow so that each envelope contains exactly the correct pages for the correct recipient. These control steps reject out of sequence documents, helping prevent misinserts.

Accurate and well-formatted statements provide consumers with transparency into financial activity, medical charges, or government services. They clearly communicate next steps, payment obligations, or required actions. For mailing organizations, variable data printing makes it possible to efficiently produce thousands of unique records while maintaining compliance, reducing manual intervention, and minimizing costly reprints.

Variable Data Printing Example #2: Bills and Invoices

Bills and invoices are frequently printed with VDP for organizations in the finance, healthcare, insurance, and utility sectors, among others.

In this type of variable data printing workflow, each mailpiece is dynamically populated with information such as customer names, service addresses, line-item charges, usage data, policy numbers, invoice numbers, payment terms, and total amounts due.

Utility bills may include usage graphs that change monthly. Finance-related invoices might incorporate late fees, credits, or installment calculations unique to the recipient. These changing data elements must be carefully mapped onto each document, providing clients and customers with accurate information.

For recipients, clear and accurate invoices reduce confusion and can help accelerate payment timelines. For organizations, variable data printing streamlines high-volume billing cycles.

Variable Data Printing Example #3: Healthcare Explanation of Benefits (EOBs)

Healthcare Explanation of Benefits (EOBs) are detailed summaries explaining how a claim was processed by an insurance provider. They contain protected health information (PHI), and thus must be printed and handled in ways that comply with HIPAA.

In an example VDP workflow, claims data flows into a structured document template. Each piece is dynamically populated with information such as patient names, member IDs, provider information, procedure codes, dates of service, billed amounts, allowed amounts, deductibles, copays, coinsurance calculations, and appeal instructions.

Healthcare EOB workflows must be HIPAA-compliant. HIPAA compliance in healthcare printing involves enacting administrative, physical, and technical safeguards to keep protected health information (PHI) secure. Administrative measures involve preventing those without proper authorization and training from gaining access to PHI. Physical protocols include restricting access to locations and workstations containing PHI. Technical safeguards include the maintenance of audit trails for medical records and the use of multi-factor authentication systems for digital documents.

For members, a clearly structured EOB helps explain what was covered, what was discounted, and what financial responsibility remains. For healthcare providers, variable data printing supports large-scale claims communication while maintaining compliance with HIPAA and other regulatory requirements.

Variable Data Printing Example #4: Ballots

In ballot printing workflows, voter data is pulled and mapped into ballot templates tied to specific districts, precincts, or jurisdictions.

The contests and referendums printed on each ballot can change depending on a voter’s address. Names, barcodes, precinct identifiers, and ballot style codes are dynamically generated so that each voter receives the correct version for their location.

A single election may involve dozens or even hundreds of ballot styles, each corresponding to different combinations of local, state, and federal contests. With VDP, the appropriate ballot style is selected and printed for each individual ballot, without the need to stop the press between versions.

For voters, properly produced ballots provide access to the correct contests and streamline the voting experience. For election administrators, variable data printing supports large-scale ballot production while maintaining traceability, security, and accountability.

Variable Data Printing Example #5: Kitting

Kitting workflows, such as tax packets or policy renewal kits, are an example of variable data printing in use for multi-piece mailings.

In these workflows, data from internal systems determines not only what prints on each page, but also which documents are included in a recipient’s overall package.

Variable data printing works in tandem with automated inserting equipment to ensure the correct combination of documents is assembled into each envelope. Tracking barcodes placed on every page and insert confirm that each kit is complete and matched to the correct individual before it leaves the facility.

For recipients, properly assembled kits simplify complex processes by consolidating all necessary materials into a single, personalized package. For organizations, variable data printing enables scalable production of highly customized mailings without manual sorting or assembly.

D4 Solutions: Your Variable Data Printing Partner

A commonality between these variable data printing examples is the need for VDP workflows that are secure, accurate, and efficient. D4 Solutions provides these workflows.

Our processes are HIPAA and SOC 2 Type II audited, with a 99.99% operational accuracy rate in terms of quality and on-time delivery. We prioritize open communication and work with your organization to develop solutions that meet your exact needs and your exact deadlines.

Reach out now to speak with one of our print and mail experts about your project.