Printing Your Own Asset Tags: In-House vs Outsourcing

In-house asset tag printing becomes the better option when any of the following apply: your asset register changes regularly as new equipment arrives, you need tags on short notice rather than waiting for a supplier, your numbering sequences or barcode content change between batches, or you operate across multiple sites where each location needs slightly different label content.

The trade-off is straightforward. In-house printing requires an upfront investment in either a dedicated asset tag printer or compatible label stock for your existing office laser printer. In return, you gain the ability to produce printable asset tags whenever you need them, in whatever quantity, with whatever content, and with no minimum order.

Outsourcing makes more sense when you have a large, one-off tagging project with a fixed specification, when you do not yet have printing equipment, or when you simply prefer to receive finished labels ready to apply. Neither route locks you in. Many organisations start with a pre-printed batch to cover their existing estate, then bring printing in-house for ongoing day-to-day labelling as new devices arrive.

Silver Fox® supports two distinct in-house printing approaches. The right choice depends on the volume of labels you produce, the range of label types you need, and the environments your labels will face.

Route 1: Laser printing with your office printer

Silver Fox® produces nine laser-printable label types that work with a standard office laser printer. These include Prolab® P/TAG Equipment Labels on pre-cut A4 and A5 sheets, self-laminating wrap-around cable labels, Legend™ Laser Tie-On Cable Labels, fibre optic flag labels, patch panel labels, Legend™ Laser 2-Part System Cable Markers, and Prolab® Patch Wiring Block Labels.

The laser route requires no specialist equipment. If you already have an office laser printer, you can start printing asset tags and cable labels immediately. This makes it the lowest-barrier entry point for organisations that need printable asset tags without investing in dedicated hardware. Design and layout is handled through Labacus Innovator® software, with the Lite tier available free for life.

Route 2: Thermal transfer with Fox-in-a-Box®

The Fox-in-a-Box® thermal transfer printer opens access to the full Silver Fox® label range. One printer, one ribbon, one software package handles over 200 label variations, from tie-on cable labels and wrap-around markers to the complete Prolab® asset label family: Low Profile, Raised Profile, Clear, and High Performance Tape.

Thermal transfer printing produces labels with superior durability compared to laser. The resin ribbon bonds to the label surface, creating print that is designed to resist abrasion, solvents, and UV exposure. For asset tags that need to survive industrial environments, site use, or outdoor exposure, thermal transfer is the stronger option.

The Labacus Innovator® software drives both routes. At Advanced and Professional tiers, it supports CSV import, Fluke Networks® LinkWare™ Live integration, AEM test data import, sequential numbering, and - at Professional level - barcodes, QR codes, and GS1® Data Matrix codes.

Not every organisation wants to bring asset tag printing in-house, and that is a perfectly valid choice. The Silver Fox® Pre-Print Service works like this: you provide your asset data, numbering scheme, and any barcode or QR code requirements, and Silver Fox® prints and delivers the finished labels to your specification from the Hertfordshire factory.

The Pre-Print Service is particularly useful in three scenarios. First, large initial rollouts where hundreds or thousands of items need tagging at once. Ordering a pre-printed batch means your team can focus on applying labels rather than producing them. Second, organisations that do not yet have a Fox-in-a-Box® system and want professionally produced labels without an equipment investment. Third, one-off projects with a fixed specification where the content will not change.

Because Silver Fox® manufactures all labels at its UK factory, the Pre-Print Service uses exactly the same materials and print quality as in-house Fox-in-a-Box® output. The labels are identical - the only difference is who operates the printer.

The decision between in-house and outsourced asset tag printing is rarely about which is better in absolute terms. It depends on how your organisation uses labels day to day.

Speed and turnaround

In-house printing gives you labels in minutes. A Fox-in-a-Box® system prints at 100mm per second, meaning a batch of asset tags can be ready and applied the same day a new piece of equipment arrives. With the Pre-Print Service, turnaround depends on order complexity and quantity, but you are working to a delivery schedule rather than printing on demand.

Design flexibility

If your label content changes frequently - different numbering for different sites, updated QR code destinations, revised company branding - in-house printing lets you make those changes instantly. With outsourced printing, each design change requires a new order. For fixed-content labels that stay the same across thousands of items, this distinction matters less.

Material range

The laser route gives you access to nine label types suitable for indoor and light-duty use. Fox-in-a-Box® thermal transfer opens the full range, including Raised Profile labels designed for demanding environments where standard adhesive labels may not maintain long-term adhesion. The Pre-Print Service can produce on any material in the Silver Fox® range, so outsourcing does not limit your material options.

Barcode and QR code capability

Both routes support barcodes, QR codes, and GS1® Data Matrix encoding. In-house printing requires Labacus Innovator® Professional, which generates all code types directly within the software. For the Pre-Print Service, you supply the data and Silver Fox® handles the encoding. As explained in our guide to barcodes and QR codes on labels, choosing the right code type depends on the amount of data you need to encode and whether smartphone scanning is a requirement.

Beyond asset tags

One advantage of bringing printing in-house is that the same equipment handles more than just asset tags. A Fox-in-a-Box® system that prints Prolab® Raised Profile asset labels also prints cable tie tags, wrap-around markers, heatshrink, valve tags, and equipment labels. The investment serves multiple labelling needs across the organisation, not just asset tracking. As covered in our guide to choosing an industrial label printer, the economics improve significantly when the same system replaces multiple labelling workflows.

What is the best label printer for asset tagging?

For organisations that need to print asset labels alongside cable markers and equipment labels, Fox-in-a-Box® is designed specifically for industrial labelling. It handles the full Silver Fox® label range from a single system. For lower-volume asset tagging in office environments, a standard laser printer with Prolab® P/TAG Equipment Labels on A4 or A5 sheets is a practical starting point.

Can I print QR code asset tags in-house?

Yes. Labacus Innovator® Professional generates QR codes, barcodes, and GS1® Data Matrix codes directly within the software. These print on both laser and thermal label stock. At Professional level, you can also import asset data from spreadsheets and generate sequential numbering automatically.

How do I asset tag equipment across multiple sites?

Two practical approaches work well. Either centralise printing at head office and distribute finished labels to each site, or place a Fox-in-a-Box® at each main location so site teams can print on demand. Many organisations use the Pre-Print Service for the initial rollout across all sites, then keep a Fox-in-a-Box® at the busiest locations for ongoing tagging.

Are there asset tagging companies that handle the whole process?

Silver Fox® offers the Pre-Print Service as a complete print-and-deliver solution. You supply your asset data and numbering scheme, and Silver Fox® produces finished labels at its Hertfordshire factory to your exact specification. For organisations that need help designing their asset tagging system, the Silver Fox® sales team can advise on material selection, label sizing, and code type choices.

Do I need different labels for indoor and outdoor assets?

Generally, yes. Indoor assets in controlled environments can use laser-printed P/TAG Equipment Labels or Prolab® Low Profile labels. Assets exposed to weather, UV, chemicals, or heavy handling benefit from Prolab® Raised Profile labels or a Clear label applied over Raised Profile as a protective lamination layer. The IT equipment labelling guide explains the escalation ladder in detail.