Many Windows applications are built around printing. They can generate reports, invoices, service documents, forms, and other business documents, but they may not provide a good way to export those documents directly to PDF.
In some businesses, users have to print thousands of pages every month even though they only need digital PDF files.
VeryPDF can develop a custom Virtual PDF Printer Capture solution that captures Windows print jobs, converts them to PDF, saves the PDF files automatically, and prevents the original print job from producing physical output.
The basic idea is simple:
Windows Application
↓
Print Job
↓
VeryPDF Virtual PDF Printer
↓
Capture Print Job
↓
Create PDF
↓
Save PDF File
↓
No Physical PrintingThe existing application can continue using its normal Windows printing process. The custom VeryPDF solution handles the PDF creation and prevents unnecessary paper printing.
What Is a Virtual PDF Printer Capture Solution?
A Virtual PDF Printer works like a normal Windows printer, but instead of sending a document to a physical printer, it captures the print output and creates a PDF file.
This is useful when an application has a Print function but does not have a suitable Export to PDF function.
For example:
Normal Printing:
Application → Physical Printer → Paper
Virtual PDF Printing:
Application → VeryPDF Virtual Printer → PDF FileThe application does not necessarily need to be changed.
This makes virtual printer technology especially useful for third-party, legacy, server-based, and business applications that rely on the Windows printing system.
Capture Windows Print Jobs Without Printing on Paper
One of the main purposes of this solution is to eliminate unnecessary physical printing.
A typical workflow may look like this:
Application
↓
Generate Report
↓
Send to Printer
↓
VeryPDF Captures Print Job
↓
Convert to PDF
↓
Save PDF
↓
Block Physical PrintingThe user ultimately receives a PDF file instead of printed pages.
This can help companies avoid:
- Paper costs
- Toner costs
- Printer maintenance
- Manual scanning
- Manual PDF creation
- Storage of printed documents
- Staff time spent handling paper
Instead of:
Print → Paper → Scan → PDF
the workflow becomes:
Print → Capture → PDF
Stop the Original Print Job
In some projects, creating a PDF is only part of the requirement.
The customer may also need to make sure that the original print job does not reach the physical printer.
The customized VeryPDF solution can be designed to capture the print job and prevent physical printing.
For example:
Windows Application
↓
Print Job
↓
VeryPDF Virtual Printer
↓
Capture
↙ ↘
PDF Block
↓ Physical
Save PrintingThe application still performs its normal print operation, but the final result is a digital PDF instead of paper.
This is useful for companies that need to process a large number of documents but do not actually need physical copies.
Keep the Same Printed Layout
For many business applications, simply converting text into PDF is not enough.
The PDF needs to match the application's normal printed output.
This may include:
- Page size
- Page orientation
- Margins
- Text position
- Fonts
- Tables
- Borders
- Logos
- Images
- Headers
- Footers
- Page numbers
- Page breaks
- Multi-page layouts
This is one of the main advantages of capturing the application's print output.
Instead of trying to extract information from the application's database and rebuild the document, the PDF printer works with the output that the application already prepares for printing.
For applications with complex printed reports, this can be a much more practical approach.
Example: Reynolds & Reynolds EOM Reports
A good example is a Reynolds & Reynolds automotive management system used by a dealership.
A customer may need to process all service documents generated during the month. The reports may need to be captured directly from the application, converted to PDF, and kept in the same format as the printed documents.
For example, the customer may need to process approximately 2,000 pages each month.
However, the customer does not actually want those documents to be printed on paper.
A custom Virtual PDF Printer Capture solution can provide a workflow such as:
Reynolds & Reynolds
↓
Monthly Service Documents
↓
Windows Print Jobs
↓
VeryPDF Virtual PDF Printer
↓
Capture Print Output
↓
Convert to PDF
↓
Save PDF Files
↓
Prevent Physical PrintingThe Reynolds & Reynolds application can continue using its existing printing process.
The VeryPDF solution captures the print output and creates the required PDF files.
This approach does not require VeryPDF to access or modify the Reynolds & Reynolds server or application itself.
The key requirement is that the application sends the documents through the Windows printing system.
Batch Print Thousands of Pages Without Paper
Many business applications support batch printing.
For example, an end-of-month process may generate hundreds or thousands of pages.
Normally:
Batch Reports
↓
Printer
↓
2,000 Pages of PaperWith a Virtual PDF Printer:
Batch Reports
↓
VeryPDF Virtual Printer
↓
PDF FilesThe documents can be captured digitally without producing 2,000 pages of paper.
For businesses that process large monthly reports, this can make the document workflow much easier to manage.
Automatically Save PDF Files
A custom solution can automatically save the generated PDF files to a predefined folder.
For example:
C:\Reports\2026\08\or:
D:\EOM Reports\2026-08\The output location can be configured according to the customer's workflow.
The solution can also be designed to create folders automatically based on information such as:
- Date
- Month
- Customer
- Department
- Document type
- Project
- Report type
The exact rules depend on the customer's requirements.
Automatically Name PDF Files
Automatic file naming can be another important part of a custom print-to-PDF workflow.
For example:
ServiceReport_10001.pdf
ServiceReport_10002.pdf
ServiceReport_10003.pdfOr:
CustomerName_InvoiceNumber_Date.pdfOr:
RepairOrder_123456_2026-08-19.pdfVeryPDF can evaluate the available print job information and develop file naming rules based on the customer's requirements.
One PDF or Multiple PDF Files?
Different customers may have different requirements.
For example, 2,000 pages could be saved as:
| Requirement | Output |
|---|---|
| One PDF | One 2,000-page PDF |
| One document per PDF | Many smaller PDF files |
| One customer per PDF | Customer-based PDF files |
| One report per PDF | Separate report files |
| Custom rules | Customized PDF splitting |
Whether individual documents can be separated automatically depends on how the source application creates and sends the print jobs.
This should be tested using real print jobs from the customer's application.
Why Use a Virtual PDF Printer Instead of Screen Capture?
There are several ways to create digital copies of documents, but they have very different results.
| Method | Advantage | Problem |
|---|---|---|
| Screenshot | Easy for a single page | Not suitable for large documents |
| Screen capture | Captures what the user sees | Usually creates image-based output |
| Print and scan | Works with almost any printed document | Requires paper and manual work |
| Application API | Can provide direct data access | API may not be available |
| Virtual PDF Printer | Captures the application's print output | Requires Windows print compatibility |
A Virtual PDF Printer is especially useful when the application already produces the correct printed layout but does not provide a good PDF export feature.
Why Capture Print Output Instead of Rebuilding the Document?
Trying to integrate directly with a third-party application can be difficult.
The application may be:
- Closed-source
- Server-based
- An old Windows application
- Developed by another company
- Without a public API
- Using a proprietary database
- Difficult to modify
If the application already knows how to create the correct printed document, there may be no need to rebuild it.
The virtual printer can capture the application's existing print output.
This can reduce the amount of integration required.
Custom Windows Print-to-PDF Development
VeryPDF provides custom Virtual PDF Printer Capture development for specific business applications and printing workflows.
The custom solution can include:
| Custom Feature | Available |
|---|---|
| Windows print job capture | Yes |
| Convert print jobs to PDF | Yes |
| Block physical printing | Yes |
| Automatic PDF saving | Yes |
| Automatic file naming | Can be customized |
| Custom output folders | Can be customized |
| Batch print processing | Can be customized |
| PDF splitting | Can be customized |
| Application-specific workflow | Can be customized |
| High-volume print processing | Can be evaluated and customized |
The exact features are determined by the customer's application and requirements.
One-Time Custom Development
VeryPDF can develop a customized Virtual PDF Printer Capture solution as a one-time custom development project.
The solution can be built around your existing Windows application and printing workflow.
Depending on the project, the custom development may include:
- Virtual printer configuration
- Print job capture
- PDF conversion
- Physical print blocking
- Automatic PDF saving
- File naming
- Output folder management
- Batch processing
- Application-specific testing
- Deployment configuration
There is no need to publish a fixed price because every custom printing project can have different requirements.
Please contact VeryPDF for a custom quotation.
We can review your application, printing workflow, number of pages, PDF requirements, and automation needs before providing a quotation.
What Information Do We Need?
To evaluate a custom Virtual PDF Printer project, please provide as much of the following information as possible:
| Information | Example |
|---|---|
| Windows application | Application name and version |
| Printing method | Normal Windows printing / batch printing |
| Monthly volume | 2,000 pages/month |
| PDF output | One PDF or multiple PDFs |
| File naming | Customer + document number + date |
| Output folder | Local or network folder |
| Physical printing | Must be blocked |
| Print format | Must match printed output |
| Automation | Automatic or user-controlled |
| Sample output | PDF or printed document |
Sample print jobs or sample documents are especially useful for testing.
Can the Existing Application Continue to Work Normally?
In many cases, yes.
The goal of the custom solution is to allow the application to continue using its normal Windows print process.
The application sends a document to the virtual printer just like it would send it to a physical printer.
VeryPDF handles the print capture and PDF creation.
This means the customer may not need to change the source application.
Actual compatibility should always be tested with the specific application.
Can It Work With Legacy Windows Applications?
Potentially, yes.
A virtual printer approach can be useful for older Windows applications that have a reliable printing function but lack modern PDF export capabilities.
The key question is whether the application can send the required output through the Windows printing system.
A real print test is the best way to confirm compatibility.
Can It Process 2,000 Pages or More?
Yes.
A monthly workload of approximately 2,000 pages is a reasonable use case for this type of solution.
The actual processing speed depends on factors such as:
- Page complexity
- Fonts
- Images
- Print resolution
- PDF settings
- Windows hardware
- Application behavior
- Number of print jobs
For larger workloads, VeryPDF can evaluate the customer's actual print jobs and recommend a suitable configuration.
Can It Work With Network Printers?
This depends on the customer's printing setup.
The custom solution can be designed around a Windows printing workflow where the virtual printer captures the print job before physical output.
The exact network configuration should be reviewed during the technical evaluation.
Can It Replace Print and Scan Workflows?
Yes.
This is one of the most useful applications of a Virtual PDF Printer.
Instead of:
Application
↓
Print
↓
Paper
↓
Scanner
↓
PDFthe workflow becomes:
Application
↓
VeryPDF Virtual Printer
↓
PDFThe PDF is created directly from the application's print output.
Frequently Asked Questions
1. What is a Virtual PDF Printer?
A Virtual PDF Printer is a Windows printer that creates PDF files instead of sending documents to a physical printer.
2. Can VeryPDF capture Windows print jobs?
Yes. VeryPDF can develop a custom solution to capture print jobs sent through the Windows printing system and convert them into PDF files.
3. Can physical printing be blocked?
Yes. The custom solution can be designed to capture the print job and prevent the original job from producing physical output.
4. Does the application need to support PDF export?
No. The application can continue using its normal Windows printing function. The virtual printer captures the print output and creates the PDF.
5. Will the PDF match the printed document?
The goal is to preserve the application's printed formatting, including page size, layout, text, tables, images, and page breaks. Actual compatibility should be confirmed with sample print jobs.
6. Can a Virtual PDF Printer work with third-party Windows software?
Yes, provided the application sends its documents through a compatible Windows printing system.
7. Can PDF files be saved automatically?
Yes. The output folder and saving rules can be customized.
8. Can PDF files be named automatically?
Yes. Custom file naming rules can be developed based on the information available from the print workflow.
9. Can the solution process thousands of pages?
Yes. The solution can be designed for high-volume print workflows. The actual performance should be tested using real customer documents.
10. Can the solution process batch print jobs?
Yes. Batch printing can be supported depending on how the source application creates and sends the print jobs.
11. Can one print job create one PDF file?
Yes, depending on the application and print job structure. The exact PDF splitting rules can be customized.
12. Can one large print job be split into multiple PDFs?
This depends on how the source application sends the documents to the Windows print system. VeryPDF can evaluate the print jobs and determine the best approach.
13. Does VeryPDF need access to the application's database?
Not necessarily. A Virtual PDF Printer works with the application's print output and may not require direct access to its database.
14. Does the existing application need to be modified?
Usually, the goal is to avoid modifying the existing application. The application can continue using its normal Windows printing process.
15. Can this work with Reynolds & Reynolds?
Potentially, yes. If Reynolds & Reynolds sends the required reports through the Windows printing system, a custom VeryPDF Virtual PDF Printer solution can be evaluated for capturing the output and creating PDF files.
16. Can the solution prevent Reynolds & Reynolds documents from being physically printed?
Yes. The custom workflow can be designed to capture the print output, create PDF files, and prevent physical printing.
17. Can the solution be customized for an automotive management system?
Yes. VeryPDF can evaluate the printing workflow of automotive management software and develop a custom print-to-PDF solution when the required print output can be captured through Windows printing.
18. Is there an annual fee for custom development?
The custom development is offered as a one-time development project. Licensing and support terms depend on the final project requirements.
19. How much does custom Virtual PDF Printer development cost?
Custom development pricing depends on the application, printing workflow, PDF requirements, automation, and other technical requirements.
Please contact VeryPDF for a custom quotation.
20. How can I request a custom Virtual PDF Printer solution?
Contact VeryPDF and provide information about your Windows application, printing workflow, monthly print volume, PDF requirements, and whether physical printing needs to be blocked.
Sample print output is also helpful.
Need to Capture Windows Print Jobs and Convert Them to PDF?
If your Windows application can print documents but cannot export them directly to PDF, a custom Virtual PDF Printer Capture solution may be the right approach.
VeryPDF can develop a solution to:
Capture the Windows print job → Convert it to PDF → Save the PDF → Stop physical printing.
This can help businesses replace paper-based printing and scanning with an automated digital PDF workflow.
It can be used for business reports, invoices, service documents, automotive management systems, ERP software, accounting software, legacy Windows applications, enterprise reporting systems, and other applications that rely on Windows printing.
Contact VeryPDF to discuss your print-to-PDF requirements and request a custom development quotation.