Software For Publishers Explained

What is publishing software?

Software for publishers refers to the digital tools used throughout the publishing lifecycle, from ideation and content creation to production, post-production, distribution, and analytics. 

When you publish proprietary content in fields like legal, medical, and academia, managing production workflows and delivering high-quality output via multiple channels is no easy feat. Depending on the size and scope of your publishing operation, your tech stack might include:

• content management systems (CMS)
• digital asset management (DAM) platforms
• editorial workflow tools
• e-learning platforms
• AI enrichment software
• publishing automation solutions

According to Mark, “If you want to gain control of your publishing lifecycle, you need tools that manage everything from early market research and author contracting to preparing and publishing content across channels. That’s where publishing software comes in, but few tools handle the production and post-production phases well.”

Which types of software do publishers use?

The publishing tech stack typically includes:

• Project management and planning tools: For scoping content needs, assigning tasks, tracking deadlines
• Manuscript editing and authoring software: Tools like Microsoft Word or Google Docs, often extended via plugins or integrations
• AI Tools: For enrichment, translation, summarization, or metadata generation
• Production systems: For layout, formatting, metadata, and multichannel output
• Learning Management Systems (LMS): Used in e-learning and academic publishing to distribute content
• Digital publishing platforms: For journals, books, and articles, ranging from EPUB generators to full-service publishing platforms

The challenge? These tools often live in silos, requiring manual updates and data transfers that slow down production and introduce errors. It can also be expensive to run multiple software licenses at the same time.

What’s the best desktop publishing software?

Desktop publishing software (DTP) is another type of software for publishers that handles page design and layout for digital and print-ready publications. 

Microsoft Publisher is one of the best known examples of DTP software, but after the announcement that it will be retired from 2026, many organizations are seeking alternative solutions. Here are 5 to consider:

1. Adobe InDesign

Adobe InDesign is the industry’s gold standard for high-end page design, trusted by global publishers, marketing agencies, and design teams. With deep integration into Adobe Creative Cloud, it’s built for precision typography, sophisticated layouts, and seamless collaboration. Whether you’re producing a glossy magazine, a multipage brochure, or an interactive digital publication, InDesign provides the depth and flexibility to execute your vision exactly as planned.

For

• Unmatched typographic control and layout precision.
• Tight integration with Photoshop, Illustrator, and other Adobe tools

Against

• Subscription-only pricing can be steep for smaller teams.
• The learning curve can be challenging for casual or occasional users.

2. Affinity Publisher

Affinity Publisher has quickly gained a loyal following for delivering powerful publishing tools at a fraction of the price of many competitors. It offers professional-grade typography, master pages, and preflight checks, plus integration with Affinity Photo and Designer for a smooth, all-in-one creative workflow.

For

• One-time purchase with no ongoing subscription fees.
• Solid integration with other Affinity apps for editing images.

Against

• Lacks advanced automation features for publishing workflows.
• Fewer third-party plugin options compared to other industry players.

3. Scribus

Scribus is an open-source desktop publishing solution that punches above its weight, especially considering it’s completely free. It offers robust page layout tools, CMYK color support, and PDF export, making it a viable choice for budget-conscious publishers and educators. While it’s not as refined as premium options, its value is undeniable for those willing to work around its quirks.

For

• 100% free and open-source.
• Strong PDF export and print-ready color management.

Against

• Interface feels dated compared to modern competitors.
• Some advanced layout features are limited or hard to use.

4. QuarkXPress

Once the king of desktop publishing, QuarkXPress still has a dedicated base of professional designers who value its powerful print and digital publishing capabilities. It supports a wide range of file formats, offers strong typographic controls, and includes built-in tools for creating responsive HTML5 publications.

For

• Great balance of print and digital publishing tools.
• Long history and proven reliability in professional environments.

Against

• Price point is higher than some equally capable modern alternatives.
• User interface and workflow can feel less intuitive for new users.

5. Lucidpress (Marq)

Lucidpress, now rebranded as Marq, is a web-based publishing platform aimed at teams that need quick, brand-consistent output without heavy desktop installations. It’s particularly strong for marketing departments and distributed teams thanks to its template-locking and cloud-based collaboration features.

For

• Easy, cloud-based collaboration with brand management tools.
• Accessible from anywhere without software installation.

Against

• Less powerful for complex, highly customized layouts.
• May not handle huge file sizes smoothly as other solutions.

What’s the best production and post-production software?

While there’s no single ‘best’ software, publishers should look for platforms with the following production-ready features:

Successful publishing platforms, like PublishOne, don’t try to change author behavior. Instead, they integrate directly with Word and other popular word processing tools to enable seamless editing, structured formatting, and real-time updates without ever leaving the author’s comfort zone.

How do publishers use PublishOne?

PublishOne specializes in streamlining content creation to the pre-publication phase. It brings authors, editors, and content managers together in a structured environment while enabling output to multiple platforms, all from a single source of truth. Here’s how PublishOne supports modern publishing workflows:

Case 1: Easy content creation in familiar tools

Large-scale content providers such as Royal Boom use PublishOne to enable both internal and external authors and editors to work comfortably in Word while enforcing consistent structure and editorial standards. The result? Faster content creation with fewer errors and less time spent onboarding external contributors. “PublishOne allows authors to just click ‘edit’, write in Word, and save, without needing to know anything about the underlying structure,” says CTO Mark Hünneman. 

Case 2: Fast and efficient conversion

Whether it’s Word, XML, or any format in between, PublishOne ensures content flows cleanly into the platform, quickly and accurately. Take the example of UWV (the Employee Insurance Implementation Institute) which ensures expert and efficient implementation of employee insurance policies. Around 20,000 employees depend on up-to-date manuals and work instructions. Accessed via a Manual Portal, these guidance documents need regular and reliable updates. Using a PublishOne workflow, editors make updates in Word and then convert content to any required format in just a few clicks.

Case 3: Publish from one central location

Companies offering educational content, including Vapro and Berghauser Pont, usually manage diverse portfolios of content across multiple use cases, from online courses to printed manuals. With PublishOne, they centralize content management, apply version control, establish collaborative workflows, and enrich content with AI, all without the need for direct editing in an LMS. “PublishOne gives you a foundation layer. Without it, your entire publication management stack is incomplete,” Mark explains. 

Learn more about how that works in our blog: Give Educational Content Creators An Easier Way To Create And Collaborate 

A future-proof software for publishers

There’s no single tool that manages every part of the publishing process, but the digital tools you choose for production and post-production are often the most critical. 

PublishOne positions itself at the heart of the content creation, management, and publication stages, bridging the gap between editorial teams and content delivery systems. 

It gives publishing teams the speed, control, and flexibility they need to deliver high-quality, multichannel content at scale, while working in the tools they already love. 

Explore how PublishOne easily integrates and enhances your favorite publishing software with a product demo.