Printing Estimate Software – What You Need To Know

Printing Estimate Software


In the print business, it is common to see that many printers need help with accuracy, speed, and control over their operating costs and estimates. Slow manual processes, disparate data, and other factors affect the estimator’s ability to produce estimates on time and in a profitable time frame. The estimating bottleneck is a very similar situation, where the clients/customers wait for weeks to receive a custom quote and then have to choose a different means, in this case, a different print shop.

Unmanaged printing costs can add between one to three percent of an organization/company’s total revenue. According to Keypoint Intelligence, a well-known company in the digital imaging industry, ninety percent of companies fail to track their printing costs. This means that many organizations are missing out on the significant savings associated with printing costs and environmental management.

Obviously, there are many reasons behind these common printing estimate mistakes; in the end, it all boils down to the technology and processes involved in the whole printing cost calculator business. The best way to reduce time and mistakes made in the due processes and improve the quoted accuracy is to consider investing in print estimating software.

Why Use A Printing Cost Calculator?

As we know, pricing is a crucial aspect of the printing business. It affects the key performance indicators, be it the profit margins, customer/client trust, or conversion rates.

Clients frequently need help in creating accurate cost estimates. As discussed before, there could be several factors behind it, with each scenario having different outcomes. Even with the dynamic pricing, the challenge levels itself up, which is by far one of the factors that may affect the results adversely, which is an inaccurate estimation.

Also, the traditional way will only increase drawbacks, which is why adopting the idea of the usage of reliable tools to take care of cost and its estimation is the way to go. It is more accurate and can increase time and cost efficiency, hence giving faster results.

To overcome the mentioned issues is why you need a printing cost calculator. A printing cost calculator takes the guesswork out of the whole process of creating estimations for any project. It helps to set the pricing according to budget, which might change based on quality or quantity parameters. It could be the type of fabric/paper used, its dimensions, and the area of the product, among others.

Here are some ways you can maximize your profits while using a printing cost calculator:

  1. Helps to make the overall process highly optimized
  2. Helps to increase the profitability factors by pinpointing places where you could take cost cuts
  3. Reduced costs mean more leftover budget for company marketing or equipment maintenance, hence better product quality and distribution.
  4. A better product, in turn, gives you a happier and more satisfied customer, ensuring return purchases.

But before doing so, let us look at how the cost finalized has different aspects.

Cost Finalization and Its Aspects

The cost finalized under a printing estimate goes through a lot of definitive planning and correction. Given that it is much more than just the cost of a job, it involves the steps of how to estimate pricing costs according to the client’s needs, using the best possible printing cost calculator to keep every cost in check, creating a preliminary production plan based on the specifications are provided to the printing cost calculator via the client, which should be within the estimate under a blueprint for how the end product(s) are going to be produced.

It should be obvious by now that the printer should be given plenty of time to work on the estimate as it can be very complex and, as such, may also take several days to complete. It will be more delayed if the printer is working with multiple projects simultaneously via other clients. The work profile detail by those clients may need a t-shirt pricing calculator, overall print shop price calculator, photo print pricing price calculator, and web-to-print work.

Overall, a rushed estimate not only has the probability of being incorrect, but it also may end up in favour of another printer or calculator’s favour, making you lose out on a client, as they make sure that they attempt to make sure that the given estimate covers the cost on the job.

Hence, the more time given to work on the estimate, especially if it is a large job, the more they have to fine-tune and correct the final price. And from the client’s side, this process may include getting special pricing on paper, adjusting schedules, or building up alternatives that can save significant money. Before using a tool to enhance your printing cost calculator capabilities, it is essential to look at the steps for getting the best possible cost under the least possible timeframe.

Things You Should Know To Get Estimates Quicker

As of now, we are through with the aspects of cost finalization and how to print estimate software can streamline the whole process and make handling a more extensive clientele easier while maintaining cost accuracy and speedy results.

Following are the things you need to know before getting a cost calculator on your work case:

●          Quantity

How many estimates do you need? It is essential to consult your print representative before counting multiple quantities. You may need clarification on how many you need, and you may need more if your cost unit drops low enough to require another estimation. Quantity breaks are to be taken into count before consulting.

●          Overs/Unders

Will you be ready to pay over or under the estimate? If the print cost calculator is investing time and effort to plan it all out for you, then they should be made aware that your work is for a fixed price or a higher or lower end may be considered in terms of deadlines or on-time estimates.

●          Size 

If the job has different sizes, for example, a flat and finished size, make sure to indicate both.

●          Packaging and Distribution 

Is the final product going to be delivered on pallets? Or will the entire consignment will be shrink-wrapped unit-wise packages? How many packages can be considered? Or will they be unit-packed in cartons? All of these aspects must be considered as well.

●          Due date

A job with no deadline/due date is subject to unassured results.

●          Budget 

If you have a pre-designed budget, it is essential to mention it. If you have costs out of hand in case of a change in the equipment used, you will have to consider that in the time frame, and the sooner you have an accurate estimate, the sooner it is possible to let your calculator know. Thus, making the process error-free and efficient, hence better for you and the design process.

All of these factors will affect the overall cost estimate and the quality of the end product. A better end product always means an enhanced level of customer satisfaction. It is best to consider all the factors, but at times, it is possible to miss out on some; now, we will look at the additional factors that may affect the cost estimation.

Additional Factors That Impact Cost-Per-Print

Considering all the factors at first, you might think that all the expenses you may encounter are obvious, which would most likely be equipment, service, and supplies. They are the critical side of the production part, but they only paint half the picture of the whole process.

True print production costs also include soft costs, which include employee burden rates and the lifetime of the equipment. Let us go ahead and take a look at all the expenses that make up your true printing costs:

  1. Equipment: This includes the cost of acquisition, which may be a purchase price, leasing price, or a cost-per-page agreement. The costs may vary with an additional factor or two on the fabric side.
  2. Supplies: this is an ongoing expense that includes toner, developer, paper, and other print media, staples, binders, and more. The only difference is when taken over to the fabric side, a t-shirt price calculator will have to account for fabric colours, developers, colour binders, and chemicals.
  3. Service/maintenance: Monthly service agreements or one-time maintenance charges.
  4. Burden rates: the time spent by employees to fix equipment, set it up, order supplies, schedule management, and maintenance, among others.
  5. Lifecycle of equipment: depreciating quality, plus the availability of new and better technology to replace the currently employed equipment.

Gathering all of this information may be time-consuming. Still, it is essential to understand exactly what the cost factor will be and hence exactly what you will end up paying for printing.

Print Cost Estimating Software

It is an advanced application that can help, providing you with a fast and accurate way of getting quotations to streamline the print estimation task and maximize business profitability. The tool uses the given data to simplify daily operations, innovate printing methods, reduce labor costs, boost productivity, and enhance the overall customer experience.

Besides that, most printing cost software tools come with comprehensive and modern MIS capabilities and other advanced features such as digital proofing, email notifications, multiple platforms support, and inventory management, among loads of other features, which help manage business and production activities effectively. The software enables printing service establishments to offer customized pricing for specific products and access information from anywhere using any device.

The best printing cost estimation system enables you to easily produce estimates and helps you gain more clients. Without a proper solution, the chances of creating errors increase, leading to a hike in the overall costs endured. Choosing the best printing estimate software is easier when you have a list of capable software that has assured results while keeping in mind the necessary filters, which are features, deployment model, pricing, and materials. This software also needs to be ensured with genuine reviews from real users.

The top-reviewed ones include Ordant, wp2print, MyQ X, Page DNA, InfoFlow Print, and shopVOX. All of these software tools have additional MIS capabilities while being accurately designed to handle printing estimate calculations. They are no less than industry-standard software tools, and they all come with a high amount of positive feedback from printing cost calculators.


The first estimate given to you as a client is usually the one that will be accepted at hand, provided that the cost included for the project is within reason. This is where different software can help increase the speed and efficiency of your estimates with enhanced estimating capabilities. Be it setting different pricing strategies to knowing the overall and specific substrate flexibility, and you will learn every aspect that it takes to simplify the estimating processes while also knowing how to boost profit margins.

Be it a t-shirt pricing calculator, a photo print pricing calculator, or a web-to-print establishment, the use of a print shop price calculator can enhance the process for both a client and the calculators who can now handle multiple clientele and maintain the quality and efficiency of the work they do. 

Tools available for making the process more streamlined and efficient must be chosen carefully, as the general product design may restrict specific tools from giving you the best possible estimates. It is still necessary to have a human touch to the whole process, as software may account for the cost estimates, but the errors involved may need to be spotted by someone with a keen sense of the overall process.

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