A quote is worked out from quantity, paper and finishing, and on acceptance becomes a job order that moves through design, printing, finishing and delivery, so everyone knows where the order is and when it will go out.
A quote in minutes, a digital job order, a proof with recorded approval, and the margin on every order. A free trial on your real orders.
20 tasks1 FAQs
What the system does
Pricing table (set by the owner)
Pricing calculator
Quotes
Job order
Design and proof
Paper and materials
Outside work and delivery
Money
Tasks
01How do I use the Pricing Calculator to compute cost and price of a new print item across multiple quantities?
Open the Print shop and print orders menu then select Pricing calculator.
Enter the Size (width and height in mm or cm), select the Print product type, the Paper / material, and the Machine to use.
Specify sides (single-sided or double-sided) and number of print colors for front and back, and choose required Finishing options (cellophane lamination, spot UV, die cutting, folding, etc.).
In the Quantities field, enter comma-separated quantities (e.g.: 500, 1000, 5000).
The system immediately calculates pieces per sheet, total sheets required including makeready waste, machine runtime hours, plates, and applies profit margins according to quantity volume tiers.
Click the Create quote button to convert calculations directly into a formal draft quote for the client.
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Print shop and print orders › Pricing calculator
Permission needed
Print shop — Pricing calculator / Use the calculator
02How do I create a new print quotation with multiple quantity options for the customer?
Open the Quotes page and click the Create quote button.
Select the Customer; the system applies special client discount rates automatically if defined.
Specify the Valid until date, the Production days turnaround window, and the required Advance payment percentage.
Click Add item from calculator to insert the first print product with its distinct quantities and options, and repeat for additional lines.
Click Save to save the quote in Draft status.
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Print shop and print orders › Quotes · Create
Permission needed
Print shop — Quotes / Add
03How do I send the quotation to the customer via private link for electronic approval?
Open the saved quote and click the Send to customer action button.
If the customer has consented to messages and WhatsApp is active, the system sends an encrypted, signed private link.
The customer opens the link, chooses their desired quantity from offered alternatives, and clicks I approve the quote or Reject while submitting their name and signature.
If messaging channels are inactive, click Copy customer link to send the link manually.
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Print shop and print orders › Quotes · View
Permission needed
Print shop — Quotes / Send to customer
04How do I record customer approval on a quotation received via phone?
From the quote details screen in Quotes.
Click the Record approval (phone / WhatsApp) action button.
Select the quantity chosen by the customer, enter their name in Name of approver, and designate the channel (phone or WhatsApp).
Click Confirm; quote status transitions to Approved with staff member name and timestamp logged.
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Print shop and print orders › Quotes · View
Permission needed
Print shop — Quotes / Record customer response
05How do I grant an exceptional manual discount on a quotation?
Open the quote before sending and click the Manual discount action.
Enter the required Discount percentage.
Enter the mandatory Discount reason (e.g., price match competition or strategic client).
Click Save; total and tax recalculate automatically and the justification is attached to the quote record.
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Print shop and print orders › Quotes · View
Permission needed
Print shop — Quotes / Manual discount on quote
06How do I convert an approved quotation into production work orders?
Once the customer approves the quote, open the quote and click the Convert to work order button.
The system automatically creates a work order for every line item in the quote with approved quantities and technical specifications.
The system reserves required paper and materials from available inventory to prevent diversion.
If the customer exceeds their credit limit, conversion requires special permissions and confirming: I accept responsibility for accepting the order despite exceeding the limit.
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Print shop and print orders › Quotes · View
Permission needed
Print shop — Quotes / Convert quote to work order
07How do I track print orders flow via the Production Board?
Open the Print shop and print orders menu and choose Production board.
Jobs appear in vertical lanes representing production stages: Order Intake, Design, Proof Approval, Plate & File Prep, Printing, Finishing, Quality Control, Ready, and Delivered.
You can filter the board by machine or priority (urgent), and inspect order age and promised delivery date.
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Print shop and print orders › Production board
Permission needed
Print shop — Work orders / View
08How do I schedule machine operations and avoid scheduling conflicts?
Open the Machine schedule page from the system menu.
The grid displays planned operating hours for each machine (offset, digital, wide format) across the days of the week.
When scheduled work orders exceed a machine's daily capacity, the system triggers a visual bottleneck conflict alert to reschedule or rebalance work orders.
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Print shop and print orders › Machine schedule
Permission needed
Print shop — Work orders / Schedule on a machine and assign a supervisor
09How do I upload artwork files and send an electronic proof to the customer for approval?
Open the work order, go to the Files section, and click Upload file to upload artwork assets (PDF, AI, PSD).
In the Proof section, click the Send proof to customer button.
The system assigns a proof version number automatically (v1, v2, etc.) and transmits a signed link to the customer.
The customer opens the link to inspect artwork and clicks Approve Proof or Request Revision with comments and replacement files.
Customer approval automatically moves the job into the Plate and file preparation stage.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Proofs / Send to customer
10How do I waive proof approval for an order to start printing immediately?
If the client delivers print-ready press artwork or the job is an urgent exact reprint.
Open the work order and click the Waive proof approval button.
Provide the mandatory rationale in the Reason for waiver field (e.g., press-ready customer file with written approval).
Click Confirm to skip the proof approval stage and advance straight to prepress and printing.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Work orders / Waive proof approval
11How are additional design modification revision fees calculated?
Each print product definition includes a set number of complimentary revisions (e.g., 2 free rounds).
When a customer requests an extra revision round beyond included limits, the system raises an alert during proof dispatch.
Extra revision fees configured in settings are added automatically to the work order cost ledger, increasing the total balance due upon delivery.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Proofs / Send to customer
12How do I record paper waste or spoilage during makeready and printing?
Open the work order during the printing phase and click Record waste or extra paper.
Specify the quantity of spoiled sheets and document the cause (e.g., color registration makeready, paper tear, reprint of defective section).
Click Save; sheets are immediately deducted from inventory and actual costs are added to the work order ledger to evaluate true margins.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Paper and materials / Adjust paper stock
13How do I outsource finishing tasks (binding or lamination) to an external vendor?
In the work order details, click the Send to outsourced vendor action button.
Choose the Outsourced vendor, specify operation type (binding, die-cutting, box gluing, film lamination), dispatch date, expected return date, and contracted cost.
Click Save to transition the operation to At vendor.
Upon receiving finished goods back, click Received to post actual outsourcing charges against job costing and return the job to the internal line.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Outsourced vendors / Add
14How do I record an advance deposit or receipt voucher from the customer?
Open the work order and go to the Payments section.
Click the Record payment button to open the receipt voucher modal.
Specify the Type (advance deposit or installment payment), and enter the Amount and payment method (cash, CliQ, bank transfer, check, card).
Type the transaction reference number and click Save; the system generates an official serialized receipt voucher and deducts the amount from remaining client balance.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Payments and deposits / Add
15How do I deliver printed goods (full or partial delivery) and print the delivery note?
When a work order reaches the Ready stage, click the Deliver order button.
Enter the Quantity Delivered Now; partial deliveries can be entered (e.g., 500 units out of 1000).
The system alerts you if the customer has an unsettled outstanding balance.
Click Confirm to generate the Delivery Note (PDF); once full quantity is delivered, job status updates to Delivered.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Work orders / Deliver order
16How do I issue a sales invoice for a work order?
Open the work order and click the Issue invoice button.
The system generates an official tax sales invoice for total job value, reconciling previously collected advance deposits.
If accounting is enabled, the invoice posts directly to ledger accounts and prepares for electronic invoicing integration.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Invoices / Add
17How do I reorder a past print job with the same specifications and artwork for a client?
Open the previously delivered work order in Work orders.
Click the Reorder button.
The system generates a new quotation retaining identical dimensions, paper stocks, and finishing options, priced according to current material and machine rates.
Final archived artwork files are cloned automatically to the new job without requiring client re-submission.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Quotes / Add
18How do I record receiving a new paper shipment and perform inventory stock adjustments?
Open the Paper and materials list and select the desired material.
Click the Receive paper action, enter received quantity and unit cost, and click Confirm to update balance immediately.
When facing physical stocktaking deficits or surpluses, click the Stock adjustment action and enter the variance (+ or -) with the reason for adjustment.
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Print shop and print orders › Paper And Materials
Permission needed
Print shop — Paper and materials / Receive paper
19How do I track printing machine runtime hours and preventative maintenance alerts?
Navigate to the Machines screen from the system menu.
The system tracks actual operating hours logged across completed work orders on each machine.
When a machine hits its preventive maintenance threshold, a Maintenance due alert triggers.
After completing servicing, click the Serviced action to reset the hour counter and document maintenance history.
20How do I extract actual profit margin and waste percentage reports for the print shop?
Open the Print shop and print orders menu and select Print shop reports.
Review the Actual Margin per Job report comparing billed revenue against true expenses for consumed stock, waste, press hours, and third-party finishing.
Review quote conversion ratios, on-time delivery percentages, paper consumption analytics, and accounts receivable aging.
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Print shop and print orders › Print shop reports
Permission needed
Print shop — Reports / View
Frequently asked questions
When is paper physically deducted from stock, and what happens if stock is insufficient?
Upon entering the Printing stage, the system automatically deducts allocated sheets from physical material balances or linked inventory stock.
If available paper stock is lower than required, the system prevents job progression to press, holding it until sufficient raw stock is received and checked in.
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Print shop and print orders › Work Orders · View
Permission needed
Print shop — Work orders / Move stages and work on the order