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Running a print shop can be demanding, with numerous tasks that can easily consume your time and resources. However, with the right tools and strategies, you can streamline these processes, improve efficiency, and boost your profitability. Here are four time-consuming tasks you can automate to transform your print shop.

1. Print Job Estimating

The Problem:
If you’re still estimating jobs using pen and paper, you’re not only wasting valuable time but also risking inaccuracies that can cost you money. Inconsistent pricing can lead to undercharging, which reduces your profits, or overcharging, which can drive customers away and result in lost business.

The Solution:
Start by using a tool you likely already have, such as a spreadsheet, to account for print costs, material costs, and any additional expenses like finishing. This will help you standardize your pricing and improve accuracy.

Streamlined Approach:
Once your sales exceed $15,000 per month, consider investing in a print-specific Management Information System (Print MIS). This software can handle complex calculations and provide consistent results, ensuring you charge the right amount for each job, thereby maintaining your competitiveness and profitability.

Talk to an expert about automating your print job estimating process.

2. Order Creation/Job Entry

The Problem:
Handwritten job tickets can create significant bottlenecks in getting jobs into production. They are slow to process and prone to errors.

The Solution:
Use Word or Google Sheets to create standard templates. Store these templates in a shared location, such as Google Drive, and share them with your employees so everyone has access. This can improve consistency but still leaves room for errors.

Pros:

• The benefit is that everyone now has access to the templates.
• It facilitates collaboration and standardization across the team.

Cons:

• There is still a risk of errors due to manual data entry.
• It can be harder to organize and manage multiple documents.

Streamlined Approach:
A Print MIS is the ultimate solution. Automating the task of taking all the information from your quotes and, with just a click, create an order and job ticket, ready for production. This significantly reduces the time and error margin compared to manual entries.

3. Web-to-Print Storefront (W2P)

The Problem:
In today’s digital age, not having an online storefront means missing out on a significant opportunity for both new and existing businesses. An online platform allows clients to place and track orders conveniently.

The Solution:
Set up a web-to-print (W2P) storefront. A W2P storefront is essentially a website where clients can place orders. It has the potential to integrate with your Print MIS, enabling your clients to handle order entries themselves, reducing your workload and enhancing customer satisfaction.

Streamlined Approach:
There are many options available, varying in cost. Choose a company that fits your current needs and budget while offering room for growth. Ideally, the platform should integrate seamlessly with your Print MIS. Here are some specific questions to ask about the integration:

• Does it do more than just put ordering into your MIS?
• How does it handle price changes on stocks or your press?
• Will you need to manage multiple software systems now?
• If technical problems arise, who will handle the support and troubleshooting between the MIS and W2P systems?

Additionally, it’s important to consider the long-term commitment. Once your clients start using the portal, switching vendors can be challenging and disruptive. Therefore, choosing the right vendor from the start is crucial to avoid future complications.

These questions will help you understand if the integration will solve existing problems without creating new ones.

Learn more about integrating a W2P storefront with your Print MIS.

4. Invoicing

The Problem:
Completing a job on time but not getting paid promptly due to delays in invoicing can hurt your cash flow significantly.

The Solution:
Develop a strategy for invoicing, whether it’s in a spreadsheet or through your accounting software. Tools like Zapier can automate information transfer between applications, speeding up the process. Using a project management tool like Trello can help you track jobs and ensure nothing is overlooked.

Streamlined Approach:
A Print MIS that can take all job information from work orders and job tickets to generate and send invoices, and even collect payments, is ideal. This ensures you get paid on time and maintain a healthy cash flow.

By automating these four crucial tasks, you can significantly improve your print shop’s efficiency, reduce errors, and enhance profitability. Start small with readily available tools and scale up to more integrated solutions as your business grows. Embrace automation to stay competitive and meet your clients’ needs effectively.

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Visit DocketManager to learn how to streamline your print shop operations by automating key tasks. Discover the benefits of implementing a print-specific MIS and web-to-print storefront, and improve your invoicing process to maintain a healthy cash flow.

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