How to Automate a Printing Press Business Step by Step

An enquiry names a size, quantity, paper, number of colours and finish. The first step is to build the estimate from those five items. Paper, plate, press and finishing rates are entered the way your estimator works them out today.

An accepted estimate then opens a job card. The card holds the specification, paper, quantity, delivery date and the stages the job must pass through. Revisions stay against the same quote, so the counter does not retype the order on a second sheet.

Artwork files often sit in e-mail, on a phone and on a desktop. Each proof version and the customer’s approval can instead be recorded against the job. Plates are made only after that approval is on the card.

This gives the press floor one place to check which file is final. It also shows, for any job, who sent the proof and when approval came back. The counter follows up on proofs that are still waiting. Changes to the artwork after approval are noted on the same record.

Paper is counted by size and GSM. Sheets are issued against the job, spoiled sheets are noted, and plates, inks and chemicals carry their own reorder levels. Stores can see what is left before a job is booked.

The press schedule books each job on an offset or digital machine, then through cutting, folding, lamination and binding. Operators see the jobs on their own machine and mark each stage done.

Work sent to outside units is entered as well. Each entry shows the vendor, the date sent, the date due back and the charge.

Finished goods leave with a delivery challan listing the job, the packs and the count. Part deliveries are recorded as part deliveries, so the balance quantity stays visible on the card.

The GST invoice is raised from the job card, with paper, printing and finishing charges already on it. Advances and part payments are recorded against the same account. Each customer’s jobs, invoices and balance sit together, and overdue bills are listed by customer.

Costing then compares the estimate with what the job actually used. Owners see which jobs earned less than quoted.

A shop with one photocopier and a few walk-in jobs a day can manage with a bill book and UPI. Jobs quoted from a rate card on a single machine may not need a system yet.

Software begins to matter when several machines, finishing steps, credit customers and outside units share one work list. Before choosing, decide which machines and job types go in first.

Also decide whose rates the estimator will follow, and who counts the opening paper stock. Customers, open jobs and balances are moved across from the register, and the counter checks them before go-live.