A Print Estimating Software Guide: Smarter Costing for Printers

Summary: Struggling to provide quick and accurate cost estimations? Well, you don’t have to do it anymore? A modern print estimating software can help you deliver precise print estimations, eliminating guesswork and ensuring profitability. This blog will delve into everything you need to know about a new-age print estimating software to help you make the best decision for your business.

Imagine Alex, a print business owner who relies on manual cost estimations faces issues like slow quote turnaround times, inconsistent pricing, miscalculations, difficulty in handling complex estimations, and lack of data tracking ability.

To solve these issues, he’s searching for an advanced print estimating software that can not only speed up calculations but also deliver accurate estimations. Many print business owners like Alex are still stuck in this problematic loop which are negatively impacting their profitability.

If you are one of them, then this blog is for you!

Recent research states the print estimating software market is currently valued at 846.3 USD million in 2025 and is anticipated to reach 1500 USD million by 2035, rising at a CAGR of 5.9% during the forecast period (2025 to 2035). This prediction is driven by factors like the increasing need for accuracy in cost estimation, rising demand for automation, digitization in the printing industry, efficiency in workflows, and competitive pricing pressures.

Keep reading to discover all the necessary information about a print estimating software and how you can leverage this software to boost your print business profits.

What is Print Estimating Software?

Print estimating software is a specialized tool that helps printers to precisely calculate the cost of a print job. Instead of relying on manual calculations via spreadsheets, the software automates the process by considering parameters such as paper type, size, quantity, ink utilization, finishing options, labor cost, and overheads. The software generates quotes with pinpoint accuracy, eliminating guesswork for printers and customers.

Key Features to Look for in Print Quoting Software

When thinking of choosing a print quoting system, there are several key features that are a must-have in the software. Whether you’re a small print business owner or a large enterprise, here’s a quick list of functionalities that you can consider for achieving accurate print estimations.

1. Inputting of Dynamic Variables for Cost Calculations

Ensure the software allows customers to input variables such as material type, print attributes, size, number of pages, and quantities. With this capability, an estimating software enables to deliver accurate job costings regardless of the job complexity.

2. Smart Budgeting for Financial Stability & Profitability

Check for smart budgeting options like the ability to plan and control the print job costs, profit margins, and estimation decisions before print production begins. Enabling to setup markup prices with tax configurations can help maintain financial stability.

3. Cost Adjustment as per Fluctuation in Print Prices

When the prices of materials like paper, inks, and finishing products fluctuate, the chosen software must adjust the pricing automatically. A software that supports rule-based approach can allow you to deliver consistent and accurate quotations.

4. Price Transparency with Detailed Cost Breakdown

Check if the software offers a complete cost breakdown of the estimation covering attributes like material, print type, size, and finishing. Transparency fosters trust among customers, encouraging them to purchase from your business.

5. Custom Pricing and Estimate Expiry Controls

Make sure to get a software that offers custom pricing models and control for quote validity. This feature will allow you to set expiry dates for quotes, encouraging timely order placements, and enabling you to stay profitable in an inflation-affected market.

6. Handling the Cost Estimations of Repeat Jobs

Check if the software has quick quote duplication and editing features to easily handle repeat orders. This feature allows you to make quick adjustments in the estimations, allowing printers to make more sales with reduced effort.

Benefits of Using Print Cost Estimating Software

Printers utilizing manual cost calculation methods often struggle from time-consuming processes and inaccurate estimates. A print quoting software solves these issues and offers several benefits, enabling printers to deliver precise quotations. Let’s discuss these benefits one-by-one.

1. Faster Quotes

The software allows you to generate quick estimates as compared to manual methods. It cuts the time spent on manual calculations and cost approvals via back-and-forth communication between different departments.

2. Time Savings

Another interesting benefit of this software is that it allows you to eliminate tasks like data entry, cost recalculation, and spreadsheet updating. By automating estimations, you can save time and allow staff to focus on other important tasks.

3. Better Profitability

An estimating software prevents miscalculations and helps to accurately calculate the costs by considering all the factors from substrates, and labor to delivery charges. It boosts profitability by supporting accurate cost tracking and preventing underquoting.

4. Scalability for Growth

As your print business grows, the software allows you to easily handle higher volumes of estimations and complex calculations. Whether you want to add new products, serve more clients, or manage multiple storefronts, it allows you to scale easily.

Different Types of Print Estimating System

While there are several types of print cost estimating software available in the market, it is necessary for you to choose the right one for your print business. Here’s a list of all the software to help you compare and make the correct choice.

1. Web-to-Print Integrated Estimating Software

This type of estimating software is integrated directly into the web-to-print storefronts, allowing printers to get instant and accurate quotes based on their selected attributes. It gives customers the convenience of calculating costs in real-time, providing a seamless transition from order placement to delivery.

2. Standalone Print Estimating System

A standalone estimating software operates independently and provides core functionalities for cost calculations such as material usage and labor pricing. While it's suitable for smaller print shops with reduced complexity in estimations, it lacks seamless integration with essential platforms and online print ecommerce stores.

3. Cloud-Based Print Shop Estimating Software

This type of estimating software is often automation-based, which can be accessed anytime and anywhere through a web browser. The advantage of using this software is that it supports collaboration between teams working across multiple locations, giving the flexibility to estimate prices accurately in a remote setup.

4. Customizable Print Cost Calculator Software

Printers can utilize this software to customize estimation parameters and pricing logic as well as configure parameters like markups, material costs, labor rates, wastage percentages, and finishing charges. This ability enables printers to adapt their estimates to the changing print prices and production requirements.

5. Large-Format Online Print Estimating Software

Designed specifically for large format print products like banners, posters, wall graphics, and signage, this software provides precise cost calculations by considering the key aspects involved in wide format print production. As these prints have varied product size, substrate type, and finishing, this software helps to estimate costs with confidence.

6. Label and Packaging Estimating Software

Unlike normal estimators, a label and packaging software handles non-standard die-cut shapes including boxes, pouches, and labels. The presence of multi-layered materials like paper, film, foil, and adhesives as well as specialized finishing in packaging and labels gets factored, enabling printers to deliver estimations with pinpoint accuracy.

7. 3D Printing Estimating Software

3D printing estimating software is designed to calculate the cost of producing 3D prints and prototypes. It considers variables like material consumption, machine usage, printing time, energy consumption, and finishing processes like sanding, polishing, painting, and chemical smoothing to help calculate precise estimations.

8. Commercial Printing Cost Estimating Software

This type of estimating software is developed for commercial print businesses that offer products with high-volume, multi-process printing operations, and varied specifications. It considers parameters like setup times, machine usage, material utilization, finishing, overhead costs, and others, enabling printers to generate quick quotations.

9. AI-Driven Print Estimating Software

It utilizes AI and machine learning algorithms to analyze historical data and real-time market inputs to deliver precise cost predictions. Artificial intelligence transforms traditional estimating into a data-driven and intelligent process, making print cost estimation faster, smarter, and more accurate.

Role of AI in Print Shop Estimating Software

Artificial intelligence is slowly being implemented to transform various operations. Whether it is generating content, images, or suggesting the best options for enhanced decision-making.

Although automated print estimating tools can provide accurate price calculations; AI can maximize the efficiency of the results. It can analyze historical print job information, raw material utilization, and print industry market trends to generate precise print estimations.

Furthermore, artificial intelligence in print estimation can reduce costs for print service providers by providing predictive insights into pricing and profitability. Just like ChatGPT, Gemini, Perplexity and other AI platforms remember past communications, the AI-integrated print estimating tools can refer to previous estimations to suggest better answers.

AI combined with automation will not only make estimations faster but also smarter.

Factors to Consider When Choosing Print Quoting System

Finding the right print estimating job can be a tricky job. But careful consideration of critical factors can simplify this process for you. Let’s understand a few factors that will help you make a quick and informed decision for your print business.

1. Compatibility with Existing Print Workflows

Ensure the software fits into your current print workflow and does not hinder your existing print operations, to get efficient and error-free cost calculations.

2. User-Centric Interface for Smooth Navigation

A clean, intuitive, and easy-to-use estimating software can result in smooth navigation, saving time for you and your customers.

3. Customization of Estimation Templates

The ability to customize estimation templates helps you to add unique costing rules, change pricing formulas, and product configurations.

4. Software Cost and ROI Considerations

Evaluate the total cost of ownership including initial subscription fee, setup costs, training, maintenance, and upgrade charges as well as the ROI to be achieved.

5. Reviews from Real Users of the Software

Check reviews from customers who have used the software on review websites to gain insights into its functionality.

6. Robust Support from Software Provider

Ensure the estimating software provider offers responsive customer service, training sessions, and troubleshooting assistance to avoid any workflow disruptions.

7. Scalability as Per Print Business Growth

Consider scalability features such as the ability to add new pricing models and product categories as well as web-to-print integration with CRM, MIS, and other systems.

Mistakes to Avoid When Implementing Print Estimating Software

Investing in an estimating software for printing in the digital era is a smart move for print business owners, as it helps to improve the accuracy and speed of calculations. However, many printers fail to reap its complete benefits due to poor implementation practices. Below are a few common mistakes that can be avoided to ensure a smooth and successful transition.

1. Skipping Proper Requirement Analysis

Many print business owners implement the web-to-print software without properly analyzing the requirements. These include the different job types, needs, and workflows, which results in misaligned functionalities and underutilization.

2. Not Involving Key Stakeholders

The print estimation process is not just for the printer and the customer. It also needs key stakeholders such as the sales, production, and finance teams. Involving these stakeholders can prevent resistance to adoption and any gaps in the workflow.

3. Ignoring Data Accuracy

Feeding the system with outdated cost sheets, incorrect pricing, or incomplete job specifications can result in inaccurate quotes. Double checking the fed data before making the storefront live for customers can prevent such issues.

4. Lack of integration with other systems

Another common mistake that printers usually make is missing to integrate the estimating software with other systems. Ensure to integrate with MIS, CRM, or modern order management software to ensure smooth flow of information and prevent any errors in calculation.

5. Failing to Monitor and Optimize

Once the print estimating software is implemented, printers fail to monitor its performance and optimize it for delivering accurate results. By regularly monitoring the system via advanced reporting & analytics software, audits and user feedback, printers can identify gaps and help improve the tool.

Best Practices for Implementing Print Estimating System

Now that we have covered the features to look for and the factors to consider before implementing a print shop estimating software, let’s move on to the best practices that can level up your decision-making process.

1. Define Clear Goals and Expectations

Start by identifying what you want to achieve with this estimating software. Whether you want to deliver quick cost calculations, reduce quote turnaround time, centralize information, or all of it. Having clear objectives will ensure that everyone utilizing the software is on the same page.

2. Standardize Your Estimation Process

Establish a standardized estimating process with a collaborative approach. Map your workflows on how costs are calculated, approved, and shared with customers. Streamlining this process will eliminate inefficiencies and human errors, enabling you to deliver accurate results every time.

3. Customize Estimation Parameters

Leverage the customization features of the estimating software to tailor your pricing. Printers can modify the pricing formulas, cost variables, and templates as per your print business requirements. This approach prevents underpricing your products and overcharging your customers.

4. Provide Comprehensive Staff Training

Provide your staff with the necessary training, access to knowledge resources, and ongoing support for successful adoption of the software. Familiarizing them with the software’s features will prevent resistance to change. Furthermore, the training will help your staff to serve customers in a better way.

5. Regularly Update the Estimating Software

Make sure to regularly update the estimating software to access the latest features and functionalities. An upgraded version will help you to mitigate cybersecurity risks and safeguard your software from vulnerabilities and data theft. It will ensure that the software functions smoothly and delivers estimates precisely.

6. Seek Feedback for Continuous Improvement

Connect with your team and customers to understand how the estimating software can be improved. Gaining insights into the software performance can help you optimize its functionalities. Asking questions like challenges faced or additional features required can help you refine your estimating workflows.

Wrapping It Up!As online print buyers demand speed, accuracy, and transparency in print estimations, it is necessary for print business owners to replace manual print calculations with a print-specific cost calculator.Opting for a powerful print estimating software like the ones provided by OnPrintShop can be a game changer as it allows you to eliminate guesswork and deliver precise estimates.If you want to learn more about our estimating software, then request a personalized demo with OnPrintShop today. Our team will get in touch with you to demonstrate on how to utilize this software for improving your print estimates.