For print shops striving for efficiency and customer satisfaction, the right computer software is not just a tool—it’s the backbone of operations. Print Shop Computer Software solutions are designed to streamline workflows, from order taking to job completion, and are crucial for both in-plant and commercial printing businesses. This article delves into a user’s experience with PrintShopPro, a popular option, and explores what makes it tick, its drawbacks, and alternatives worth considering in the competitive market of print management solutions.
PrintShopPro: A User’s Perspective
PrintShopPro emerges as a viable solution, particularly for in-plant print shops where repetitive orders are common. One standout feature is its “Store” functionality. This feature allows for the visual representation of frequently ordered items like forms, books, and manuals through thumbnails. Users can simply click on the desired item and specify the quantity needed, simplifying the reordering process significantly. The system even allows for preset ordering units like “Case” or “Box,” further easing the process for repeat orders. Beyond standard products, the “Store” feature extends to promotional items such as awards, logo-engraved phone cases, and mugs, offering a centralized platform for diverse product offerings.
A key advantage highlighted by users is the software’s ability to control product visibility based on user roles or departments. For organizations with multiple departments, this is invaluable. PrintShopPro can be configured to display only relevant forms or products to users based on their department affiliation. This ensures that users from the transportation department, for instance, don’t see forms intended for the sheriff department, and vice-versa, enhancing user experience and preventing order errors.
For orders that deviate from the standard catalog, PrintShopPro offers a “Custom Orders” section. This section guides users through a structured process, starting with category selection (like B/W Copies, Color Copies, Wide Format Printing). It then prompts for specifications such as size, quantity, page count, and finishing options. Crucially, it allows for file uploads and provides instant price quotes based on the selected parameters. The software’s flexibility extends to customization of paper and finishing options displayed for each product type. For wide format printing, it intelligently calculates pricing based on square or linear inches, accommodating material waste effectively, and optimizes imposition to maximize media usage.
PrintShopPro also incorporates a template section, streamlining the ordering of variable data products like business cards and letterheads. Customers can input their information into predefined templates, instantly preview a PDF proof, select the desired quantity, and proceed to checkout. The system’s backend can be configured to generate print-ready files in various layouts, simplifying production workflows. For instance, business card orders can be set up to generate single-up files, which can then be automatically imposed using hot folders in prepress workflows.
Generating quotes and managing orders are also core functionalities of PrintShopPro. The system enables quick quote creation with variable quantities, facilitating customer communication via email. Order status updates within the system provide real-time visibility into job progress, moving through graphics, printing, and finishing stages. A centralized dashboard offers a snapshot of all orders, categorized by status (quotes, in progress, etc.), enhancing production oversight. The ability to attach files directly to orders within the system ensures that job details are readily accessible to staff from any location, eliminating the need to search network servers. While PrintShopPro includes inventory management, some users find manual shelf checks more efficient for inventory tracking than constantly updating the system.
PrintShopPro: Areas for Improvement
Despite its strengths, PrintShopPro isn’t without limitations. Customization constraints are a point of frustration for some users. For example, job tickets generated by the system may not align perfectly with a print shop’s preferred layout or workflow. Similarly, invoice formatting may not fully meet specific accounting requirements.
Template limitations also exist. The template section is restricted to four categories, initially preset to business cards, letterhead, envelopes, and newsletters, although these can be renamed. However, shops needing more than four template categories are constrained. Template customization is also limited to variable text fields, not allowing for logo swapping within templates, necessitating separate templates for each logo variation. While a paid plug-in offering design capabilities similar to Canva is available, it adds to the overall cost.
A significant pain point for users is the cumbersome process of updating system-wide pricing. Large price fluctuations from paper suppliers necessitate manual updates to each paper stock item, followed by individual updates to store items and templates. This time-consuming process has been identified as a major user complaint, and PrintShopPro developers have indicated they are working on streamlining pricing updates in future releases.
For commercial print shops, the most critical limitation might be the software’s lack of robust profit and margin reporting. Designed initially for in-plant operations, PrintShopPro doesn’t natively generate reports on cost versus sales or provide instant margin visibility on orders. While support staff can generate monthly profit reports as a workaround, real-time profit analysis is absent. Furthermore, the software doesn’t account for labor costs or hourly rates, basing pricing solely on unit costs. This lack of detailed financial analysis can be a significant drawback for commercial print businesses focused on profitability and competitive bidding.
Alternatives to PrintShopPro for Commercial Print Shops
For commercial print shops, especially those prioritizing profit tracking and detailed cost analysis, alternative print shop computer software solutions warrant consideration.
Printer’s Plan by Print Reach is highlighted as a strong contender. This print MIS (Management Information System) software excels in addressing the profit and margin reporting gaps found in PrintShopPro. Printer’s Plan directly integrates with MyOrderDesk, Print Reach’s online storefront platform. MyOrderDesk offers similar online ordering features to PrintShopPro, but coupled with Printer’s Plan, it provides a more comprehensive solution for commercial printers needing in-depth financial insights. User experiences suggest Printer’s Plan is user-friendly, making it an attractive option for shops transitioning to a more robust MIS.
PageDNA is another noteworthy alternative. While initially focused on in-plant print operations, PageDNA has evolved to cater to commercial print environments. PageDNA offers both direct sales and exclusive sales through Konica Minolta, making it a potentially appealing option for shops already using Konica Minolta equipment. Its evolution suggests a growing feature set that may address some of the limitations found in software primarily designed for in-plants.
Conclusion: Choosing the Right Software for Your Print Shop
Selecting the right print shop computer software is a critical decision impacting efficiency, customer experience, and profitability. PrintShopPro offers a user-friendly interface and robust features, particularly beneficial for in-plant print shops with repeat orders and departmentalized access needs. However, its limitations in customization, pricing updates, and profit reporting should be carefully considered, especially by commercial print businesses. For commercial print shops prioritizing financial analysis and detailed reporting, solutions like Printer’s Plan and PageDNA may offer more comprehensive features. Ultimately, the best print shop computer software depends on the specific needs and priorities of each individual print business. Careful evaluation of features, limitations, and alignment with business goals is essential in making an informed decision.
