Printing quote template that avoids reprints
Change the paper weight or quantity and the price moves, so vague print quotes cause disputes. List each item with its full spec, from 150 gsm flyers to 400 gsm cards.
- A5 flyers, roll up banners and 400 gsm cards specced
- Customer approves the spec and price online
- Reuse it free for every print order
What a printing quotation should specify
A printing quote template earns its keep on the details: paper weight, size, sides, finish and quantity, because changing any one of them changes the price. This one lists each product with its full spec, adds artwork setup, and offers express turnaround as an option the customer can tick. Open the trade show sample in the quote maker, or download Word, Excel or PDF.
A printing quotation should carry a full spec for every item, so the customer approves exactly what comes off the press. Quantity, finished size, stock, color, sides and finishing all belong on the line, followed by proofs, turnaround and delivery.
- QuantityThe exact run, such as 2,000 flyers, and your policy on overs and unders, since a press rarely lands on the exact count.
- Finished sizeA5, US Letter, 3.5 x 2 in business cards or 33 x 80 in banners, with the bleed you need on the artwork.
- Paper stockWeight and finish: 150 gsm gloss, 100 lb text, 400 gsm matte card, or uncoated stock that people can write on.
- Color and sidesFull color on both sides, one side only, or a single spot color. Printing the reverse adds press time and ink.
- FinishingLamination, spot gloss, folding, rounded corners or a banner stand. Each finish carries its own cost and adds time.
- Artwork and proofsWhether files arrive print-ready, and the charge for setup or fixes. Name the proof type: a PDF proof or a printed hard copy.
- TurnaroundWorking days counted from proof approval, with express service as an optional line.
- Delivery or collectionShipping cost, the number of delivery addresses, or collection from your counter.
Sample print quote with example prices
Inkhouse Print is quoting Crescent Events for a trade show run. Materials list 2,000 double sided A5 flyers on 150 gsm gloss at $0.14 each, two roll up banners at $145, and 500 business cards on 400 gsm at $0.12 each. A Design group adds $90 of artwork setup, making the subtotal $720. Express turnaround is optional at $75, and the deposit is 50%. The prices are examples.
| Item | Group | Qty | Rate | Amount |
|---|---|---|---|---|
| A5 flyers, 150 gsm gloss Double sided | Materials | 2000 each | $0.14 | $280.00 |
| Roll up banners | Materials | 2 each | $145.00 | $290.00 |
| Business cards, 400 gsm | Materials | 500 each | $0.12 | $60.00 |
| Artwork setup | Design | 1 job | $90.00 | $90.00 |
| Express turnaround | Optional extras (optional) | 1 job | $75.00 | ($75.00) |
| Subtotal before tax | $720.00 | |||
| Optional extras, not in the total | $75.00 | |||
5 lines are filled in, from a5 flyers, 150 gsm gloss to express turnaround. Put in your own printing rates, then download the PDF.
How to price a print job
Print pricing has a fixed part and a variable part. Setup, plates and makeready cost the same whether you run 100 copies or 10,000, while paper, ink and press time grow with the run. Quote unit prices that carry both, and show how the price per piece falls at higher quantities.
- Setup plus unit costA fixed setup charge spread across the run, plus a cost per piece for paper, ink and finishing. Use it to build your unit price even if the customer only sees one figure.
- Quantity breaksPrices for 500, 1,000 and 2,500 so the customer can choose. In the quote maker, larger runs work well as optional lines.
- Per square footFor large format work such as banners, posters and vinyl, priced by area with a minimum order. Fixed shopfront signs with installation suit a signage quote instead.
- Outsourced work plus markupItems you send to a trade printer, such as foil or embossing, priced at cost plus a markup for handling and checking.
See what your markup on outsourced work really earns with the markup calculator. If the customer needs artwork created from scratch, send a graphic design quote rather than a setup line.
Worked example: 1,000 versus 5,000 flyers
The same flyer at two quantities shows why unit prices fall. Here the setup is $45, and paper, ink and press time come to $0.11 a sheet, both example costs.
- 1,000 flyers$45 + (1,000 × $0.11) = $45 + $110 = $155.
- Unit price at 1,000$155 ÷ 1,000 = $0.155 each.
- 5,000 flyers$45 + (5,000 × $0.11) = $45 + $550 = $595.
- Unit price at 5,000$595 ÷ 5,000 = $0.119 each, about 23% less per flyer.
- On the quoteShow 1,000 as the main line and the extra 4,000 as an optional line at $595 minus $155, which is $440, so the customer can tick it and see the new total.
Paper prices, the number of colors and finishing such as folding change the per sheet figure, so recheck it for each stock you quote.
Inclusions and exclusions for print work
Usually included
- Printing to the stated spec and quantity
- One PDF proof before the run
- Standard trimming and packing
- Basic artwork checks for bleed and resolution
- Collection from the shop
Excluded unless priced
- Design or rework of artwork
- Hard copy proofs or press checks
- Delivery to several addresses
- Reprints caused by errors in approved proofs
- Express turnaround unless selected
Print quote mistakes
- Quoting a flyer without the paper weight, then losing the job to a cheaper quote on thinner stock.
- Accepting files without checking bleed and resolution, and finding the problem after the run.
- Not stating that the customer’s proof approval covers spelling and phone numbers.
- Leaving out delivery, then paying a courier to reach three event venues.
- Promising a finish date before the artwork has even arrived.
- Quoting a single quantity when a quantity break would have won a bigger order.
Printing quotation questions
How do I write a printing quotation?
For each item, write the quantity, finished size, stock, color, sides and finishing, then the unit price and line total. Add artwork setup, the proof type, turnaround and delivery. Put rush service and larger quantities on optional lines, and close with a deposit and the date the prices expire. More layouts sit in the template library.
How do you calculate print costs?
Add the fixed setup to the variable cost per piece multiplied by the quantity, then add finishing and delivery. Divide by the quantity for a unit price. The worked example on this page runs the method at two run lengths.
What is the difference between gsm and lb paper weight?
Gsm means grams per square meter and measures every paper the same way. Pound weight, common in the US, depends on the paper grade, so 100 lb text and 100 lb cover are different thicknesses. Write the weight in the system your customer knows.
Should a print quote include artwork setup?
Yes, whenever files need checking, converting or small fixes. A setup line, like the $90 in the sample, pays for preflight time. Designing from scratch is a separate job and should be priced as design work.
How much deposit should a printer ask for?
Printed items are custom and cannot be resold, so taking half up front from new customers is sensible, as the sample does, or full payment on small runs. Regular trade customers may get account terms. See the deposits guide.
How long is a print quote valid?
Paper prices move, so a validity of 14 to 30 days is typical. If the job is booked for a later event, reconfirm the price before you print. The quote maker prints a valid until date and shows an expires soon flag in the last three days.
