Printer's Plan Implementation Series - Session 2: Daily Workflow - Part 1: Creating Job Templates Follow
Overview
Job templates in Printer’s Plan are one of the fastest ways to improve quoting speed, pricing consistency, and workflow efficiency. This guide walks through how to build effective templates—either from scratch or by leveraging existing orders—and introduces the powerful Template 888 method for automation.
Why Use Job Templates
Templates help standardize your workflow by:
- Reducing manual setup time
- Ensuring consistent pricing structures
- Allowing quick adjustments during customer interactions
- Providing reliable, repeatable configurations
Think of templates as your “shortcut to confidence” when quoting.
Method 1: Creating Templates from Existing Orders (Recommended)
Why Start Here
The best templates come from real-world examples—not guesswork.
Steps
- Navigate to Orders or Quotes
- Select a proven job
- Copy and paste → choose Template
- Clean up the template:
- Remove customer-specific notes
- Generalize job title (e.g., “Postcards”)
- Update item descriptions for clarity
Template Setup Best Practices
1. Use General Job Titles
Avoid overly specific naming:
- ✅ “Postcards”
- ❌ “Oil Change Promo Postcard”
This keeps templates flexible.
2. Standardize Naming Conventions
Example:
- Full Color 5.5 x 8.5 Postcard – 100# Gloss Cover
Consistency helps your team quickly identify the right option.
3. Review and Refine Services
Common services to include:
- Preflight
- Printing
- Paper stock
- Cutting
💡 Tip: Keep commonly used services—even if optional—so users can remove them later instead of adding them every time.
4. Assign to a Neutral Customer
Always assign templates to a generic customer like:
- Walk-ins
This prevents customer data from carrying into future jobs unless intended.
Creating Variations for Flexibility
Instead of one rigid template, create variations:
- Duplicate items (Ctrl+B)
- Adjust size, stock, or finishing
- Example variations:
- 5.5 x 8.5 Postcard
- 5 x 7 Postcard
- Alternate stock options
Benefits
- Faster pricing comparisons
- Easier upsell conversations
- Better integration with external tools like My Order Desk
Using the Price Book for Fast Quotes
When templates have structured variations:
- You can quickly toggle quantities and specs
- Provide multiple price options during a call
- Improve speed and customer responsiveness
Template 888: Product-Type Driven Templates
What It Does
Template 888 allows you to:
- Assign default services by product type
- Automatically populate jobs during quote/order creation
How It Works
- Open Template 888
- Add items for each product type (e.g., Letterhead)
- Define default:
- Services
- Stock
- Equipment
- Quantity
- Save
Example: Letterhead Setup
- Product Type: Letterhead
- Services:
- Preflight
- Digital printing (single-sided)
- Paper (70# writing)
- Packaging (optional)
Result
When creating a new quote:
- Select “Letterhead”
- All services auto-load instantly
You can still adjust anything—but the heavy lifting is done.
Maintenance & Ongoing Updates
Templates are not “set it and forget it.”
Review Periodically When:
- Costs change
- Equipment changes
- Processes improve
💡 Note: Printer’s Plan updates pricing at the time of quote/order creation, but maintaining templates ensures accuracy and relevance.
Pro Tips (Save Yourself Headaches)
- Don’t overcomplicate templates
- Avoid creating too many variations unless needed
- Keep templates:
- Clean
- Flexible
- Easy to modify
Key Takeaways
- Build templates from proven jobs whenever possible
- Keep titles and naming conventions general but clear
- Use variations strategically for pricing flexibility
- Leverage Template 888 to automate service selection
- Review templates regularly to stay current
Final Thought
Templates aren’t just a convenience—they’re a competitive advantage.
They help your team move faster, quote smarter, and deliver consistent results every time.
What's Next?
Part 2: General Workflow - "Inputs to Outputs"
Takes us through the complete Printer’s Plan workflow, showing how a job moves from initial quote inputs through production and finally to invoicing and posted outputs.