Inventory management software development for print shops

Materials a print shop tracks

Recording usage per job

Each job uses a calculable number of sheets based on quantity, imposition and an allowance for make-ready and spoilage. Inventory software linked to job tickets can reserve the expected material when a job is scheduled and record actual usage when it is printed. Comparing actual with expected usage shows where spoilage allowances are too generous or too tight, which feeds back into quoting.

Recording usage at the press or cutter, with a quick entry or scan, keeps figures current.

Reordering media sensibly

Client-owned stock and storage

• Client-supplied materials

  Kept separate and used only for that client's jobs.

• Stored finished work

  Quantities held for call-off, reduced as deliveries go out.

• Client visibility

  Clients can see what is held for them, where offered.

• Storage charges

  Long-held stock flagged for review or charging, as agreed.

Offcuts and part packs

Offcuts and part-used packs of expensive stocks have value if they can be found and used. Recording usable offcuts by size and finish, with a location, lets estimators and printers check them before opening new stock. Keep the threshold practical: only offcuts large and valuable enough to be worth tracking.

A practical approach

1. 01

   Define stock list

   Standard papers, media and consumables listed with units.

   Output: Stock catalogue

2. 02

   Count

   Opening count of all stock and locations.

   Output: Accurate starting point

3. 03

   Link to jobs

   Reservations and usage recorded per job.

   Output: Job-level usage

4. 04

   Reorder and review

   Suggestions and spoilage comparisons.

   Output: Better buying and quoting

Connecting with print management software

Many print shops already use estimating or print management software that holds jobs and quotes. Inventory features may exist there, or custom inventory work can sit alongside it, exchanging job and material information. Check what your existing system offers before deciding.

Tracking roll media

Large-format rolls are used in lengths, so counting them as items is misleading. Recording the starting length of each roll and the length used per job, including test prints and waste, gives a running balance. Labels on each roll with a reference make it easy to record usage against the right roll and to find part-used rolls before opening new ones. Periodic checks of remaining length keep figures honest.

Recording roll usage per job also shows the real material cost of large-format work.

Feeding usage back into quotes

Estimators price jobs using assumed material usage and spoilage. When actual usage is recorded per job, comparing the two over a few months shows which products, stocks or machines consistently use more or less than assumed. Updating estimating allowances from that evidence keeps quotes accurate and protects margins on high-volume work.

Inks and consumables

Recording ink and toner replacements by machine shows running costs and helps plan reorders before a cartridge runs out mid-job.

Counting paper stock

Counting by pack where packs are unopened, and by sheet only for opened packs, keeps stocktakes manageable.