The Office Admin's Checklist for Getting Accurate Print Quotes (Without the Surprises)

I'm the office administrator for a 150-person marketing agency. I manage all our print ordering—everything from business cards for new hires to massive trade show banners—roughly $45,000 annually across 8 different vendors. I report to both operations and finance, which means I'm the one who has to explain why a "$500" quote turned into an $800 invoice.

You'd think written specs would prevent that, but interpretation varies wildly. After the third time a vendor hit us with a "setup fee" we didn't discuss, I was ready to pull my hair out. What finally helped wasn't finding a perfect vendor (they don't exist). It was creating a bulletproof checklist for requesting quotes. This is that list. It's what I wish I'd had when I took over purchasing in 2020.

If you're ordering printed materials for your company and want the price you see to be the price you pay, follow these steps. I've used this exact process to consolidate orders for 400 employees across 3 locations, and it cut our quote-to-order time in half while eliminating those nasty billing surprises.

Who This Checklist Is For & When to Use It

This is for anyone who has to get prices for custom printed items—business cards, letterhead, brochures, banners, labels, you name it. Use it every single time you request a quote from a new vendor, and for any complex job from an existing one. It takes about 10 extra minutes upfront and saves hours (and dollars) on the backend. We're going to cover 5 concrete steps.

Step 1: Build Your "Spec Sheet" First (Before You Even Talk Price)

Most buyers focus on "how much for 500 brochures?" and completely miss the dozen other factors that determine the final cost. The question everyone asks is "what's your best price?" The question they should ask is "what do you need from me to give an accurate price?"

Here's your spec sheet checklist. Copy and paste this into an email or document:

• Quantity: The exact number. (e.g., 1,250 brochures, not "about 1,200").
• Dimensions: Finished size in inches. (e.g., 8.5" x 11", folded to 3.67" x 8.5").
• Paper Stock: Weight (e.g., 100lb gloss text) and finish (gloss, matte, uncoated). If you don't know, ask for their standard for that item.
• Colors: Full color both sides? 1-color on one side? Specify if you have specific Pantone (PMS) colors.
• Files: State the format you will provide (PDF/X-1a is the gold standard). Are files "print-ready" or do you need design help?
• Proof: Do you need a physical proof mailed, a digital PDF proof, or just a quick PDF review?

Providing this first stops the back-and-forth. I attach a one-page spec sheet to every quote request now. It signals you know what you're doing.

Step 2: Ask the "Invisible Cost" Questions Upfront

This is the step most people skip. Once you've shared specs, you must ask specific questions about costs that won't be on the initial line item. Here's your script:

"Based on the specs I provided, could you please quote:
1. The total cost for the job.
2. Any one-time setup or plate fees.
3. The cost for a physical proof, if needed.
4. All shipping and handling charges to [Your ZIP Code].
5. Your estimated production timeline for standard turnaround."

Why list it out? Because it forces transparency. The vendor who lists all fees upfront—even if the total looks higher—usually costs less in the end than the one with a low base price that gets padded later.

Pro Tip: Always ask for shipping to your location. A quote with "FOB Origin" shipping means you pay freight from their dock, which can be a mystery charge. I learned this the hard way when a $300 poster tube cost $95 to ship cross-country.

Step 3: Get It in Writing & Decode the Quote

Never, ever proceed on a verbal quote. Your quote should be a PDF or formal document that includes EVERYTHING from Step 2. When you get it, here's what to check:

• Itemized Costs: You should see separate lines for printing, setup, proofing, and shipping.
• Taxes: Are they included or added later?
• Payment Terms: Net 30? 50% deposit? This affects your cash flow.
• Fine Print: Look for liability clauses or costs for storing your job if there's a delay on your end.

What most people don't realize is that "standard turnaround" often includes buffer time. A "10-business-day" quote might mean 7 days of production and 3 days of buffer. If you need it faster, ask about rush fees now. Rush printing premiums can be steep: next business day is often +50-100% over standard pricing (based on major online printer fee structures, 2025).

Step 4: The "Pre-Approval" Gut Check

Before you send the PO, do this final calculation. Add up:

1. Quote Total
2. + Any expected taxes (if not included)
3. + A 10% contingency buffer (for "oops" moments)

That final number is your true budget number. Does it work? If not, you need to adjust specs (lower quantity, different paper) before ordering.

The upside of a cheaper vendor might be $500 in savings. The risk is missing a crucial deadline if they're unreliable. I kept asking myself: is $500 worth potentially making my team look bad to a client? Sometimes the answer is yes, sometimes it's no. This step makes that decision clear.

Step 5: Submit the Order & Create a Paper Trail

When you're ready to go, submit the official PO referencing the quote number. In your email, include:

• The finalized, print-ready file.
• A repeat of the key specs: Quantity, Paper, Colors.
• The agreed-upon delivery address and timeline.
• A request for a confirmation of receipt and an updated production schedule.

This email is your paper trail. Save it, along with the quote and the PO. In our 2024 vendor consolidation project, having this clear trail saved me when a vendor tried to charge for a "file processing" fee we never approved. I had the email where they confirmed the files were perfect.

Common Pitfalls & Final Notes

Pitfall 1: Assuming "All-Inclusive" Means All-Inclusive. Always verify. I once ordered "all-inclusive" conference materials that didn't include assembly. That cost us an extra $400 and a late night for the interns (ugh).

Pitfall 2: Not Planning for the Next Order. Ask about reorder pricing. If you're printing employee handbooks, can you get a lower per-unit cost if you order more next quarter? Building this into the first conversation sets you up for future savings.

Pitfall 3: Forgetting About Yourself. Your time managing this order has value. A vendor that requires 15 emails and 3 phone calls is more expensive than a slightly pricier one with a good online portal. In Q3 2024, we tested 4 vendors and found the one with the highest quote actually had the lowest total cost when we factored in management hours.

This process works. It's not sexy, but it's reliable. You'll get comparable quotes, avoid budget surprises, and build a reputation as a professional buyer. And that makes the next order even smoother. Simple.

Price references based on publicly listed quotes from major online printers, January 2025. Actual prices vary by vendor, specifications, and time of order.