Workflow Automation Implementation for Printing Companies
Total Implementation Time
4-6 weeks
Implementation Phases
Audit & Workflow Mapping
We conduct a deep dive into your current intake and production process, identifying where manual touches are slowing down the press and where files are getting stuck in pre-press.
Tasks
- -Audit existing PrintSmith or EFI MIS data structures
- -Map the current proof-to-approval cycle and identify bottleneck triggers
- -Document substrate-specific pricing logic for automated quoting
- -Review EPA solvent usage logging requirements for automated reporting
Who is Involved
- Read Laboratories team
- Production Manager
- Lead Estimator
Deliverables
- Current State Friction Report
- Automation Architecture Map
Focuses heavily on the transition from sales quote to pre-press to ensure no data loss between departments.
Integration & API Configuration
We establish the technical connections between your front-end web-to-print tools and your back-end production management software.
Tasks
- -Connect Aleyant Pressero or InkSoft to centralized automation hub
- -Configure API webhooks for real-time order status updates
- -Set up automated file pre-flight notifications for client uploads
- -Integrate QuickBooks or Xero for automatic invoice generation upon shipping
Who is Involved
- Read Laboratories team
- IT/Systems Administrator
Deliverables
- Live API Connection Schema
- Data Validation Test Log
Ensuring legacy PrintSmith versions are properly bridged with modern API connectors.
Logic Building & Proofing Loops
We build the specific automation logic that handles proof delivery, customer reminders, and internal production scheduling triggers.
Tasks
- -Build automated SMS/Email proof delivery sequence with 'Click to Approve' logic
- -Configure 'Rush Order' escalation triggers for the production floor
- -Set up automated 'File Requirement' alerts for low-res or incorrect bleed uploads
- -Create automated OSHA safety check reminders for press operators
Who is Involved
- Read Laboratories team
- Pre-press Lead
- Customer Service Manager
Deliverables
- Proof Approval Workflow
- Client Communication Templates
Automated proofing reduces the average 'waiting for customer' time by an estimated 40%.
Beta Testing & Staff Training
We run live orders through the automated system in a controlled environment and train your staff on the new dashboard and exception handling.
Tasks
- -Conduct 'Shadow Testing' on 20-30 live orders
- -Train sales staff on using the automated quoting interface
- -Review production dashboard with Shop Foreman
- -Refine logic for complex multi-part forms or specialty finishing
Who is Involved
- Read Laboratories team
- Full Print Shop Staff
Deliverables
- Staff SOP Documentation
- Testing Phase Performance Report
Critical to ensure the 'Rush Order' logic doesn't override manual press overrides for large-run maintenance.
Full Deployment & Optimization
Full-scale rollout of the automation suite across all product lines, followed by two weeks of monitoring and fine-tuning.
Tasks
- -Decommission manual tracking spreadsheets
- -Activate automated EPA solvent tracking and reporting logs
- -Monitor API throughput for high-volume periods
- -Final handoff of system management tools
Who is Involved
- Read Laboratories team
- Shop Owner
Deliverables
- Final System Documentation
- Post-Launch Analytics Dashboard
Optimization focuses on minimizing 'touches per order' to increase net profit margins per impression.
Tool Integrations
PrintSmith Vision
8-10 hoursSyncs job costing, estimating, and accounting data with automated front-end intake.
Aleyant Pressero
4-6 hoursAutomates the flow from web-to-print storefront directly into the production queue.
EFI Fiery
6-8 hoursAutomates pre-press tasks and provides real-time status updates back to the customer.
InkSoft
3-5 hoursStreamlines custom apparel design approvals and sales tax calculations.
Twilio
2 hoursSends automated SMS notifications to clients when proofs are ready or orders are out for delivery.
Common Blockers and Solutions
Blocker
Legacy Hardware Incompatibility
Solution
We use intermediate middleware (Make/Zapier) or custom Python scripts to bridge older RIP stations with modern APIs.
Blocker
Inconsistent Client File Formats
Solution
Implement automated pre-flight gates that reject files without proper bleeds or CMYK profiles before they reach a human.
Blocker
Complex Custom Quoting Logic
Solution
We build a centralized pricing database that pulls from real-time substrate costs to ensure automated quotes remain profitable.
Blocker
Staff Resistance to New Tech
Solution
We focus training on how automation removes the 'annoying' parts of the job, like chasing clients for proof approvals.
DIY vs. Read Laboratories
| Category | DIY | Read Laboratories |
|---|---|---|
| Implementation Speed | 6-12 months of trial and error | 4-6 weeks to full deployment |
| Setup Cost | $15,000+ in internal labor and lost production | $2,000 - $5,000 flat fee |
| Integration Depth | Basic 'out-of-the-box' triggers only | Deep API mapping including legacy MIS systems |
| Error Rate | High risk of duplicate orders or missed proofs | Redundant validation logic to ensure 99.9% accuracy |
| Compliance Tracking | Manual logs for EPA/OSHA (prone to error) | Automated, time-stamped reporting logs |
| Scalability | System breaks under high seasonal volume | Cloud-based architecture built for rush-season spikes |
FAQ
Will this replace our existing PrintSmith or EFI software?
No, our automation layer sits on top of your existing MIS. It acts as the 'connective tissue' that moves data between PrintSmith, your pre-press tools, and your customers, eliminating the need for manual data entry.
How do you handle custom substrates and complex finishing options?
We map your specific pricing and production logic into the automation. If a job requires UV coating or custom die-cutting, the system recognizes the substrate and automatically adjusts the production timeline and quote.
Can we automate the EPA solvent usage reporting?
Yes. By tracking the number of impressions and the specific ink/solvent types used per job through your MIS, we can generate automated weekly or monthly usage logs for environmental compliance.
What happens if a client uploads a low-resolution file?
The system performs an automated pre-flight check. If the DPI is too low or bleeds are missing, it instantly notifies the client with specific instructions on how to fix the file, preventing it from ever reaching your pre-press team.
How much time will my production manager save?
On average, print shops see a 60-70% reduction in time spent on administrative tasks like following up on proofs, updating order statuses, and manual invoicing.
Serving Printing Companies businesses nationwide. Based in Westlake Village, CA.