How AI Estimation Cuts Print Quotes from Hours to Minutes

Introduction: From Bottleneck to Breakthrough

Job estimation has traditionally been one of the slowest, most manual steps in the entire print workflow. It requires specialized expertise, constant back-and-forth with sales reps, and hours spent keying specs into spreadsheets or clunky MIS systems.

For many PSPs, a single quote can take 20 minutes to 4 hours to prepare. That’s time the customer doesn’t want to spend waiting — and time your competitor may use to swoop in and win the order.

But there’s a breakthrough: the AI Estimator for print. Instead of wasting hours, PSPs can now generate accurate, consistent quotes in less than 5 minutes.

Why Estimation Has Been a Bottleneck

Estimation is complex by nature, but the traditional process makes it even harder.

Four reasons quoting has always been slow:

  1. Complex specs. Paper type, size, finishing, binding, shipping — each job can have dozens of variables.

  2. Reliance on experts. A few senior estimators carry “tribal knowledge.” If they’re unavailable, the process grinds to a halt.

  3. Manual systems. Many PSPs still rely on spreadsheets, email threads, or legacy MIS tools that require double entry.

  4. High stakes. A mistake in estimating doesn’t just waste time — it erodes margin or costs you the job.

For years, this was seen as unavoidable. But in an industry where turnaround times keep shrinking, the bottleneck is no longer tolerable.

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How AI Estimator Works

The AI Estimator isn’t just a calculator — it’s a self-learning system built specifically for the hybrid reality of today’s PSPs. By analyzing job data, pricing rules, and historic outcomes, it automates the once-manual quoting process.The four-step workflow:

  1. Refine. The system captures the customer’s request and fills in missing details.

  2. Verify. It cross-checks inputs against your historic jobs, machine data, and cost structures.

  3. Generate. An estimate is produced in under 5 minutes — accurate and consistent.

  4. Validate. Built-in safeguards ensure quotes align with your profit margins.

What once took hours now takes minutes, freeing estimators to focus on complex, high-value projects.

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The Benefits for PSPs

AI-powered estimation isn’t just about speed — it transforms your business outcomes.

  • Faster sales cycles. Speed matters: the first quote in usually wins. With AI, you can consistently be first.

  • Lower admin costs. Early adopters report cutting sales admin workload by up to 50%.

  • Consistent pricing. Eliminate subjective variance between estimators.

  • Scalability. Handle ecommerce-driven micro-orders without overwhelming your team.

Imagine quoting 200 small jobs in the time it once took to quote 20. That’s what AI makes possible.

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The Benefits for Buyers

It’s not only PSPs who benefit. Print buyers notice the difference immediately.

  • Instant experience. Instead of waiting hours, buyers get a professional quote within minutes.

  • Fewer touchpoints. No need for endless email clarifications.

  • Greater confidence. Consistent pricing builds trust and credibility.

In an era where buyers expect consumer-grade speed, instant quoting is no longer optional — it’s the expectation.

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Real-World Proof

At the 2025 GelatoConnect Summit, industry leaders were clear: estimation is ripe for disruption. One PSP executive put it this way:

“The future of print buying isn’t ahead of us — it’s here.”

Early adopters using AI Estimator are already reporting higher win rates because they’re consistently first to respond. And customers aren’t just noticing — they’re rewarding PSPs with repeat business.

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Why This Matters Now

Three industry shifts make this moment critical:

  1. Shrinking runs. Average job size has fallen from thousands to dozens. That means more quotes, faster.

  2. Ecommerce growth. Online ordering pushes higher job volumes with smaller margins.

  3. Rising expectations. Buyers don’t tolerate waiting — they’ll move to whoever replies first.

AI estimation directly addresses all three.

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Common Misconceptions About AI Estimation

Some PSPs hesitate, worried that AI won’t work for them. Let’s clear up a few myths:

“Our jobs are too custom.” → AI handles simple and mid-level jobs instantly, freeing humans to focus on highly complex work.

“We can’t trust automation.” → Validation steps ensure quotes match your pricing logic and profit targets.

“Implementation is too big a project.” → Cloud-based AI estimators are fast to deploy, with ROI in weeks, not months.

The reality: AI doesn’t replace your expertise — it amplifies it.

Conclusion: Time Is Money — Don’t Waste It on Quotes

In a competitive, fast-moving industry, quoting speed is no longer a nice-to-have. It’s the difference between winning and losing business.

AI Estimator takes the slowest, most painful step in your workflow and transforms it into a competitive advantage. What once took hours now takes minutes — consistently, accurately, and profitably.

Take a closer look at the product in action below.