Order management for print companies

Run your print shop from quote to out-the-door.

Quotes your customers accept online. Artwork signed off with a legally-recorded e-signature. Card or bank payment taken before a sheet hits the press. Invoices raised in Xero automatically. And every live job on one production board the whole shop can see.

Book a demo See the workflow

£39.99 + VAT a month · fully hosted · nothing to install · sign in from anywhere in the world.

The workflow

One job, one thread — no more chasing.

Every order follows the same track. Nothing gets printed before it's approved, and nothing gets approved before it's paid for — unless you decide otherwise.

01

Quote it in minutes

Build a quote with line items, delivery and VAT calculated for you. Send it as a secure link — your customer accepts, declines or requests changes online, and their response lands straight back on your board.

line-item pricingaccept / decline / request changesre-order in one click

Fully branded — your customer sees your logo and colours, not ours.

02

Artwork approved in writing, every time

Upload the artwork and the customer gets a signed, tamper-proof approval link. They preview the file, type their name and sign — or request changes with notes. Approvals over the phone are recorded too, so there's always a paper trail when "that's not what I asked for" comes up.

artwork previewe-signaturechange requests logged

Every approval is time-stamped and kept with the exact file.

03

Paid before you print

The approval page takes payment on the spot — card via Stripe Checkout or bank transfer with your account details shown. Card fees can be passed on automatically. No more finished jobs sitting on the shelf waiting for money.

Stripe card paymentsbank transferoptional card surcharge

The job only moves to print once the money's in.

04

Invoiced in Xero, automatically

The moment payment is confirmed, an authorised sales invoice is created in Xero and emailed to the customer. If they pay later through Xero's card link instead, the payment syncs back — nothing to re-key, ever.

authorised invoicestwo-way payment syncwebhook updates

Raised, emailed and reconciled without touching a keyboard.

05

Through production on the board

Print → Lamination → Cutting & Finishing → Sign-off → Delivery or Collection. Drag jobs between stages, print a job ticket with a QR code for the shop floor, and put the live board on a TV — it refreshes itself every minute. (That's the board at the top of this page.)

drag-and-drop Kanbanprintable job tickets + QRTV board mode

Scan the QR on the shop floor to open the job on any device.

06

Know your numbers, month on month

The owner's dashboard puts the whole business on one screen — quotes waiting, jobs in production, anything overdue flagged in red, and the value of completed work this month, this quarter and year to date. Open it with your morning coffee and know in ten seconds whether this month is beating the last.

live pipeline countsoverdue flaggedmonth / quarter / YTD totals

One screen tells you whether this month is beating the last.

Simple by design

As beautiful as the work you print.

You take pride in what leaves your shop — your software should look just as good. PrintDesk is clean, fast and genuinely easy: if you can use a smartphone, you can run your shop on it. Your team will be confident by the end of their first cuppa, and your customers see polished, professional pages at every step.

Everything in the box

Built on a real shop floor, not in a boardroom.

PrintDesk was developed hand-in-hand with a working UK print company. Every feature exists because a printer needed it on a busy Tuesday.

Quotes & estimates

Multi-line quotes with delivery, VAT and card-fee handling. Customers respond through a secure link branded as your business — every acceptance, decline and change request is time-stamped.

Artwork approval & e-sign

Signed approval links with artwork preview, typed signature capture and change-request notes. Phone approvals recorded with operator name and reason.

Payments up front

Stripe Checkout for cards, bank transfer with your details displayed, and payment status tracked per order. Mark transfers received in one click.

Xero accounting sync

Authorised invoices raised and emailed automatically on payment. Payments made via Xero sync back through webhooks. Your accountant will notice the difference.

Production Kanban + TV board

Pipeline and production views with your real stages. Completed jobs stay visible for three days, then tidy themselves away. Full-screen TV mode for the workshop.

Job tickets with QR codes

Print a ticket for every job — spec, quantities, finishing, delivery method. Scan the QR on the shop floor to open the order on any device.

Cmd+K search

One keystroke finds any order, quote or customer. Built for the phone-call moment: "it was the banner job, sometime in March…"

Email tracking & bounce alerts

Know when approval emails are delivered and opened. Bounces flag on the dashboard and alert your office inbox — so a typo'd address never stalls a job silently.

Customers, history & re-orders

Full customer records with order history and spend. Repeat job? Re-order duplicates everything — spec, artwork, pricing — ready to send for approval.

Owner's dashboard

Orders in flight, money waiting on approval, payments taken, email problems — the state of the business on one screen, admin-only.

Audit trail on everything

Every status change, approval, payment and email event is logged with who, what and when. Disputes end quickly when the record is this clear.

Your settings, your rules

VAT rate, bank details, card-fee policy, office alert email, user accounts with admin roles — configured for how your shop actually runs.

Why it's different

We run it. You just sign in.

No installing, no computer know-how, no IT to look after. Open a browser — at the shop, at home, on holiday — and your whole business is there.

Nothing to install

Works on any computer, tablet or phone. Updates appear by themselves.

Use it anywhere

Front desk, shop floor or sofa — everyone sees the same live board.

Your whole team, one price

Add everyone — no per-person charges.

Your data is yours

Customers, jobs and history belong to you. If you ever leave, it all comes with you.

We take care ofall included
ACCESSSign in from any browser, anywhere — nothing to install
HOSTINGFast, secure UK hosting, watched around the clock
BACKUPSEverything backed up automatically every night
PAYMENTSCard payments go straight into your own Stripe account
ACCOUNTSInvoices raised in your Xero automatically
EMAILEmails sent from your own address, with your branding
SECURITYSecure logins for your team and a full history of every change

Plays well with

The tools you already trust.

Payments
Stripe

Card payments on the approval page via Stripe Checkout. Paid straight into your account, confirmed by webhook in seconds.

Accounting
Xero

Authorised sales invoices created and emailed automatically. Payments through Xero's own card link sync straight back.

Email
Your email address, your branding

Quotes and approvals go out from your company's own email address, looking like you sent them — so customers trust what lands in their inbox, and replies come straight back to you.

Straightforward pricing

One monthly price. Everything included.

No tiers, no per-seat maths, no surprise invoices. One flat monthly subscription covers the whole platform — hosting, backups, updates and support.

PrintDesk
£39.99 + VAT / month
  • Every feature — quotes, approvals, payments, Xero, Kanban
  • Fully hosted — nothing to install, sign in from anywhere
  • Setup, configuration and team training included
  • Nightly backups, security and updates handled for you
  • Unlimited users and unlimited orders
  • Email support from the people who built it
Book a demo
Made-to-measure
POA  
  • Custom stages and workflow changes
  • Bespoke pricing calculators for your products
  • Extra integrations (couriers, suppliers, web-to-print)
  • Migration from your existing MIS or spreadsheets
Tell us what you need

All prices exclude VAT. £39.99/month is based on a 12-month agreement. If you ever leave, your data goes with you.

Questions

Asked by every printer we talk to.

What does £39.99 a month actually include?

Everything. The whole platform with every feature, hosting, setup and training, nightly backups, updates and support. There are no tiers, no per-user charges and no setup fee — just £39.99 + VAT a month on a simple 12-month agreement. If we ever part ways, your data goes with you.

Do our customers need accounts or apps?

No. Customers receive secure, signed links by email. They open the link, view the quote or artwork, respond, sign and pay — on any phone or computer, with nothing to install and no password to forget.

We already use Xero — will this fight with it?

The opposite. When a payment is confirmed, PrintDesk raises an authorised sales invoice in Xero and emails it to the customer automatically. If a customer pays through Xero's card link instead, that payment syncs back. Your books stay right without re-keying anything.

What if a customer disputes what they approved?

Every approval is recorded: the exact artwork file, the signed name, the time, the IP-signed token used. Phone approvals are logged with the operator's name and a reason. Change requests are kept with their notes. The paper trail is the point.

How long does setup take?

We do it all for you. Your PrintDesk account — connected to your Stripe and Xero, with your settings and customer list loaded — is typically live within 48 hours, including a training session with your team.

Can it match how our shop actually works?

The production stages (print, lamination, cutting & finishing, sign-off, delivery) already mirror a real print workflow — and we can tailor stages, pricing rules and documents to fit your shop exactly.

See your shop running on it.

Book a 30-minute demo and we'll walk through the whole flow with a real job — quote, approval, payment, Xero invoice, production board — then get your shop set up and running within 48 hours.

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