How to calculate profit on a completed print job
Start with the amount the job brought in after discounts and credits. Subtract the materials used, actual labor, finishing, outside services, and the overhead or fees you assign to that job. Divide the profit by revenue to get margin. Divide the same profit by the number of pieces delivered to see what the job earned per accepted piece.
Record revenue using the same basis each time. If you collect sales tax for a taxing authority, keep it apart from your production revenue. If the customer pays you for freight and you include that charge in revenue, include the corresponding freight cost too. This keeps the order comparable with one where delivery was included in the job price.
Worked example for 500 flyers
A print shop charges $240 after discounts for 500 finished flyers. Paper and print consumables, including spoilage, add up to $62. The operator logs 90 minutes at $28 an hour, adding $42. The order also uses $30 of finishing, $16 of allocated overhead, and $10 of packaging and fees. Total cost is $62 + $42 + $30 + $16 + $10, or $160.
The job earns $80 before any expenses outside the amounts entered. Divide $80 by $240 for a 33.33% margin. Divide $80 by 500 for $0.16 per delivered flyer. If finishing takes another half-hour at the same labor rate and that time has yet to be counted, costs rise to $174. The job then earns $66 at a 27.50% margin.
| Scenario | Total job cost | Profit | Margin |
|---|---|---|---|
| Original actuals | $160 | $80 | 33.33% |
| With extra labor | $174 | $66 | 27.50% |
What to record when production closes
Get the operator’s time before memories fade. A useful time log separates setup, printing, finishing, and rework, even if you enter the combined number here. Record the sheets issued to the job as well as the pieces delivered. If 20 setup or spoiled sheets were consumed, they belong in materials. If a finisher bills per thousand with a minimum charge, enter the actual bill rather than an average unit rate from another run.
Choose an overhead method you can use consistently. A shop might allocate a fixed amount per press hour or fold some machine expenses into a click rate. If the click rate already covers toner and service, adding those same charges as separate overhead would double count them. For a small seller, even a simple allocation is useful when it consistently captures a real ongoing cost.
Common mistakes
- Comparing the quoted material estimate with actual revenue. Replace the estimate with consumption once the job is done.
- Leaving the owner’s production time at zero. Use the internal rate you apply to other jobs so you can compare their economics.
- Dividing by the press run. Compare per-piece profit against the quantity the customer accepted, since setup sheets and spoilage did not generate sales.
Frequently asked questions
Can this show a loss?
Yes. If the entered costs exceed the revenue, profit and profit per piece are negative. When revenue is positive, the margin is negative too.
Why is margin unavailable on a free reprint?
There is no revenue denominator. The calculator still shows the loss in dollars and per delivered item. Compare the reprint cost with the original job if you want to evaluate the order as a whole.
What is the difference between quote price and job profit?
A quote predicts a selling price using expected costs. This tool uses completed-job revenue and actual expenses. Compare the two records to see which assumptions need updating.
How do I handle multiple print jobs in one run?
Assign direct materials and time where you know them. Allocate shared setup or waste using a consistent basis such as sheets consumed, press time, or another measurable production driver.