Five Practical Ways Printing Companies Can Implement AI

Alyssa Summers

Artificial intelligence (AI) is not an option anymore, and it has gone beyond just the theoretical. It’s a practical, profit-driving tool that print service providers can use today to streamline operations, win more clients, and increase margins. While large marketing and technology firms have already adopted AI to automate creative and operational workflows, the print industry is only beginning to tap into its potential.

Below are five high-impact, practical AI use cases for printers, along with platform suggestions, realistic scenarios, and a step-by-step example that you can implement immediately.

1. AI for Estimating and Quoting Print Jobs

Estimating remains one of the most time-consuming tasks in print production. Every client wants fast, accurate quotes, but with complex substrates, quantities, and finishing options for custom print work, the process often eats up hours of estimator time.

AI can analyze historic quotes, order data, and material costs to automatically generate smart price estimates. Over time, it learns from your past jobs to improve accuracy and speed.

Platforms & Tools

  • HubSpot CRM + OpenAI API: Automatically reply to quote requests from web forms or email.
  • PrintIQ, PressWise, or EFI Radius: Some MIS systems are beginning to embed predictive quoting logic powered by AI.
  • Custom Models: Build a simple model using Google AutoML or ChatGPT with CSV data training from past estimates.

Implementation Scenario

Imagine a commercial print shop receiving 25 quote requests daily. Instead of manually reviewing each, an AI model analyzes paper type, quantity, and finishing, referencing historical data to produce an estimated price range, then emails it back instantly.

Step-by-Step Example

“Smart Quote Assistant” using ChatGPT + Google Sheets

  1. Export past estimates: From your MIS or CRM, export the last 12 months of job data (columns: product type, run length, substrate, finishing, final cost).
  2. Upload to Google Sheets and clean data for consistency.
  3. Connect ChatGPT via API (or a no-code tool like Make/Zapier).
  4. When a new quote form is submitted, the form sends job details to the sheet.
  5. ChatGPT analyzes the new request and returns a price range based on patterns in previous quotes.
  6. Auto-send the email response to the requester with that AI-generated range, branded and personalized.

Result: What took 15 minutes now takes 15 seconds, and the estimator can review only complex or high-value jobs.

Read the rest of this feature on Printing Impressions, a publication of PRINTING United Alliance, ASI’s strategic partner.

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