Guides
Build Price Matrices
A price matrix needs to match how print jobs are actually sold, not how software prefers to store numbers. Start with the product shape, then map size, stock, colour, quantity and finishing into one working structure.
Start with the product families that use the same pricing logic
Begin with a short list of products that can share the same matrix structure. Business cards, flyers, folded leaflets, posters, stickers and presentation folders often need different table values, but the logic behind them is similar enough to group by production method.
Keep one matrix for each product family rather than forcing everything into one giant table. A clean split makes it easier to maintain pricing when sheet sizes change, stock options move or the trim allowance shifts. It also keeps quoting calmer when staff are entering jobs in a hurry.
- Group by print method first, then by product type.
- Separate digital and litho pricing where the cost curve changes.
- Use one naming style across the catalogue.
- Keep custom work out of standard matrix rows.
Build the columns around the choices customers actually make
A useful matrix follows the choices a buyer sees on screen. Size, quantity, sides printed, colour mode, paper or board, lamination, and turnaround all belong in the structure if they change the cost of the job.
For print shops in Cape Town or Johannesburg, the pricing path often needs to handle regional delivery too. If courier fees are part of the checkout flow, keep them separate from production pricing so the matrix stays readable. The print price should not carry courier noise inside every line.
- Make quantity bands wide enough for real order sizes.
- Use clear size labels, for example A6, A5, DL or custom dimensions.
- Add finishing as an option only when it changes the sell price.
- Keep delivery charges outside the core print matrix.
Set quantity breaks that follow the way jobs move through the shop
Quantity breaks should match the production jumps in your shop, not a random spreadsheet habit. A small run of flyers may sit on one curve, while a larger run moves onto a lower unit cost because sheet usage and press time are spread differently.
When the price drop between bands is too sharp, customers learn to game the matrix. When the bands are too close, you miss the benefit of larger runs. The middle ground usually sits where setup cost starts to thin out across the job.
- Test each break against actual make-ready time.
- Leave room for wastage on the smaller bands.
- Check that the next band is worth the jump for the buyer.
- Avoid pricing cliffs that feel accidental.
Treat artwork rules as part of the matrix, not an afterthought
Artwork rules belong close to pricing because the job cost changes when files arrive incomplete, low resolution, or with bleed missing. If a matrix only covers the printed item, staff still need a second mental step to account for preflight work, proofing and corrections.
Put the rule set in plain language so customers can see what is expected before upload. That helps reduce awkward adjustments later, and it gives the production team a common point of reference when files fail checks.
- State bleed, trim and safe area requirements.
- Show accepted file types and artwork dimensions.
- Define when a proof is included and when extra proofing applies.
- Flag variable data work separately from fixed artwork.
Keep B2B pricing readable for account customers
Corporate customers often need a different view of the same product. They may have account pricing, branch-specific ordering, approval steps or delivery notes that ordinary walk-in buyers never see. The matrix should still sit underneath all of that, but the front end can present the right price logic for each account group.
A good B2B portal lets the customer see their own rules without turning the catalogue into a tangle. That is useful for franchises, schools, agencies and head offices that order the same item from multiple locations across South Africa.
- Use account tiers only where the price change is real.
- Allow branch or department labels on reorders.
- Keep approval steps separate from the base matrix.
- Show tax and delivery settings clearly for each account type.
Test the matrix before it goes live on the storefront
Before launch, walk through the matrix as a buyer and as a staff member. Try odd combinations, small quantities, large quantities, rush dates and different finish options. The aim is not to admire the table, it is to catch the rows that slip through when the numbers look tidy but the job does not.
A final check should also cover stock names, pricing roundings and the handover into production. If a row points to the wrong template, or a finish option is missing from the workflow, the quote may still look correct while the order lands in the wrong queue.
- Test every size and quantity band.
- Check that proofs, payments and delivery steps all trigger correctly.
- Confirm that staff can edit prices without breaking the full table.
- Run one sample order from quote through to production.
Storefront questions
What belongs in a print price matrix?
The matrix should cover the options that change production cost, such as size, quantity, sides printed, stock, colour, finishing, proofing and delivery settings where relevant.
Should every product use the same matrix structure?
No. Some products can share a format, but folders, labels, stickers and books often need different rows, different bands or a different pricing method altogether.
How do artwork rules fit into pricing?
Artwork rules should sit close to the product settings so staff and customers can see when preflight work, file fixes or extra proofing will affect the order.
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