This guide explains how to set up Google Sheets for a large format estimation tool. You'll learn how to configure machines, substrates (paper), product categories, sizes, and add-ons, and how the tool calculates both material and labor costs. This setup ensures accurate price estimation based on selected inputs, print sizes, and finishing requirements.

Set up machines and printing parameters

To begin, open the Machine and Paper Setup Google Sheet and go to the Print tab.

Here’s what to do:

Review and update the machine list. You can rename machines, but leave the “Tags” field as is (e.g., digital_large, digital_large_format).
For each machine, define:
- Sites per hour
- Machine rate per hour (in euros)
- Make-ready cost (in euros)
- Square meter speed (for printing)
- Substrate type:
  - PS = Sheets
  - PR = Rolls

These fields are used to calculate print time and labor costs later in the estimation.

Define substrates and pricing

In the same sheet, switch to the Paper tab. Starting from row 158, update or add substrate entries:

Substrate Type: Specify if it's a sheet or roll.
Tag: Leave as digital_large.
Dimensions: Add width and height.
Thickness/Weight: Fill in one of the two fields.
Price (Column J) and Cost (Column K):
- If using margin-based pricing, fill both.
- If unsure, start by entering a price only.

💡 These materials will be displayed to the estimator. Use clear, easy-to-understand names.

Configure product categories and calculation models

Next, open the Product Setup Template Google Sheet.

Use the Categories tab to define product categories such as:
- Board
- Banner
- Vinyl

For each category, set:

Price Model: Choose large_format_calculation.
Imposition Settings: Include gutter, grind-off, grip edge, and number of passes (min/max).
Machine References: Define which machines apply.

Each category will generate a tab with print sizes visible to the customer.

Customize print sizes and allow custom sizing

Within each category tab:

Add standard sizes that customers can choose from.
To allow custom sizes, define a custom_size entry using the category name (e.g., custom_board).
These options appear in a dropdown menu on the estimation form.

Add customer-visible add-ons

Switch to the Add-ons tab:

Add up to 12 types of finishing options like lamination, drilling, rounded corners, or standoffs.
Mark each add-on with y (yes) or n (no) for each material and size combination.

For example:

If printing on acrylic black gloss at 1500×2000 mm, estimators can select:
- Lamination
- Strut
- Banner case
- Eyelets
- Hemmed edges
- Drill
- Tray
- Rounded corners
- Special shapes
- Standoffs

But options like special colors might be unavailable if marked n.

Define dependent dropdown values

Use the Dependent Values tab to define what options show up when certain add-ons are selected.

For instance:

If lamination is allowed, provide options like:
- Matte
- Gloss
- Satin gloss
- Antique
- Graffiti matte/gloss

Other examples:

Strut: Multiple shape options
Taping: Long edge, short edge, none

You can also define thickness options per substrate. For example:

For acrylic black frost two-sided matte in the Board category, offer 3mm and 5mm as dropdown choices.

Understanding estimation logic

There are two types of costs calculated: Material cost and Labor cost.

Material cost

Based on substrate sheet size and print size.
Example: If your substrate sheet is 2000×2000 mm and your print is 500×500 mm, four prints fit on one sheet. For 20 prints, 5 sheets are required.
Cost is pulled from the Paper tab based on your input.

Add-ons also contribute to material costs. Currently, these are hardcoded. Contact support if you want to configure custom costing.

Labor cost

Calculated using:

Machine speed
Machine rate/hour
Make-ready time
Add-on operations (like lamination, cutting, etc.)

All of this is configured in the Print tab under machine setup. An additional 10% labor margin is added to cover miscellaneous time or effort.

Final output for the estimator

The estimator will see:

Product categories
Allowed print sizes (standard or custom)
Available materials
Add-ons with applicable dropdown choices
Final cost, calculated based on substrate usage, machine speed, and finishing options