This is where you translate your production floor into data the AI -Estimator can understand. Machines and substrates are the foundation upon which all product configuration and pricing logic is built — which is why we recommend starting here.
When you get access to your account, a template is already applied with popular machines, substrates, and pricing logic so you can start estimating right away. Your task is to modify this template to match your actual equipment and materials — replacing the demo machines with your real ones and importing your substrate library.
(Video) Walkthrough: Configure Your Machines and Substrates
Two Ways to Configure
AI Configurator (recommended) — Covers 80–90% of all configuration needs. Upload files, describe what you need in plain language, and the AI agent handles the rest.
Estimate Setup (manual) — For fine-tuning specific parameters, or reviewing what the AI has configured. Also useful when the AI Configurator can't help with a specific task.
Understanding Units of Measure
Your account is pre-configured based on your region when you get access:
Metric units of measure: Dimensions in millimeters (mm), weight in GSM, prices in your local currency
Imperial units of measure: Dimensions in inches, weight in LB, prices in your local currency
The Tagging System
Tags connect substrates to machines and machines to post-press processes. When you assign a tag like "Digital" to both a substrate and a press, the system knows that paper can run on that press. Without matching tags, the estimator won't be able to build a production path.
We recommend you use the tags available in the template applies to your account as the starting point.. You can create as many custom tags as needed in addition to reflect your actual production capabilities.
Configuring Machines
Print Machines
Print machines are organized by type, each with parameters tailored to how that machine operates:
Sheet-Fed (Commercial Print) — Configure your offset and digital presses. Key parameters include speed (sides per hour), machine rates, make-ready costs, and ink costs (per mm² for offset or per click for digital). Use the tooltips to understand which fields are relevant for your specific press type.
Web / Roll-Fed (Commercial) — For web presses (digital or offset). These use a costing model based on linear length rather than sheets, with parameters like cut-off length. If you don't have web presses, leave these empty or remove the example rows.
Sheet-Fed (Large Format) — Configure flatbed devices with area-based speeds (m²/hr or sq ft/hr). Define bed dimensions and maximum substrate thickness as guardrails.
Roll-Fed (Large Format) — Configure roll printers with linear-length-based parameters including roll change time, cut-off length, and leader/trailer waste.
Table View vs. Edit View
You can edit machine parameters in table view (good for quick scanning and inline edits) or edit view (click the edit button for a vertical, scrollable form). Some advanced parameters — such as run speed adjustments by substrate weight or coating, and markup tiers by quantity — are only available in the edit view. We recommend checking both.
Finishing and Binding Machines
Dedicated sections exist for common operations: Cut (guillotine), Fold, Crease, Laminate, Spot Finish, Saddle Stitch, Perfect Bind (PUR and EVA), Wire-O, Case Making, and Pad Glue. For each machine, you'll define speed, make-ready time, machine and labor rates, overs and spoilage settings, and operation-specific parameters.
Remember to use tags to link finishing machines to your print workflow. For example, a guillotine tagged "Litho" will only be used for jobs printed on Litho-tagged presses.
Custom Machines (Price Models)
For finishing operations that don't have a dedicated machine type, use Custom Price Models — a flexible formula-based approach to cost any operation. The AI Configurator can recommend the right model for your machine.
Price Model | Use For | How It Calculates |
Setup + Per Unit | Simple operations (e.g., fixed cost per book) | Setup fee + per-unit charge |
Time-Based | Operations with machine and labor time | Machine rate × time + labor rate × time |
Time and Materials | Operations combining time and material costs | Time-based costing + material costs |
Outwork | Operations sent to external vendors | Vendor pricing with markup |
Perimeter-Based | Cutting, trimming operations | Cost based on perimeter of the object |
Length and Speed | Large format operations | Cost based on linear length and machine speed |
Configuring Substrates
Commercial Print
Define each paper's physical characteristics (dimensions, weight, thickness) and pricing (per ton or per 1,000 units). Use tags to link substrates to compatible machines. The Stock Type field helps keep your list clean — use "stock" for house papers and "special-stock" for on-demand papers.
Important: Each paper SKU must represent a unique combination of Name, Sheet Size, Part (if applicable), Coat, and Weight. Duplicate combinations will cause errors.
Large Format
Define materials like PVC banner, acrylic, and foamex. Costs are entered per m² (metric) or per sq ft (imperial). Use the Code field (underscored version of the name) to link substrates to processing speeds in price models.
Importing Substrates
The recommended way to import substrates is through the AI Configurator. Upload an Excel file, CSV, PDF, or even a screenshot. The AI will parse the file, clean up messy formatting, remove duplicates, and import everything into the correct structure — ready for your review before applying.
Summary - Recommended Workflow
Start with the template — Use the pre-loaded configuration as your starting point.
Work one machine type at a time — Remove demo machines, add your real equipment via the AI Configurator.
Import your substrates — Export from your current system and bulk-import via the AI Configurator.
Review and fine-tune — Check the configuration in Estimate Setup. Use the edit view for advanced parameters.
Test early — Once machines and substrates are in place, create test estimates right away. The system comes with default product categories, so it should work out of the box. If something isn't working, ask the AI Configurator or AI Assistant to help debug.
Once complete, move on to products and pricing logic.