Sign shop operations guide
Run the sign job from enquiry to invoice.
A complete sign-shop workflow keeps the accepted scope, artwork, production work, purchases, installation evidence and financial result attached to the same job. This guide shows what each handoff needs to preserve.
01 · Enquiry and CRM
Capture the job before pricing begins.
Record the client, contact, site, requested outcome, due date and next commercial step. Keep emails, supplied files and site context with the opportunity so the estimator starts from the actual request.
02 · Estimating and quoting
Turn the request into an agreed scope.
Build the price from products, materials, labour, production tasks, purchasing allowances and installation requirements. Retain revisions and customer acceptance so the team can always identify what was sold.
03 · Artwork approval
Approve a specific version.
Keep every proof, customer comment, requested change and approval decision in order. Production needs the exact approved file—not the attachment somebody remembers seeing in an email thread.
04 · Job and production planning
Convert the accepted work into buildable tasks.
Carry the scope into the job, identify the production stages, record prerequisites and assign realistic remaining effort. Schedule around staff capability, equipment, fixed bookings, material readiness and the work already in progress.
Explore sign shop job management → · Explore production scheduling →
05 · Purchasing and receiving
Buy against the work that needs it.
Create purchase orders from the job requirement, retain supplier and authorisation context, then record what actually arrives. Supplier cost should reach job costing without turning an unreceived order into an accounting transaction.
06 · Workshop and print production
Record progress and actual use where work happens.
Give the workshop the current file, specification, task and priority. Capture labour, materials, printer output and exceptions against the job so estimated-versus-actual reporting reflects production evidence rather than a month-end reconstruction.
07 · Installation and completion
Send the field team with the useful part of the job.
Make site details, contacts, documents, items, maps and photos available to the crew. Bring completion notes, received items, photos and time back to the same record before the job is treated as finished.
08 · Invoice and learn
Close the commercial loop.
Prepare the invoice from approved commercial work, retain its payment state and compare revenue with actual labour, materials, supplier costs, production and installation. The result should improve the next estimate—not disappear into separate systems.
Read the sign job costing guide → · Explore Xero, MYOB and QuickBooks accounting →
What should sign shop management software connect?
Look for one operational thread across CRM, estimating, artwork versions, production tasks, scheduling, purchasing, time, field work, invoicing and reporting. The accounting platform can remain the ledger while the sign-shop system preserves the operational detail and the relationship between each decision.