Frequently Asked Questions
Last updated: August 12, 2026
Short answers, including the ones that aren't flattering. If something you need isn't here, ask us — we'd rather tell you it doesn't do something before you sign up than after.
The basics
What is PrinterFlo?
Shop-management software for sign makers and commercial printers. Quotes go out, become sales orders, move across a production board your shop controls, get proofed and approved by the customer, and end as an invoice that gets paid. It replaces the spreadsheet-and-whiteboard combination most shops are running on.
Who is it for?
Small to mid-sized print and sign shops — roughly two to thirty people. It's built by someone who spent fifteen years in the sign trade doing installs, sales and production, which is why it knows what a substrate is and why setup fees behave the way they do.
Is it a website, or software for running the shop?
Software for running the shop. It isn't a website builder. It does include a customer-facing storefront and quote form you can point your existing site at, but the product is the back office: quoting, production, proofing, invoicing.
Pricing
What does it cost?
$179 per month, flat. Unlimited users — we don't charge per seat, because charging a shop more for putting their whole team on it is a good way to make sure they never do.
Can I try it first?
Yes. You can look around for seven days without entering a card at all. When you're ready to actually use it, a fourteen-day free trial starts when you add payment details, and you can cancel during it without being charged.
Is there a contract or setup fee?
No contract — it's month to month, cancel whenever. No setup fee, and we'll help you import your existing customers and products at no charge.
Getting your data in and out
I'm on shopVOX. Can I move?
Yes. There's an import wizard that takes shopVOX CSV exports — customers, products and pricing — so you're not retyping years of records. If you'd rather we did it, say so and we'll do the migration for you.
Can I get my data back out?
Yes, and this matters more than most vendors admit. Your customers, jobs, invoices and payments are all reachable through our public API, and exportable as CSV. We don't hold your business hostage; if PrinterFlo isn't working for you, you should be able to leave with everything.
Do I have to re-enter my products?
No. A starter catalogue of common substrates is seeded when you sign up — Coroplast, ACM, PVC, foam board and the rest — with pricing you adjust to your own rates. Most shops are quoting on day one and refine from there.
Integrations
Does it work with Shopify?
Yes. Connect your store and new orders land on your production board automatically as sales orders — customer, line items, quantities, shipping and discounts — with no retyping. Note that this is one-way, order into the shop: we don't push status or tracking back to Shopify, and payments stay where Shopify handled them.
What about WooCommerce?
Yes, through our WordPress plugin. Orders arrive the same way.
Does it sync with QuickBooks, Xero or FreshBooks?
All three. Customers and invoices sync across, and payments recorded in QuickBooks come back into PrinterFlo so your two systems don't drift. FreshBooks is on the FreshBooks App Store: invoices and clients go across, payments don't yet.
Can I connect it to something you don't support?
Probably. There's a REST API with per-shop keys, and a Zapier integration for connecting things without code — post new orders to a spreadsheet, notify a supplier when a job hits production, add customers to your email list.
Payments and money
How do customers pay?
Through Stripe, on a no-login page that shows the itemised order and the balance. Deposits and full payments both work, and the payment records itself against the job.
Do you take a cut of my sales?
No. You connect your own Stripe account and payouts go straight to you. We take the monthly subscription and nothing else. Stripe's own processing fees are between you and Stripe.
Proofing and production
How does artwork approval work?
You upload a proof against a line item and send a link. Your customer opens it without logging in, sees the artwork, and approves or asks for changes in one click. Each item on a multi-item order is approved separately, because real jobs don't get approved all at once.
Does it check my artwork files?
On upload it checks resolution, colour space, bleed, fonts and whether the file's dimensions match what was quoted, and flags problems before the job reaches production rather than after.
Can I set up my own production stages?
Yes — the board columns are yours to name and order. Every shop's process is different and software that insists otherwise gets abandoned.
Things it deliberately doesn't do
Worth knowing before you sign up rather than discovering later:
- Older e-commerce orders aren't imported. When you connect a Shopify store, its orders from the last 30 days come in (the 10 newest); beyond that, and for other stores, only orders placed after you connect will sync.
- We don't host your artwork files from connected stores. Links from your upload app arrive on the line item and stay as links.
- Store payments aren't pulled in as PrinterFlo invoices. We record what the order's financial status was; the money stays where it was taken.
- No tax advice and no payroll. Books (an add-on) keeps your books from your own jobs, and your accountant still does your taxes. Or sync to QuickBooks, Xero or FreshBooks instead.
Support
How do I get help?
Start with the help centre: short videos and steps for getting set up, like setting up your pricing. Email support@printerflo.com, or ask in Shop Talk, our forum for print and sign people. You can also book a call — we're small enough that you'll be talking to someone who knows the trade.
Is my data safe?
Everything is encrypted in transit and at rest, each shop's data is isolated at the database level, and backups are automatic. Our privacy policy lists every third party that can see anything, and what they get.