What is the turnaround time?

Customers often ask, “How long does it take to print this?” Usually, they are thinking about machine time. But machine time and turnaround time are not the same thing.

Machine time is only one part of the process. Turnaround time includes receiving the order, reviewing the artwork, preparing the files, printing, finishing, packaging, and sometimes shipping. What most customers really want to know is this:

If I place my order now, when will it be ready in my hands?

How much is it, and when will it be ready?

Turnaround time is often discussed when a customer requests a quote, usually before the order details are fully known.

At that stage, we may not have seen the artwork, confirmed the quantity, checked the paper or material, or even know when the order will actually begin. That makes timing hard to predict accurately.

In many cases, the customer receives a rough estimate, often with a note that rush service may be available for an added fee. Turnaround time is almost always part of pricing, but print shops do not always explain clearly why.

A walkthrough of a typical print job

Below is a step-by-step look at what happens during production, where delays can happen, and what customers can do to help their orders move faster.

Print process, start to finish

1. Quote request and payment

For some jobs, the first step is a quote request. Many online print shops, like ours, provide instant pricing online so customers can compare products and options without waiting.

Quote requests often arrive with incomplete information. Pricing cannot be given accurately until the print shop knows the size, quantity, paper or material, finishing, and other key details. If anything is missing, follow-up questions are needed before the quote can be prepared.

Sometimes the requested product is already available in the online store with instant pricing, but the customer requests a quote anyway and waits for a response they did not need to wait for.

A job is not really ready to move forward until the order details, artwork, and payment are received. For quoted jobs, we send an invoice for payment. In most cases, production does not proceed until payment is made.

Starting before payment can create problems if the customer changes their mind about the quantity, media, size, or whether they want to go ahead at all. Payment confirms commitment.

2. Full order information and print-ready artwork

Once the order is in, we review both the order details and the submitted artwork.

This usually includes:

• checking the file size, page count, resolution, and bleed
• making sure the file matches the product ordered
• combining files if needed
• converting files to PDF if appropriate
• resizing when possible
• completing variable data merges when requested
• preparing a proof if one has been ordered

The reality is that many submitted files are not print ready. Common problems include missing bleeds, wrong file format, multiple separate files, and low resolution. When several designs are submitted, the time required increases quickly.

Quality control check #1: If the artwork has major issues, the customer may need to correct the file and resubmit it, or request graphic support.

How artwork affects turnaround time

File correction and editing can take a lot of time, especially when there are multiple issues or unclear instructions. This often leads to back-and-forth communication before the file is truly ready to print.

That delay is even more frustrating when the customer has marked the artwork as print ready and declined a proof.

3. Proof approval

If a proof is requested, production pauses until the proof is reviewed and approved.

Sometimes approval is clear and immediate. Other times, the customer requests changes, asks questions, or does not respond quickly. In some cases, the proof ends up being used as an editing tool, with content changes or even a completely new file submitted after the proof is sent.

How proofing affects turnaround time

Turnaround stops until the proof is approved. If the customer is not watching for the proof or responds slowly, delays can add up quickly.

If the proof leads to content changes or replacement files, the order may need to move backward in the process so the file can be corrected and prepared again.

4. Preparation of the press sheet

Once the file is ready, it is processed through imposition software that places multiple copies on a sheet for printing.

This step is usually straightforward, but custom sizes or unusual layouts may require extra setup.

5. Workflow triage

Every job has to be fitted into the current production schedule.

This means looking at:

• what is already in production
• which machines are in use
• what settings are currently loaded
• whether stock or materials need to be ordered
• whether the job requires rush handling

Even if an order is not marked rush, it may still require immediate action if the paper or material needs to be brought in quickly.

Jobs that require scarce materials, heavy editing, or extensive finishing may need to wait longer than simpler jobs. Rush jobs are prioritized, which affects all other jobs in line.

6. Loading paper or media

Changing paper or media takes more time than many customers realize.

If a job requires a different stock, the machine must often be unloaded, reloaded, and adjusted. When possible, jobs are grouped to reduce unnecessary media changes and improve efficiency.

If stock is low, we may need to order more before the job can run, especially if the order is too large to risk starting without enough material on hand.

7. Preparing the printer

Printing is not as simple as loading paper and pressing print.

Before production begins, we check registration to make sure the front and back line up correctly, and confirm that the image is sitting properly on the page.

We also watch for print quality issues such as poor toner transfer, streaking, or other machine-related problems.

Quality control check #2: We inspect the print carefully for alignment, consistency, and image quality before proceeding.

How print setup affects turnaround time

Some artwork makes setup more demanding. Borders, fold lines, and precise graphic alignment leave less room for variation and make accurate registration more important.

If print quality problems appear, the machine may need cleaning, maintenance, replacement consumables, or technical service.

8. Final print settings and test print

At this stage, we set the job up on the computer with the correct paper, quantity, colour settings, duplexing, and finishing options.

Test prints are run and fine-tuned until everything is correct.

Quality control check #3: Once the settings are right, we print and finish a final sample. This is especially important for products that involve more finishing, such as booklets, greeting cards, or folded items.

If a printed proof has been requested, a scan of this sample may be sent for approval before production continues.

9. Printing

Only after all of that do we get to actual press time.

Some products print quickly. Others do not.

Heavy cardstock often has to be printed one side at a time rather than automatically duplexed. Large-format products such as posters, stickers, and signs can take much longer per piece than customers expect.

Actual machine time varies a lot by product.

10. Finishing

Almost every print job requires finishing, even if that only means trimming.

Finishing can include:

• trimming
• folding
• creasing
• perforating
• corner rounding
• numbering
• binding
• stapling
• laminating
• mounting
• weeding
• taping

This stage is often labour-intensive and can have a major impact on turnaround time.

Quality control check #4: During finishing, we watch for damage, inconsistency, and production errors. If something goes wrong, parts of the job may need to be reprinted and finished again.

How finishing affects turnaround time

Finishing is often the most time-consuming stage of all, especially when the product is complex or has to be remade because of damage or machine error.

11. Preparing the order for pickup or shipping

Once production is complete, the order still needs to be packed correctly for pickup or shipping.

That can involve bundling, boxing, labeling, and preparing paperwork.

12. Shipping

Shipping is the final part of the turnaround equation.

Delivery time depends on the destination, the courier, and how busy the carrier is. That part is outside the print shop’s control, and faster shipping service costs more.

One advantage of faster production is that it can reduce the need for premium shipping while still meeting the customer’s deadline.

It is never just one job at a time

Print production is complex, and fast turnaround assumes everything goes perfectly.

In reality, the shop is usually handling multiple jobs at once. Many customers need file edits, special stock, proofing, or rush service, and every one of those jobs affects the rest of the production schedule.

Some parts of the process simply take time. Machines need to be set up properly. Finishing needs to be done carefully. Some materials need extra drying or curing time. Some artwork is harder to print accurately than others.

That is why turnaround is not just about “how long the printer takes.”

Behind the scenes of print shop turnaround times

A few things customers may not realize:

• Workload changes constantly. New jobs may arrive at any time and compete for the same paper, machine time, or finishing equipment.
• Rush supply orders cost the print shop more. Fast restocking often comes with extra fees.
• Minimum order sizes can affect material purchasing. If a special stock is needed, the shop may have to order more than one job requires.
• Downtime happens. Machines need maintenance, repairs, and technical support from time to time.
• Rush jobs often require overtime or schedule disruption.
• Every rush order affects other jobs already in production.

5 ways to speed up your print order

If you want your order completed as quickly as possible, here are the best things you can do:

1. Order online when instant pricing is available

If the product is already in the online store, use the instant pricing system instead of requesting a quote and waiting for a reply.

2. Submit complete, print-ready artwork

The more complete and accurate your files are, the faster your order can move into production.

3. Skip proofing unless you really need it

Proofing adds time. If your file is already final and ready to print, skipping the proof can save a step.

4. Respond quickly when clarification is needed

If the shop asks a question about your file, order details, or proof, reply as quickly and clearly as possible.

5. Be flexible when timing is tight

If your deadline is urgent, being open to alternate paper choices, finishing methods, or quantities may help the job move faster.

Final thought

Turnaround time is not just about how fast a printer can run. It is the total time required to move an order from quote or checkout to finished product, ready for pickup or delivery.

The smoother the file, the order, and the communication, the faster the process usually goes.

If turnaround matters, the best approach is to order early, provide complete information, and make sure your artwork is ready to go.