Line Item Library & Custom Fee Presets Operating Guide

Print Life Software provides a centralized Line Item Library designed to streamline how print shops quote non-garment services, technical preparation fees, finishing labor, and custom product add-ons. By pre-configuring reusable templates with standard pricing, descriptions, and taxability rules, sales reps and estimators can insert standard fees into quotes with a single click—ensuring consistent pricing, preventing overlooked charges, and maintaining audit-ready sales tax compliance.

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1. Feature Scope & UI Navigation

The Line Item Library connects centralized preset management with the multi-project Quote Builder across the following dedicated navigation paths:

┌────────────────────────────────────────────────────────────────────────────────────────┐
│                                PRIMARY NAVIGATION PATHS                                │
├──────────────────────────┬─────────────────────────────┬───────────────────────────────┤
│ Line Item Directory      │ /line-items                 │ Pricing & Materials -> Items  │
│ Materials Library Tab    │ /materials?tab=line-items   │ Materials -> Saved Line Items │
│ New Template Builder     │ Dialog on /line-items       │ Button: Add Template          │
│ Quote Insertion Drawer   │ /quotes-invoices/[id]       │ Quote Builder -> Add Line Item│
└──────────────────────────┴─────────────────────────────┴───────────────────────────────┘

Line Item Library Directory (/line-items)

• Accessible by expanding Pricing & Materials in the left sidebar $\rightarrow$ click Line Items (or switch to the Saved Line Items tab inside /materials).
• Header Actions:
  • Add Template (Button): Launches the modal to configure a new reusable line item preset.
• Template Table Directory:
  • Displays saved templates with title, description preview, default price, tax status badge (Taxable vs. Non-Taxable), and thumbnail images.
  • Row Actions:
    • Edit (Pencil Icon): Update title, pricing, description, or tax flags.
    • Duplicate (Copy Icon): Clone an existing preset to quickly create tiered service variations.
    • Delete (Trash Icon): Remove retired services from your active library.

Quote Builder Insertion (/quotes-invoices/[id])

• Inside any project within the Quote Builder, click + Add Item $\rightarrow$ select From Library (or browse saved presets).
• Selecting a template automatically populates the line item's title, customer description, unit price, and jurisdictional tax status.

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2. Capabilities & Operational Boundaries

The Line Item Library bridges custom shop service offerings with standardized financial calculations:

┌────────────────────────────────────────────────────────────────────────┐
│                        LINE ITEM LIBRARY HUB                           │
│  Digitizing Fee  |  Screen Setup  |  Polybagging  |  Design Hours      │
└───────────────────────────────────┬────────────────────────────────────┘
                                    │
                                    ▼
┌────────────────────────────────────────────────────────────────────────┐
│                       TAXABILITY & PRICING RULES                       │
│       Default Price ($)  •  Taxable (Yes/No)  •  Service Image         │
└───────────────────────────────────┬────────────────────────────────────┘
                                    │
         ┌──────────────────────────┴──────────────────────────┐
         ▼                                                     ▼
┌─────────────────────────────────┐   ┌─────────────────────────────────┐
│     QUOTE ESTIMATING PIPELINE   │   │     SALES TAX REPORT AUDIT      │
│ • 1-Click Insertion on Order    │   │ • Non-Taxable Service Separated │
│ • Per-Quote Price Overrides     │   │ • Taxable Good Categorized      │
│ • Custom Line Item Descriptions │   │ • Audit-Ready Export Ledger     │
└─────────────────────────────────┘   └─────────────────────────────────┘

Supported Capabilities

1. Reusable Non-Garment Service Presets: Standardize frequent print shop fees, such as:
   • Embroidery Digitizing & Stitch File Creation
   • Screen Exposure, Mesh Prep & Darkroom Setup
   • Custom PMS Color Mixing & Ink Formulation
   • Finishing Services: Folding, Polybagging, Hang-Tagging, Size Stickers
   • Graphic Design, Pre-Press & Vector Reconstruction Hours
2. Granular Taxability Enforcement: Flag each template as Taxable (physical goods/consumables) or Non-Taxable (pure labor/creative services), ensuring compliance across state and municipal tax jurisdictions.
3. Rich Customer-Facing Descriptions: Include professional scope explanations (e.g., detailing embroidery file ownership or screen storage policies) that appear directly on customer quotes and invoices.
4. Thumbnail Visual Reference: Upload reference imagery for custom promo items, branded packaging materials, or specialty finish samples.
5. Per-Quote Flexibility: Inserting a library preset into a quote does not lock the price permanently; estimators can modify quantities, override unit prices, or customize descriptions for specific jobs without altering the master template.

Operational Boundaries & Guardrails

• Independent Historical Records: Editing or deleting a line item preset in the library does not alter existing, historical quotes or paid invoices. Finalized documents retain their original line item snapshots.
• Matrix Calculation Independence: Saved line items represent discrete fixed or per-unit fees. They do not scale dynamically off quantity break matrices (for volume-tiered decoration pricing, use the dedicated Matrix Builder).
• Tax Exemption Jurisdiction Limits: While a line item can be marked non-taxable by default, local tax authority rules dictate whether specific services (like digitizing or screen setup) are taxable when bundled with physical apparel sales.

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3. Step-by-Step SOP Workflows

SOP 1: Creating a Reusable Line Item Preset

[Pricing & Materials -> Line Items] ──> [Add Template] ──> [Fill Details & Tax Flag] ──> [Save]

1. In the left sidebar, expand Pricing & Materials $\rightarrow$ click Line Items (/line-items).
2. In the top-right header, click Add Template.
3. Configure the line item preset fields:
   • Title: Enter the service or fee name (e.g., Embroidery Digitizing (Under 10k Stitches)).
   • Price ($): Enter the default unit rate (e.g., 35.00).
   • Taxable: Toggle the switch:
     • ON: If your state taxes this service when invoiced (standard for physical setups).
     • OFF: If creative labor and digital file creation are tax-exempt in your jurisdiction.
   • Description: Enter clear customer-facing copy (e.g., High-resolution vector-to-stitch digitization, density calibration, and physical swatch sew-out proofing).
   • (Optional) Upload a reference thumbnail image.
4. Click Save Item.

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SOP 2: Tiered Service Setup Using Duplication

To offer tiered pricing (e.g., standard vs. complex digitizing) without typing duplicate copy:

1. In the Line Item Library table, locate your base template.
2. Click the Duplicate (Copy) icon in the actions column.
3. An exact clone is created.
4. Click the Edit (Pencil) icon on the new row:
   • Update Title: Embroidery Digitizing (Complex / Jacket Back).
   • Update Price: $75.00.
   • Update Description: Large format stitch digitization for detailed artwork exceeding 25,000 stitches.
5. Click Save Changes.

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SOP 3: Inserting Library Presets into a Quote

1. Open any quote in the Quote Builder (/quotes-invoices/[id]).
2. Scroll to the desired project card.
3. Click + Add Line Item $\rightarrow$ select From Library.
4. Browse or search your library presets.
5. Click on the desired item (e.g., Screen Setup Fee).
6. The line item instantly injects with its preset title, unit price, and description.
7. Adjust the quantity (e.g., 3 screens for a 3-color print) or edit the line item price directly if offering a customer discount.

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4. Business Logic, Formulas & Tax Rules

Revenue & Tax Calculation Engine

When a saved line item is added to an order, the line total and tax liabilities are calculated:

$$\text{Line Item Total} = Q_{\text{quantity}} \times P_{\text{unit_price}}$$

$$\text{Tax Liability} = \begin{cases} \text{Line Item Total} \times \left(\frac{R_{\text{jurisdiction_tax}}}{100}\right), & \text{if } T_{\text{is_taxable}} = \text{true} \land C_{\text{is_exempt}} = \text{false} \ $0.00, & \text{if } T_{\text{is_taxable}} = \text{false} \lor C_{\text{is_exempt}} = \text{true} \end{cases}$$

Where:

• $T_{\text{is_taxable}}$ is the boolean flag set on the line item template.
• $C_{\text{is_exempt}}$ represents whether the purchasing customer has a verified wholesale resale certificate on file.

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Standard Print Shop Fee Presets Reference

Common Preset Title	Typical Pricing Model	Standard Tax Status	Operational Purpose
Screen Exposure & Setup	$$20.00–$30.00$ per screen	Taxable in most states	Covers film positive, emulsion, darkroom labor, and press setup.
Embroidery Digitizing	Flat $$35.00–$75.00$	Non-Taxable (Creative)	Conversion of customer vector artwork into stitch files (.dst, .emb).
PMS Ink Color Matching	$$15.00–$25.00$ per color	Taxable	Custom ink mixing labor and pigment waste for off-shelf Pantone mixes.
Folding & Polybagging	$$0.50–$1.00$ per piece	Taxable	Individual garment folding, clear polybagging, and size labeling.
Graphic Design Hourly	$$65.00–$95.00$ per hour	Non-Taxable (Service)	Custom creative illustration, artwork cleanup, and vector tracing.

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5. Troubleshooting & Diagnostic Matrix

Symptom / Question	Root Cause	Exact Remediation Step
Service fee is being taxed when it should be exempt	The template's Taxable toggle is switched ON.	Edit the template under Pricing & Materials $\rightarrow$ Line Items, toggle Taxable to OFF, and save. For existing quotes, edit the line item and toggle taxability.
Line Item Library page does not show my items	Items were created in another shop workspace or under a different tenant account.	Ensure you are logged into your correct shop account. Line items are scoped strictly to the issuing shop.
Changing a template price did not update existing quotes	By design, quotes lock historical pricing snapshots upon creation.	If an active quote needs the updated price, open the quote editor, delete the old line item, and re-insert the preset from the library.
Customer cannot see the description of the fee	The quote layout was collapsed to line item summary mode.	In the Quote Builder, ensure the line item description field is populated. The customer quote view displays item descriptions beneath the line title.

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6. Frequently Asked Questions & Action Prompts

Q: Where do I manage preset fees like screen setups and digitizing?

Answer: Expand Pricing & Materials in the left sidebar and click Line Items (/line-items) (or go to Materials $\rightarrow$ Saved Line Items). Click Add Template to create reusable services with custom pricing and descriptions.

[Open Line Item Library](chat:How do I create a saved line item preset?)

Q: How do I make a service fee tax-exempt?

Answer: When creating or editing a template in Line Items, switch the Taxable toggle to OFF. When added to a quote, sales tax will not be charged on that line item unless manually overridden.

[Where do I configure tax rules?](chat:How do I manage line item taxability?)

Q: Can I change the price of a preset on an individual quote?

Answer: Yes! Presets simply pre-fill the line item details. Once added to a quote, you can edit the title, description, quantity, and unit price without affecting your master library.

[Show me the Quote Builder guide](chat:How do I add saved line items to a quote?)