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A Print Shop Answering Service ensures customer calls don't fall through the cracks. When customers call with questions about quotes, order status, or technical details, an effective answering service provides expert knowledge and accurate information, even outside business hours.
Research shows "communication breakdown between service providers" is one of the biggest challenges in the print industry. A Print Shop Answering Service bridges gaps between print shops, tech partners, and clients, providing advantages like 24/7 support, operational efficiency, increased business capture, and consistent, professional customer interactions.
When selecting a Print Shop Answering Service, focus on these essential features to enhance your operations and customer experience.
A quality service creates personalized greetings that match your brand's voice, effectively sorts calls by urgency, and provides coverage during evenings, weekends, and peak periods. This ensures you never miss important inquiries or potential sales.
Effective services capture detailed customer information through comprehensive call summaries delivered via email, text, or directly to your CRM. Similar to an answering service for CPAs, print shops need precise message handling to prevent miscommunications about orders, deadlines, or specifications, while creating a reliable reference trail for future inquiries.
Look for seamless CRM integration, access to call recordings and transcripts, and user-friendly web portals for monitoring call activities. Integration with systems like Zoho CRM enhances customer interactions.
Platforms such as Jobber help streamline business operations, while ecommerce answering services demonstrate the value of strong CRM integration.
Bilingual answering capabilities expand your customer base in diverse communities, while multi-channel support across voice calls, live chat, and text messaging meets customers where they're most comfortable. This creates a more inclusive experience and demonstrates your commitment to accessibility across all demographics and communication preferences.
Choose services that collect essential print order information and provide basic pricing for standard jobs. Implementing AI order management enhances order processing efficiency. The service should also access job status information to update customers, reducing the burden on your production staff while functioning as a true extension of your business.
Before choosing an answering service, it's important to understand the types of answering services available to businesses. Let's break down the different answering service options for your print shop in simple terms.
Traditional answering services use real people to handle your incoming calls. The good things about them include the human touch and ability to show empathy, flexibility with tricky or unclear customer questions, and building relationships that keep customers coming back.
The drawbacks include usually being limited to business hours with voicemail after that, sometimes slow responses, especially during busy times, being expensive to grow as you need to hire and train more people, and inconsistent service across different shifts and channels.
AI-powered answering services use artificial intelligence through smart systems. Their advantages include 24/7 availability, so customers get help during nights, weekends, and holidays. They deliver consistent service every time and are easy to scale up without big cost increases.
AI solutions also work with your business software, like CRMs and scheduling tools, and they get smarter over time. The main downside is that AI might struggle with complex or emotional customer issues that need human judgment.
Virtual receptionists combine real people with technology for a more personalized service than fully automated systems. They offer a balance between human interaction and tech efficiency, better handling of complex questions compared to AI-only solutions, and are often cheaper than having in-house receptionists.
When comparing answering service options for your print shop, several key factors can help determine which type best fits your needs:
Availability
Response Time
Scalability
Cost Factors
Personal Touch
Understanding the differences between answering services and call centers can help you make an informed decision for your print shop.
Consistency
Handling Complex Issues
Integration Capabilities
Many successful print shops use a hybrid approach—combining AI efficiency for routine matters with human touch for complex issues—to maximize customer satisfaction while optimizing operational performance.
By evaluating these factors against your specific business needs, you can select the Print Shop Answering Service that best supports your growth objectives and customer service standards.
Finding the right Print Shop Answering Service for your business can be tricky. Here's a breakdown of the top services to help you decide which fits your needs best.
Smith.ai offers 24/7 virtual receptionist services that work well for print shops. Founded in 2015, they've become known for their blend of AI technology and human expertise. Their team of US-based receptionists undergoes extensive training in customer service best practices and industry-specific knowledge, making them particularly effective for print industry terminology and workflows.
Why Choose Smith.ai
Smith.ai handles complex print questions and works with your existing business systems. They offer bilingual support and do more than just answer calls—they can schedule appointments and qualify leads, too.
Pricing
Smith.ai has flexible pricing starting at $240 per month for 30 calls, with per-call pricing for higher volumes and custom plans if you need something specific.
Ruby Receptionists provides live virtual receptionist services that focus on making personal connections with callers. Operating since 2003, Ruby has built a reputation for exceptional service quality, with over 13,000 small businesses served. Their team is known for creating positive first impressions and maintaining the personal touch that many print shop customers value when discussing custom print projects.
Why Choose Ruby
Ruby's well-trained receptionists add a warm, professional touch to customer calls. They build relationships and handle complex print shop questions effectively.
Pricing
Ruby's plans start at $319 per month for 100 minutes, with options to scale up as needed. They offer a 21-day money-back guarantee for new customers.
Answering Service Care is a family-owned business with over 40 years of experience. Based in the United States, they pride themselves on personalized service and long-term client relationships. Their decades of experience have allowed them to develop specialized knowledge in various industries, including print services, making them adept at understanding the unique communication needs of print shops.
Why Choose Answering Service Care
They offer print shop-specific solutions with 24/7 coverage and bilingual support. Their long history shows they're reliable and provide quality service.
Pricing
Answering Service Care offers custom pricing based on your call volume and specific needs, with both per-call and per-minute options to fit different business models.
VoiceNation offers advanced technology and customizable scripts that work well for print shops. As an industry innovator since 2002, they've developed proprietary software specifically designed to manage complex business communications efficiently. Their technology-forward approach makes them particularly suitable for print shops that handle numerous custom orders with detailed specifications.
Why Choose VoiceNation
VoiceNation features custom call scripts, can take orders, and integrates with your business software. Their tech-driven approach ensures efficient call handling and detailed reporting.
Pricing
VoiceNation's plans start at $94 per month for 50 minutes, with scaling options and a 7-day free trial.
AnswerConnect provides 24/7 live answering services with eco-friendly, remote work practices. Established in 1998, they've pioneered the virtual workforce model, allowing them to maintain high service quality while reducing environmental impact. Their environmentally conscious approach aligns well with print shops focusing on sustainable practices and eco-friendly materials.
Why Choose AnswerConnect
They do more than answer calls—they schedule appointments, process orders, and integrate with your CRM. Their commitment to sustainability might align with print shops focusing on eco-friendly practices.
Pricing
AnswerConnect offers customized pricing based on business needs, typically starting around $149 per month, with free consultations to find the best plan for you.
PATLive is a U.S.-based answering service known for highly trained agents and 24/7 availability. Founded in 1990, they've built a reputation for excellence with Fortune 500 companies and small businesses alike. Their receptionists undergo a rigorous six-week training program, with special emphasis on industry-specific terminology, making them particularly well-equipped to handle technical print specifications and customer inquiries.
Why Choose PATLive
PATLive offers customized scripts and handles complex print shop questions. They provide detailed call reports and work with various business tools to streamline operations.
Pricing
PATLive's plans start at $279 per month for 150 minutes, with scaling options and a 14-day free trial.
Goodcall is an AI-powered answering service that combines automation with human oversight for efficient call handling. As a newer entrant to the market, they've quickly gained attention for their innovative technology approach. Their AI systems are specifically designed to understand context and nuance in customer inquiries, making them especially effective at handling routine print order questions while escalating complex matters to human representatives.
Why Choose Goodcall
Goodcall's AI technology enables quick responses and consistent service quality. They use natural language processing and handle high call volumes efficiently, making them great for busy print shops.
Pricing
Goodcall offers competitive pricing starting at $59 per month for basic services, with options to add features and increase call volume as needed. They provide a free trial period so you can test them out.
When picking a Print Shop Answering Service, think about their industry expertise, how well they'll integrate with your systems, their pricing structure, and your specific business needs.
Each service offers unique features that can improve customer service and streamline operations. Take advantage of free trials or consultations when available to make sure the service matches what your print shop needs.
Finding the perfect Print Shop Answering Service isn't one-size-fits-all. Here's what to consider to make the best choice:
How big is your print shop, and how many calls do you get? Smaller shops with fewer calls might do better with flexible, pay-as-you-go services, while larger operations might need more comprehensive solutions.
Think about what kinds of calls you typically get. Are they mostly orders, technical questions, or status updates? Your answering service should be equipped to handle these specific questions properly.
Look for services that work smoothly with your existing systems. According to industry experts, CRM integration is super important for efficient data transfer and customer information management, eliminating manual data entry and keeping track of all customer interactions.
While cost matters, don't just go with the cheapest option. Some services charge per minute, others per call, and some offer monthly packages. Choose the pricing model that makes the most sense for your print shop's needs and budget.
Print jobs often run beyond regular hours, especially when deadlines are tight. Make sure your answering service provides solid coverage during evenings and weekends and can handle call overflow during busy periods.
An answering service that understands print terminology and common customer questions will provide more accurate and helpful responses, making your customers happier.
If you serve a diverse community, consider an answering service offering multilingual support to reach more customers and provide better service in multicultural areas.
Good analytics and reporting give you insights into call volumes, peak times, common questions, and resolution rates. This data helps optimize staffing, marketing efforts, and service offerings.
Choose a service that can grow with your business. As your print shop expands, your answering service should be able to handle more calls and more complex customer needs without major system changes.
Before fully committing, do a trial run to check call quality, accuracy, and customer satisfaction. This testing helps fine-tune scripts and procedures for the best performance.
By carefully considering these factors, you can select a Print Shop Answering Service that meets your current needs and supports your shop's growth while making your customers happier.
The right Print Shop Answering Service is an investment that can boost efficiency, customer satisfaction, and revenue. A good service functions as an extension of your shop, maintaining standards while providing modern technical advantages that customers expect.
Real-world examples show that combining automation with responsive customer communication drives success in today's competitive print market. Print shops using answering services integrated with workflow automation report fewer operational issues and stronger client relationships.
Visit Goodcall today for a free consultation to discover how their solutions can be tailored to your unique business needs.
Is an answering service worth it?
Yes, an answering service is worth it for businesses needing 24/7 availability, professional call handling, and better lead capture without hiring full-time staff.
Where can I print a document if I don't have a printer?
You can print documents at local libraries, print shops (like FedEx, Staples), coworking spaces, or pharmacy chains like CVS and Walgreens.
What is the best phone answering service for small businesses?
The best phone answering services for small businesses include Ruby, Goodcall, PATLive, AnswerConnect, and Smith.ai for their reliability, features, and customer support.
Are managed print services worth it?
Yes, managed print services are worth it for businesses with high print needs—they reduce costs, improve security, automate supply orders, and handle maintenance.