PTP Pro™ Help Center
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PTP Pro (Pricing to Profit Pro) is a complete business pricing and operations platform built for makers, embroiderers, and custom apparel business owners. It replaces guesswork with structured, cost-based pricing across every product and service type you offer.
PTP Pro is built for you if you:
- Sell embroidered, printed, or custom-decorated products
- Offer custom services (digitizing, alterations, heat press work)
- Sell digital products like SVG files, patterns, or printables
- Struggle to know if your prices are actually profitable
- Want to manage customers, jobs, inventory, and invoices in one place
PTP Pro is not just a calculator — it is a connected platform where every tool feeds the others, from material costs through to invoicing.
PTP Pro includes the following pricing calculators:
- Product Pricing Calculator — For physical products: t-shirts, tumblers, candles, vinyl items, and anything you make or decorate
- Service Pricing Calculator — For embroidery, custom services, and any skill-based work, with fields tailored to each service type
- Digital Products Calculator — For SVG files, printables, patterns, templates, and digital downloads
Supporting tools that feed into all calculators:
- Unit Cost Builder — Calculates true per-unit cost for any material or supply
- Monthly Expenses — Tracks overhead and applies it automatically to your pricing
No — but the more completely you fill in the calculator, the more accurate your price will be. Fields left empty are treated as zero, which means your calculated price will undercount your real costs.
The most important fields to complete:
- Labor time and hourly wage
- All material costs
- Platform and payment processing fees
- Overhead allocation from Monthly Expenses
A common mistake is entering labor but leaving overhead at $0. If you have monthly expenses (software, supplies, workspace), not including them means every job you price is subsidizing those costs out of your own pocket.
PTP Pro calculates profit margin as:
Profit Margin % = (Selling Price − Total Cost) ÷ Selling Price × 100
This is the gross margin method, which is the standard in retail and e-commerce pricing. It differs from markup, which divides profit by cost rather than by price.
Example:
- Total cost: $12.00
- Selling price: $20.00
- Profit: $8.00
- Margin: 8 ÷ 20 = 40%
PTP Pro shows your margin in real time as you adjust your price, so you can always see whether your target price leaves enough room to be sustainable.
Yes. PTP Pro automatically saves your pricing sessions to your browser’s local storage as you work. Your data persists between sessions as long as you use the same browser and device.
What is saved automatically:
- All calculator inputs and results
- Monthly expense entries
- Unit Cost Builder entries
- Customer records, jobs, and invoices
- Inventory items
What to keep in mind: Local storage is browser-specific. Clearing your browser cache or switching browsers will clear your saved data. For important records, use the invoice and export features to keep copies.
The Unit Cost Builder calculates the true per-unit cost for any material you buy in bulk — thread, blanks, vinyl, ink, stabilizer, packaging, and so on.
Use it when:
- You buy materials in bulk and need to know the cost per piece
- You want to enter an accurate material cost into a pricing calculator
- You want to save a material entry to your library for reuse across multiple jobs
Example: A spool of thread costs $8.50 and contains approximately 5,000 yards. A typical embroidery design uses 800 yards. The Unit Cost Builder calculates your thread cost per design as $0.014 × 800 = $1.36, which you can then pass directly into the Service Pricing Calculator.
Monthly Expenses represent your recurring overhead — the costs you pay whether you take on a job or not. When entered into PTP Pro, these costs are automatically included in every price you calculate.
Common overhead items to track:
- Software subscriptions (PTP Pro, Canva, Adobe, etc.)
- Digitizing service fees
- Workspace or storage rent
- Utilities allocated to your business
- Machine maintenance funds
- Equipment depreciation
PTP Pro divides your total monthly overhead by your estimated monthly production to calculate a per-job overhead allocation. This amount is added to every calculation automatically, ensuring that each job contributes to covering your fixed costs.
Yes. You can create an invoice directly from any job record without re-entering data.
To create an invoice from a job:
- Open the Jobs workspace from the header bar
- Find and open the job you want to invoice
- Click Create Invoice on the job detail panel
- Review the pre-filled invoice — customer details, job title, and pricing are populated automatically
- Add payment terms, deposit details, and any notes
- Print, download as PDF, or send directly to the customer
The invoice is saved to Invoice History and linked to the customer record automatically.
Yes — PTP Pro saves all your data to your browser’s local storage automatically. No manual saving is required. Data persists between sessions as long as you use the same browser and device.
What persists between sessions:
- All calculator inputs and results
- Customers, jobs, invoices, and invoice history
- Monthly expense entries and history
- Inventory items and transactions
- Unit Cost Builder library entries
- Calendar events and jobs
Important: Data is stored in your browser, not in the cloud. If you clear your browser storage or switch to a different browser or device, your data will not carry over. Always export important records using PTP Pro’s built-in download and PDF tools.
The AI Analyze Pricing feature submits your current pricing data to an AI model that evaluates your cost structure and delivers a written assessment of your price’s health and sustainability.
What the analysis covers:
- Whether any cost categories appear to be missing or underrepresented
- Whether your labor rate reflects the real value of your skill and time
- Whether your overhead allocation is sufficient
- Whether your profit margin is viable long-term
- How your price compares to typical market expectations
Where to find it: Open any pricing calculator, complete your inputs, and click the ✦ Analyze Pricing button in the Results tab.
Plan required: AI features are available on the Growth Plus plan.
PTP Pro offers two subscription plans:
- Essential — Core pricing calculators (Product, Service, Digital), Unit Cost Builder, Monthly Expenses, and basic invoicing. Ideal for solo sellers getting started with structured pricing.
- Growth Plus — Everything in Essential plus AI-powered pricing analysis, Fix My Price, Explain My Price, AI receipt scanning, fund distribution AI, advanced reporting, and priority support.
Visit ptppro.io/pricing for current plan pricing and a full feature comparison.
You can upgrade or downgrade your plan at any time from your account settings.
To change your plan:
- Log in to your PTP Pro account at ptppro.io
- Click your profile or account icon
- Navigate to Account & Billing
- Select Change Plan and choose your new tier
- Confirm the change
Upgrades take effect immediately. Downgrades take effect at the end of your current billing period. If you downgrade, you retain access to your current plan’s features until that period ends.
PTP Pro accepts the following payment methods:
- Credit cards (Visa, Mastercard, American Express, Discover)
- Debit cards with a Visa or Mastercard logo
- PayPal
All payments are processed securely. PTP Pro does not store your card information directly — payment processing is handled by our secure payment provider.
If you need to use a payment method not listed here, please contact support at ptppro.io.
You can cancel your PTP Pro subscription at any time.
To cancel:
- Log in to your account at ptppro.io
- Go to Account & Billing
- Click Cancel Subscription
- Follow the confirmation steps
What happens after cancellation:
- You retain full access to PTP Pro until the end of your current billing period
- Your account and data are not immediately deleted
- You will not be charged again after the current period ends
- If you choose to reactivate within 30 days, your data will still be available
If you are cancelling due to a specific issue, please reach out to support first — we may be able to help.
Yes. PTP Pro subscriptions renew automatically at the end of each billing period (monthly or annual, depending on your plan).
You will receive an email reminder before your renewal date. Your payment method on file will be charged automatically unless you cancel before the renewal date.
To turn off automatic renewal: Go to Account & Billing → Cancel Subscription before your renewal date. You will continue to have access until the current period ends.
If you have been charged unexpectedly, please contact support as soon as possible and we will assist you.
PTP Pro offers refunds in the following circumstances:
- Annual plans: Refund requests submitted within 7 days of initial purchase or annual renewal may be eligible for a full refund
- Monthly plans: Monthly charges are generally non-refundable once the billing period has started
- Technical issues: If a billing error or technical fault on our side caused an unexpected charge, we will always make it right
To request a refund: Contact us at ptppro.io with your account email and a brief description of the issue. Refund requests are typically reviewed within 2 business days.
To update your billing information (credit card, payment method, or billing address):
- Log in to your account at ptppro.io
- Navigate to Account & Billing
- Click Update Payment Method
- Enter your new card or payment details
- Save your changes
Your new payment method will be used for all future billing cycles. If your card was declined for a recent renewal, updating your payment information and contacting support will allow us to process the missed payment and restore your account.
All your billing history, invoices, and payment receipts are available in your account.
To access billing history:
- Log in at ptppro.io
- Go to Account & Billing
- Click Billing History or Invoices
From there you can view, download, and print PDF receipts for any payment. If you need a receipt for a specific transaction that is not showing in your history, contact support with your account email and approximate payment date.
Pricing To Profit Pro (PTP Pro) is a complete business pricing and operations platform built for makers, crafters, and creative business owners. It replaces guesswork with real numbers \u2014 calculating exactly what every product, service, or digital good costs to produce, and what you need to charge to actually make a profit.
PTP Pro is not just a calculator. It is a connected ecosystem where every tool feeds the others:
- Material costs calculated in the Unit Cost Builder flow directly into your pricing calculators
- Monthly overhead tracked in Monthly Expenses is automatically applied to every product
- Jobs created from pricing sessions link to your Calendar and Customer records
- Receipts scanned in the Receipt Vault can be routed directly to expenses, inventory, or the UCB
- Distributor imports from S\u0026S Activewear land directly in your inventory with pricing pre-filled
| Business Type | Examples |
|---|---|
| Product Creators | Custom t-shirts, tumblers, embroidery, sublimation, candles, vinyl items, baskets, jewelry |
| Service Providers | Embroidery services, custom order businesses, on-site service professionals |
| Digital Creators | SVG files, printables, patterns, templates, digital downloads on Etsy or Shopify |
Most creative business owners price by guessing, copying competitors, or calculating only the cost of materials. The problem: material cost is only one piece of the picture. Your time, overhead, equipment wear, platform fees, and taxes all cost real money \u2014 and if your price doesn’t cover all of them, you are not making a profit. You are subsidizing your customers with your own labor.
PTP Pro is organized into three navigation layers. Understanding where everything lives will save you time from day one.
The navy tab bar runs across the top of the workspace and holds the tools you use most often. Click any tab to switch workspaces instantly.
| Tab | What It Opens |
|---|---|
| \uD83E\uDDEE Unit Cost Builder | Calculate true cost per unit for any material or supply |
| Calculators \u25BE | Dropdown: \uD83D\uDCD0 Product, \uD83E\uDDF5 Service, \uD83D\uDCBB Digital pricing calculators |
| \uD83D\uDCCB Monthly Expenses | Track all recurring business overhead |
| \uD83D\uDCB0 Fund Distribution | Allocate profit across Owner Pay, Taxes, Reinvestment, OpEx |
| \uD83D\uDD58 History | Past expense months and invoice records |
| \uD83D\uDCE6 Inventory | Material stock tracking, reorder alerts, distributor import |
| \uD83D\uDCC5 Calendar | Jobs, deadlines, and production scheduling |
The header bar at the very top gives you one-click access to operational workspaces \u2014 the things you check frequently throughout the day.
| Button | What It Opens |
|---|---|
| \uD83D\uDCBC Jobs | Active and completed order tracking |
| \uD83D\uDCC4 Receipts | AI receipt scanner and Receipt Vault |
| \uD83D\uDC65 Customers | Customer CRM and activity hub |
| \uD83E\uDDFE Invoices | Create, send, and track invoices |
The More \u25BC button in the header reveals additional tools and settings. Click it to expand the dropdown.
| Option | What It Does |
|---|---|
| \u2318 Command Center | Business intelligence hub \u2014 KPIs, alerts, and system health at a glance |
| \uD83C\uDFED Distributor Manager | Connect S\u0026S Activewear, manage credentials, browse live catalog |
| \u2699 Production Board | Order readiness view across all active jobs |
| \uD83C\uDFE2 Assets | Business asset register and depreciation tracking |
| \u2B07 Export | Export all your PTP Pro data as a JSON backup |
| \u2B06 Import | Restore data from a previously exported backup |
PTP Pro is a connected system \u2014 each tool feeds the next. Following this sequence on your first session means every number you enter has the full picture behind it.
Navigate to the \uD83D\uDCCB Monthly Expenses tab. Add every recurring business cost \u2014 subscriptions, electricity, internet, equipment payments, insurance, software. This total becomes your Indirect Cost, applied automatically to every product and service you price.
Navigate to \uD83E\uDDEE Unit Cost Builder. Add each material you use \u2014 HTV, blanks, thread, stabilizer, packaging, ink. Enter what you paid and how much you got. The UCB calculates your true cost per unit. Save each material to your library so you can reuse them across products.
Open the appropriate calculator \u2014 \uD83D\uDCD0 Product, \uD83E\uDDF5 Service, or \uD83D\uDCBB Digital. Use Add to Product from your saved UCB materials. Fill in labor time, fees, and markup. Review the break-even price and recommended selling price.
Navigate to \uD83D\uDCB0 Fund Distribution. Review how your profit splits across Owner Pay, Taxes, Reinvestment, and Operating costs. Adjust the percentages to match your real tax obligations and business goals.
Open More \u2192 \uD83C\uDFE2 Assets. Add your machines, heat press, computers, and any other business equipment. This tracks depreciation and keeps your service pricing accurate over time.
Quick Math is a full-featured calculator built directly into PTP Pro. It opens as an overlay panel from the top toolbar \u2014 so you can calculate without leaving your current workspace or switching to a separate app.
Its most powerful feature: you can send the result directly to another field in the system. Calculate your cost per yard, and push it straight into the Unit Cost Builder \u2014 no manual re-typing, no copy-paste errors.
Click the Quick Math button in the top toolbar. The panel slides in as an overlay on top of your current workspace.
After calculating, click the destination selector to choose where the result should go.
| Destination | What It Does |
|---|---|
| Price Paid \u2014 New Row | Creates a new row in the Unit Cost Builder with your result as Price Paid |
| Price Paid \u2014 Existing Row | Adds the result to an existing UCB row (additive \u2014 never overwrites) |
| Business Tools Cost | Inserts the result as a monthly amount in the Digital Product calculator’s Business Tools section |
The Product Pricing Calculator (\uD83D\uDCD0) is the core tool for pricing any physical good you sell \u2014 custom t-shirts, tumblers, embroidered items, sublimation products, candles, baskets, vinyl items, and anything else you make by hand.
It combines every real cost involved in producing one unit \u2014 materials, labor, overhead, and fees \u2014 and tells you the minimum price you need to charge and the recommended selling price based on your desired markup.
You can have multiple products open at the same time \u2014 each as its own card. This lets you price an entire product line in one session without losing your work. Each card is independent with its own inputs, results, and markup settings.
Use the + Add Product button to create a new card. Switch between cards using the tabs at the top of the calculator workspace.
Each product card has a series of tabs across the top. Work through them in order for the most accurate result:
| Tab | What You Enter |
|---|---|
| \u2699 Operations | Your hourly wage, monthly overhead, and working hours \u2014 global settings that apply to all products |
| \uD83D\uDCCB Setup | Product name, quantity to produce, and production time |
| \uD83E\uDDF5 Materials | Every physical material that goes into one unit |
| \u23F1 Labor | Time-based labor cost \u2014 auto-calculated from Setup entries |
| \u2708 Travel | Delivery, mileage, or shipping costs for this product |
| \uD83D\uDCB3 Fees | Platform fees, payment processing, packaging, and other per-sale costs |
| \u2795 Custom | One-off costs unique to this production run |
| \uD83D\uDCB0 Pricing | Apply markup and review the recommended selling price |
| \uD83D\uDCCA Results | Full cost breakdown \u2014 break-even, selling price, gross profit |
When you have multiple products priced, the Order Summary at the bottom aggregates all active cards \u2014 showing combined costs, combined revenue, and total profit across the full production run. This is what flows into Fund Distribution.
The Operations tab contains global settings that apply across all your product cards. You only need to set these once per session \u2014 they carry through to every product you price.
| Field | What to Enter |
|---|---|
| Desired Hourly Wage | What you want to pay yourself per hour. Use a number that honestly reflects the value of your skill and time \u2014 not minimum wage unless that’s truly your goal. |
| Indirect Cost / Month ($) | Your total monthly business overhead. Enter manually here, or apply it automatically from the Monthly Expenses tab using the Apply Expenses button. |
| Working Hours / Month | How many hours you work in your business per month. Used to calculate overhead cost per hour \u2014 that per-hour rate is then applied to each product based on how long it takes to make. |
The Setup tab captures the basics about the product you are pricing \u2014 its name, how many you are producing, and how long it takes.
| Field | What to Enter |
|---|---|
| Product Name | A clear, descriptive name for this product (e.g., “Custom HTV T-Shirt \u2014 White”). This name appears in the Order Summary and any linked jobs. |
| Quantity to Produce | How many units in this production run. Enter the full batch size \u2014 not 1 unless you are making a single custom piece. |
| Production Time (min) | Total time in minutes to complete the entire batch \u2014 not per item. If making 10 shirts takes 90 minutes total, enter 90. The calculator divides by quantity to get per-unit labor cost. |
| Operational Time (min) | Time the machine or process runs separately from your active work \u2014 for example, heat press dwell time while you are free to do other tasks. This is costed at a lower rate. |
Materials are the direct cost of everything that physically goes into one unit of your product \u2014 the blank, the HTV, the transfer paper, the packaging, the label, the bag. Every item that becomes part of your product or is consumed making it belongs here.
Most sellers only count the blank. That’s why most sellers are underpriced.
Click + Add Material to create a new row. Each row has:
| Field | What to Enter |
|---|---|
| Material Name | Descriptive name \u2014 e.g., “Gildan 5000 White Tee”, “White HTV 12in”, “Poly Mailer” |
| Cost Per Unit ($) | The cost of one unit of this material. If your HTV costs $0.74/yard, enter 0.74. |
| Quantity Used | How much of this material goes into one product. 0.5 yards of HTV per shirt = enter 0.5. |
The row calculates Total Material Cost automatically: Cost Per Unit \u00D7 Quantity Used.
The most accurate way to fill in materials is to pre-calculate them in the Unit Cost Builder first, then use Add to Product to push them directly into this tab. This ensures your cost per unit is based on real purchase data, not estimates.
- \u25B8 The blank (shirt, tumbler, hat, bag, etc.)
- \u25B8 The decoration material (HTV, ink, sublimation paper, vinyl)
- \u25B8 Transfer paper or carrier sheet
- \u25B8 Thread and stabilizer (embroidery)
- \u25B8 Packaging \u2014 bag, box, tissue paper, mailer
- \u25B8 Tags, labels, stickers
- \u25B8 Any consumable used up in the process
Labor cost in the Product Pricing Calculator is not entered directly \u2014 it is calculated automatically from the values you entered in Setup and Operations:
| Input | Where It Comes From |
|---|---|
| Hourly Wage | Operations tab \u2014 your desired hourly pay |
| Production Time | Setup tab \u2014 total batch time in minutes |
| Quantity | Setup tab \u2014 units in the batch |
| Per-Unit Labor Cost | Auto-calculated: (Production Time \u00F7 Quantity) \u00D7 (Hourly Wage \u00F7 60) |
Per-unit time = 120 \u00F7 12 = 10 minutes
Labor cost = 10 \u00D7 ($15 \u00F7 60) = $2.50 per shirt
If your product involves delivery, pickup, or on-site work, the Travel tab captures those costs.
- Flat Fee \u2014 a fixed delivery charge for this product or order
- Per Mile \u2014 enter distance and rate per mile; total is calculated automatically
Travel cost is added to the product total and reflected in the break-even price and results.
Fees are silent profit killers. Payment processing alone takes 2.9\u20136.5% of every sale. Platform listing fees, packaging materials, and shipping supplies all cost real money on every transaction. If your price doesn’t include these, they come directly out of your profit.
| Fee Field | What to Enter |
|---|---|
| Shipping / Delivery ($) | Cost to ship to the customer if you cover shipping \u2014 postage, carrier fees, labels. |
| Packaging Cost ($) | Boxes, mailers, tissue paper, tape, filler \u2014 any packaging for this specific item. |
| Platform Fee ($) | Fixed listing or transaction fee per item from your selling platform (e.g., Etsy charges $0.20 per listing). |
| Payment Processing % | Percentage taken by your payment processor. Enter as a number: 2.9 for 2.9%, 6.5 for 6.5%. |
| Other Fee ($) | Any additional fixed fee not covered above \u2014 marketplace surcharges, print-on-demand fees, etc. |
The Custom tab is for one-off costs unique to this specific production run \u2014 things that don’t happen every time but still need to be captured in the price.
- Rush order supplies purchased specifically for this job
- Special equipment rental for a one-time run
- Custom design fees passed through from a contractor
- Any cost that doesn’t fit the standard categories
After entering all your costs, the Pricing tab is where you apply your markup and see the recommended selling price.
| Control | What It Does |
|---|---|
| Selling Price Markup | A multiplier applied to break-even. 1.5 = price is 1.5\u00D7 break-even. 2.0 = double break-even. Adjust until the selling price feels right for your market. |
| Discount % | Apply a discount to see how it affects profit before offering it to a customer. Use this to find the floor of any promotion. |
The Results tab gives you the complete cost breakdown for the product.
| Result | What It Means |
|---|---|
| Total Materials Cost | Sum of all material rows for one unit |
| Labor Cost | Your per-unit labor based on production time and hourly wage |
| Overhead Applied | Your proportional share of monthly overhead for this product’s production time |
| Total Fees | All platform, processing, packaging, and shipping fees combined |
| Break-Even Price | The absolute minimum price to cover every cost. Never price below this number. |
| Selling Price | Break-even \u00D7 your markup. This is your recommended retail price. |
| Gross Profit | Selling price minus all costs. Your actual profit per unit at the current markup. |
| Profit Margin % | Gross profit as a percentage of selling price \u2014 your margin. |
From the Results tab you can:
- Create Job \u2014 push this product to the Jobs workspace and Calendar as a new production order
- Create Invoice \u2014 generate a professional invoice pre-filled with this product’s pricing
- \u2726 Analyze Pricing \u2014 run AI analysis on your current price (Growth Plus)
The Service Pricing Calculator (\uD83E\uDDF5) is built for pricing custom services \u2014 embroidery, screen printing, vinyl application, sublimation services, alterations, and any work where you are charging for skill and time rather than just selling a finished product.
It handles the full complexity of service pricing: labor, machine runtime, materials, overhead, travel, and fees \u2014 all combined into a single break-even price and recommended rate.
This is the key feature that makes the Service Calculator different from the Product Calculator: the tabs you see change based on the Category and Subcategory you choose in Setup.
Each service card works through a series of tabs. The tabs shown below reflect the Garment Decor \u2192 Embroidery configuration:
| Tab | What You Enter | Embroidery Only? |
|---|---|---|
| \uD83D\uDCCB Setup | Category, subcategory, service name, quantity | No \u2014 all services |
| \u23F1 Labor | Hourly rate, production, workflow, communication time | No \u2014 all services |
| \uD83E\uDDF5 Materials | Thread, stabilizer, blanks, and any job-specific supplies | No \u2014 all services |
| \u2699 Advanced | Machine runtime, stitch count, speed, machine cost, wear | Yes \u2014 embroidery |
| \u2708 Travel | Flat fee or per-mile delivery (toggle on/off) | No \u2014 all services |
| \uD83D\uDCB3 Fees | Platform fees, payment processing, packaging | No \u2014 all services |
| \u2795 Custom | One-off costs for this specific job | No \u2014 all services |
| \uD83D\uDCB0 Pricing | Markup, bulk toggle, discount | No \u2014 all services |
| \uD83D\uDCCA Results | Full breakdown \u2014 break-even, recommended rate, profit | No \u2014 all services |
Setup is the first tab on every service card \u2014 and the most important choice you make here is Category and Subcategory. This selection determines which specialized tabs and fields appear throughout the rest of the calculator.
| Field | What to Enter |
|---|---|
| Service Name | A clear name for this service job \u2014 e.g., “Custom Embroidered Hat”, “Left Chest Logo Shirt” |
| Quantity | Number of units in this service run. Used to calculate per-unit costs from batch totals. |
| Customer Provides | Toggle on if the customer is supplying the blank garment. This removes blank cost from materials. |
Like the Product Calculator, Service also has an Operations section where you set your hourly wage, monthly overhead, and working hours. These apply across all service cards in the session.
Service labor is more nuanced than product labor because a service job involves multiple types of time \u2014 not just production. PTP Pro breaks labor into three categories so every minute of your time is captured and compensated.
| Field | What to Enter |
|---|---|
| Hourly Rate ($/hr) | What you charge for your labor per hour on this service. Set this to reflect your skill level \u2014 not minimum wage. |
| Production (hrs) | Time actively making or delivering the service \u2014 hooping, running the machine, pressing, packaging. |
| Workflow (hrs) | Administrative time for this specific job \u2014 digitizing a design, organizing files, preparing artwork, sending proofs. |
| Communication (hrs) | Time on customer interaction \u2014 quotes, messages, revision approvals, follow-up. This time has real value. |
| Complexity Factor | A multiplier for difficult work. 1.0 is standard. 1.5 adds 50% for unusually complex designs or challenging materials. 2.0 doubles labor cost for premium or rush work. |
The Materials tab captures every supply consumed during the service \u2014 thread, stabilizer, backing, blanks (if you supply them), packaging, and any other job-specific material.
For embroidery jobs, the Stabilizer Calculator is a mini tool inside the Materials tab. Enter your piece dimensions and bulk stabilizer purchase price \u2014 the cost per piece is calculated and added to the job automatically.
| Field | What to Enter |
|---|---|
| Piece Width / Height (in) | Dimensions of the stabilizer piece needed for this design |
| Roll Width (in) | Width of your stabilizer roll |
| Roll Length (yd) | Total length of your stabilizer roll |
| Price Paid ($) | What you paid for the roll \u2014 the calculator divides by area to get cost per piece |
The Thread Calculator estimates thread consumption based on stitch count and adds the thread cost to the job.
Your embroidery machine costs real money to operate \u2014 electricity, maintenance, wear, and depreciation. Most embroidery pricing ignores this entirely. PTP Pro calculates it precisely so nothing is left out of your price.
The Advanced tab appears when you select an embroidery subcategory. It is the most detailed section of the Service Calculator and the one that separates accurate embroidery pricing from guesswork.
| Field | What to Enter |
|---|---|
| Stitch Count | Total stitches in the design. Get this from your embroidery software (Hatch, Wilcom, Embird, etc.). Logos: 5,000\u201320,000. Complex designs: up to 60,000+. |
| Machine Speed (SPM) | Stitches per minute \u2014 how fast your machine runs. Most commercial machines: 600\u20131,200 SPM. |
| Machine Rate ($/min) | Your cost to operate the machine per minute \u2014 electricity, lubricants, operating overhead. Start at $0.05\u2013$0.15/min and refine over time. |
| Stop \u0026 Trim | Number of thread trims. Your embroidery software typically shows this count. Each trim adds a small time cost. |
| Color Changes | Number of thread color changes. Each requires operator time and a brief machine pause. |
| Machine Setup Time (min) | Time to hoop, frame, and set up before stitching begins. Typically 5\u201315 minutes depending on the job. |
| Field | What to Enter |
|---|---|
| Machine Cost ($) | Purchase price of your embroidery machine. Used to calculate depreciation per job. |
| Lifespan (months) | Expected useful life of the machine. Combined with cost to produce monthly wear cost. |
| Machine Wear Cost | Auto-calculated from Cost \u00F7 Lifespan. Represents the depreciation allocated to every job. |
- Stitch Time \u2014 estimated minutes and seconds to complete the design at your machine speed
- Stitch-out Cost \u2014 total machine operating cost for this design (time \u00D7 machine rate)
- Setup Cost \u2014 labor cost for machine setup time at your hourly rate
- Wear Cost \u2014 depreciation allocated to this job
Stitch time: ~9.4 min \u00B7 Stitch-out cost: $0.75 \u00B7 Setup cost: $2.00 (at $15/hr)
Most embroiderers charge zero for this. PTP Pro captures every cent.
The Travel tab includes a toggle \u2014 off by default. Toggle it on only when the service involves delivery, pickup, or on-site work.
- Flat Fee \u2014 a fixed delivery or travel charge for this job
- Per Mile \u2014 enter distance and rate per mile; total is calculated automatically
| Fee Field | What to Enter |
|---|---|
| Platform Fee ($) | Fixed fee from your marketplace or booking platform per order |
| Payment Processing % | Percentage taken by PayPal, Square, Stripe, etc. Enter as a number: 2.9 for 2.9% |
| Packaging ($) | Bags, boxes, tissue \u2014 any packaging for the finished service order |
| Other Fee ($) | Any additional per-job fee not covered above |
Use Custom for costs unique to this specific job \u2014 rush digitizing fees, special backing ordered for this design, custom color matching supplies, or anything else that doesn’t fit standard categories.
The Pricing tab is where you apply your markup and finalize the service rate. It also includes a Bulk Toggle \u2014 a powerful feature for multi-unit service orders.
When toggled on, Bulk Pricing adjusts the per-unit cost calculation to reflect the efficiency gains of larger production runs \u2014 materials may be purchased in larger quantities, and setup time is amortized across more units.
The Results tab gives you the complete cost breakdown for the service job \u2014 every cost category itemized, with break-even, recommended rate, and profit clearly shown.
| Result | What It Means |
|---|---|
| Total Materials Cost | Sum of all materials \u2014 thread, stabilizer, blank, packaging, and any additional supplies |
| Total Labor Cost | Production + workflow + communication time at your hourly rate, with complexity factor applied |
| Machine Cost | Stitch-out cost + setup cost + machine wear/depreciation (embroidery) |
| Overhead Applied | Your monthly indirect cost proportionally applied to this job based on total time |
| Total Fees | Platform, processing, packaging, travel, and any custom costs combined |
| Break-Even Price | The minimum rate that covers every cost. Never quote below this number. |
| Recommended Rate | Break-even \u00D7 your markup. This is your suggested service price. |
| Gross Profit | Your actual profit per unit at the current markup rate. |
When you have multiple service cards open \u2014 for example, left chest logo + sleeve logo + name tag \u2014 the Order Summary aggregates all cards into a single combined total for the complete order.
The Order Information panel captures customer and job details that carry through to the invoice and job record.
- Create Invoice \u2014 generate a professional invoice pre-filled from this service’s pricing
- Create Job \u2014 push the order to the Jobs workspace and Calendar
- \u2726 Analyze Pricing \u2014 run AI analysis on your rate (Growth Plus)
The Digital Product Calculator (\uD83D\uDCBB) is designed for creators who sell digital goods \u2014 SVG cut files, printable designs, patterns, templates, Procreate brushes, embroidery files, or any product delivered as a digital download.
Digital goods have no per-unit material cost after creation \u2014 once made, they can sell indefinitely. But they carry real upfront investment: your creation time, the tools you used to make them, and platform fees on every sale. The Digital Calculator accounts for all of this.
Unlike the Product and Service calculators, the Digital Calculator amortizes your creation cost across projected sales. The more units you expect to sell, the lower the per-unit cost \u2014 and the more room you have to price competitively while still recovering your time.
| Tab | What You Enter |
|---|---|
| \uD83D\uDEE0 Business Tools | Software and tools used to create the product \u2014 subscription costs, one-time purchases, per-hour tool fees |
| \uD83D\uDCCB Detail | Product name, format, estimated sales quantity, and tool lifespan for depreciation |
| \u23F1 Labor | Creation time, workflow, and communication hours at your hourly rate |
| \uD83D\uDCB3 Fees | Platform listing fee and payment processing percentage |
| \uD83D\uDCB0 Pricing | Review price tiers and toggle bundle pricing |
| \uD83D\uDCCA Results | Four price tiers \u2014 Floor, Recommended, Premium, and Sale |
Before pricing a product, the Business Tools tab captures the software and tools you use to create your digital goods. These costs are factored into every product you price \u2014 because your tools are a real cost of doing business.
| Field | What to Enter |
|---|---|
| Tool Name | The name of the software or tool \u2014 e.g., “Adobe Illustrator”, “Canva Pro”, “Hatch Embroidery” |
| Purchase Price ($) | One-time purchase cost if you bought the software outright |
| Cost per Month ($) | Monthly subscription cost \u2014 Illustrator, Canva, Design Space, etc. |
| Cost per Hour ($) | Metered or per-session tool cost if applicable |
Add a row for every tool \u2014 design software, font subscriptions, mockup tools, AI tools, cloud storage. The total is automatically factored into all digital product calculations in this session.
The Detail tab captures the specifics about the product being priced and the assumptions that affect how creation cost is spread across projected sales.
| Field | What to Enter |
|---|---|
| Product Name | Clear name for this digital product \u2014 e.g., “Farmhouse SVG Bundle”, “Floral Embroidery Design Pack” |
| File Format | The format(s) included \u2014 SVG, PNG, PDF, PES, DST, etc. |
| Estimated Sales (units) | How many sales you realistically expect. This is the key variable \u2014 creation cost is divided across this number to get per-unit cost. |
| Tool Lifespan (months) | How long you expect to use your creation tools. Used to calculate depreciation cost per product. |
At 20 estimated sales: $108 \u00F7 20 = $5.40 per unit just for labor.
At 100 estimated sales: $108 \u00F7 100 = $1.08 per unit.
The more you sell, the lower your floor price can be \u2014 but be realistic with your estimate.
Digital products have no raw material cost \u2014 but they have significant time cost. The hours you spend designing, organizing files, creating mockups, writing listings, and answering customer questions are all real labor that deserves to be compensated.
| Field | What to Enter |
|---|---|
| Hourly Rate ($/hr) | What you want to earn per hour for digital creation work. Reflect your skill level \u2014 an experienced designer commands more than a beginner. |
| Production (hrs) | Hours actively designing, drawing, digitizing, or building the product. |
| Workflow (hrs) | Time organizing files, exporting formats, creating mockups, writing listing copy, uploading files. |
| Communication (hrs) | Time on customer questions, support requests, troubleshooting downloads, or custom revision requests. |
Digital products sold on Etsy, Gumroad, Creative Fabrica, Shopify, or any marketplace carry platform fees on every transaction. If your price doesn’t account for these, they come directly out of your profit.
| Field | What to Enter |
|---|---|
| Platform Fee ($) | Fixed fee per listing or per sale. Etsy charges $0.20 per listing renewal. Some platforms charge per-download fees. |
| Payment Processing % | Percentage taken from each sale by the payment processor. Enter as a number: 6.5 for 6.5%. |
| Other Fee ($) | Any additional per-sale fixed cost not covered above \u2014 marketplace surcharges, VAT collection fees, etc. |
Gumroad: 10% + payment processing
Shopify: 2.9% + $0.30 (Basic plan)
Creative Fabrica: Revenue share varies by membership tier
The Pricing tab shows your calculated price tiers and lets you toggle between single-item and bundle pricing.
Toggle Bundle Pricing on when you are selling a collection of files together \u2014 for example, a bundle of 10 SVG designs or an embroidery design pack with multiple sizes.
With bundle pricing on, enter the number of individual files in the collection. The calculator adjusts the per-unit cost and recommended price to reflect the added value of a bundle while still covering your total creation investment.
Unlike the Product and Service calculators which produce a single recommended price, the Digital Product Calculator produces four price tiers \u2014 giving you a complete picture of your pricing range from floor to premium.
| Tier | What It Means | When to Use |
|---|---|---|
| \uD83D\uDD34 Floor Price | The absolute minimum price that covers all costs at your estimated sales volume. Selling below this means losing money on every sale. | Never price at or below this. Use it as a hard lower limit when running sales or promotions. |
| \uD83D\uDFE1 Recommended Price | The suggested price for standard market positioning \u2014 covers costs and produces meaningful profit per sale. | Your everyday listing price for most products. |
| \uD83D\uDFE2 Premium Price | A higher-tier price for premium positioning. Produces stronger profit per sale and supports a higher-value brand perception. | Complex, high-quality, or niche designs that command a premium. Bundles with significant value. |
| \uD83D\uDD35 Sale Price | A calculated discount price that still maintains profit above floor. Safe to use for promotions. | Limited-time sales, seasonal promotions, or bundle deals \u2014 without going below break-even. |
The Unit Cost Builder (UCB) is the foundation of accurate pricing in PTP Pro. It solves one of the most common problems in handmade business pricing: figuring out what a material actually costs you per unit \u2014 not the price you paid for the whole roll, bottle, or pack, but the exact cost for the amount you use in one product.
Without the UCB, most makers estimate. With the UCB, you know.
You buy a 25-yard roll of HTV for $18.50. You use half a yard per shirt. What does the HTV cost per shirt?
Most sellers guess: “about $1.50” or “maybe $2.” The UCB calculates it exactly:
- $18.50 \u00F7 25 yards = $0.74 per yard
- 0.5 yards \u00D7 $0.74 = $0.37 per shirt
That gap between “$2 guess” and “$0.37 reality” might seem small \u2014 but multiplied across hundreds of products it becomes the difference between accurate pricing and chronic underpricing.
The UCB is not a standalone tool \u2014 it feeds every pricing calculator:
- Calculate a material cost in the UCB \u2192 click Add to Product to insert it directly into Product Pricing
- Click Add to Service to insert it into Service Pricing
- Save materials to the Materials Library to reuse them in any future session without re-entering data
Click + Add Material to create a new row. Fill in the four core fields \u2014 the UCB calculates your cost per unit automatically.
| Field | What to Enter |
|---|---|
| Material Name | A specific, descriptive name \u2014 e.g., “White HTV 12-inch Roll”, “Gildan 5000 White S-XL”, “Poly Mailer 6\u00D79”. Be specific \u2014 you reference this name when adding to products. |
| Price Paid ($) | The total amount you paid for the entire purchase \u2014 the full invoice or receipt price. Do not divide in advance. Enter the full number: if you paid $18.50 for a roll, enter 18.50. |
| Quantity | The total amount you received. A 25-yard roll = 25. A pack of 12 blanks = 12. A 32oz bottle = 32. |
| Unit Type | The unit that matches your Quantity \u2014 yard, oz, lb, gal, unit, pack, sheet, etc. The UCB calculates cost per that unit. |
Once all four fields are filled, the UCB displays the Cost Per Unit (CPU) \u2014 the exact cost of one unit of that material.
To calculate the cost for the specific amount you use per product, fill in the Advanced fields:
| Field | What to Enter |
|---|---|
| Amount Used | How much of this material goes into one product \u2014 e.g., 0.5 yards of HTV per shirt, 2 oz of dye per tumbler batch. |
| Used Unit | The unit for the amount used. Usually the same as Unit Type, but can differ if your purchase and usage units are different. |
With Amount Used filled in, the UCB shows Cost Per Use \u2014 the exact material cost for one unit of your product.
After completing a UCB row, use the action buttons to send it where it needs to go:
- \u2795 Add to Product \u2014 inserts the material as a cost row in the Product Pricing Calculator
- \u2795 Add to Service \u2014 inserts the material as a cost row in the Service Pricing Calculator
- \uD83D\uDCBE Save to Library \u2014 saves the material to your Materials Library for reuse in any future session
CPU: $0.74/yard
Amount Used: 0.5 yards per shirt
Cost Per Use: $0.37 per shirt
Without UCB, most sellers estimate $1\u2013$2. The real cost is $0.37 \u2014 a difference that multiplies across every product you sell.
The Materials Library is a saved collection of your most frequently used materials. Once a material is saved here, you can pull it into any product or service pricing session instantly \u2014 no re-entering names, prices, or quantities.
Think of it as your personal material catalog. Over time it becomes one of the most valuable parts of your PTP Pro setup.
- Fill in the UCB fields for a material \u2014 Name, Price Paid, Quantity, Unit Type.
- Click the \uD83D\uDCBE Save button on that row.
- The material appears in your Materials Library below the calculator.
From any saved material in the library:
| Action | What It Does |
|---|---|
| \u2795 Add to Product | Inserts this material directly into the Product Pricing Calculator as a cost row |
| \u2795 Add to Service | Inserts this material directly into the Service Pricing Calculator as a cost row |
| \u270F Edit | Update the material’s pricing when your supply costs change |
| \uD83D\uDDD1 Delete | Remove a material you no longer use |
Your Materials Library is only as accurate as the prices in it. Supplier prices change \u2014 HTV costs more this year than last, blank prices fluctuate with demand. Make a habit of updating library prices when you receive a new supply order at a different price.
Monthly Expenses is the overhead tracking system inside PTP Pro. It captures every recurring cost you pay to stay in business \u2014 whether you make anything that month or not. These costs are real, and if they are not built into your prices, you absorb them personally.
Your monthly overhead is the cost of being open for business. It flows into every product and service you price through the Indirect Cost Per Hour \u2014 your total overhead divided by your working hours per month. That rate is applied proportionally to each product based on production time.
A product that takes 30 minutes carries more overhead than one that takes 10 minutes. PTP Pro handles that math automatically \u2014 but only if your expenses are entered.
- Software subscriptions \u2014 Adobe, Canva, Design Space, Hatch, Etsy fees, email marketing
- Utilities \u2014 electricity, internet (business portion)
- Equipment payments \u2014 machine financing, lease payments
- Insurance \u2014 business or product liability insurance
- Platform fees \u2014 monthly selling platform subscriptions
- Marketing \u2014 paid ads, photography, social media tools
- Storage or workspace \u2014 rent, storage unit fees
- Packaging supplies \u2014 recurring monthly spend on boxes, mailers, tissue
- Home office expenses \u2014 proportional share of rent, utilities (see home allocation below)
Navigate to the \uD83D\uDCCB Monthly Expenses tab. The inner view shows your expense rows, running total, and allocation tools.
The top section of Monthly Expenses includes fixed expense categories \u2014 pre-defined common overhead fields like rent/mortgage, electricity, internet, and phone. Fill in the ones that apply to your business. These are separate from the custom expense rows below.
If you run your business from home, you can only claim the proportionate share of home expenses that apply to business use. PTP Pro calculates this automatically.
| Field | What to Enter |
|---|---|
| Total Home Sq Ft | Total square footage of your entire home |
| Work Area Sq Ft | Square footage of the space used for your business |
PTP Pro calculates the business-use percentage and applies it to eligible home expenses. A 200 sq ft craft room in a 2,000 sq ft home = 10% business allocation on rent, electricity, and internet.
Once your expenses are entered, use the Apply to Calculators button to push your total monthly overhead into your pricing tools. You do not need to manually enter the Indirect Cost in each calculator \u2014 PTP Pro does it for you.
| Option | What It Does |
|---|---|
| Add | Adds your overhead total to any existing Indirect Cost already in the calculator. Use this if you have already entered some overhead manually and want to add the remainder. |
| Replace | Overwrites the current Indirect Cost in the calculator with your Monthly Expenses total. Use this for a clean apply from scratch. |
| Destination | Where It Goes |
|---|---|
| Product Pricing | Populates the Indirect Cost / Month field in the Product Calculator’s Operations tab |
| Service Pricing | Populates the Indirect Cost Per Hour field in the Service Calculator’s Operations tab |
| Digital Products | Applies overhead to the Digital Calculator’s cost base |
Your expenses change month to month \u2014 new subscriptions, cancelled tools, rate increases. Saving a monthly snapshot to History gives you a permanent record of what your overhead was in any given month. You can also restore a previous month’s expenses to use as a starting point for the current month.
From the History tab, open any past month and click Restore. This loads that month’s expenses back into Monthly Expenses as your current working set \u2014 useful when your costs are similar month to month and you just need to make small adjustments rather than re-entering everything.
The Customers workspace (\uD83D\uDC65) is a lightweight CRM built directly into PTP Pro. It tracks every customer you have worked with \u2014 their contact details, order history, linked jobs and invoices, and their total lifetime value to your business.
It is not a replacement for a full CRM \u2014 it is a focused, connected record that grows automatically as you use Jobs and Invoicing.
Customer records are created in two ways:
- Automatically \u2014 when you enter a customer name on a Job or Invoice, PTP Pro creates or updates their record in the background. You never need to add them manually if you are already logging jobs and invoices.
- Manually \u2014 click + Add Customer in the Customers workspace to create a record directly.
| Field | What It Contains |
|---|---|
| Name | Customer full name or business name |
| Contact email \u2014 used for invoice delivery | |
| Phone | Contact phone number |
| Total Orders | Count of all linked jobs and invoices |
| Lifetime Value | Total revenue across all orders \u2014 auto-calculated from linked invoices |
| Last Order | Date of the most recent job or invoice |
| Notes | Any custom notes about the customer \u2014 preferences, special instructions, relationship notes |
Click any customer in the list to open their Activity Hub \u2014 a full view of everything connected to that customer in PTP Pro.
| Section | What It Contains |
|---|---|
| Customer Profile | Name, email, phone, notes \u2014 all editable directly from this view |
| Lifetime Value | Total revenue from this customer across all recorded orders |
| Order Count | Total number of jobs and invoices linked to this customer |
| Linked Jobs | All Calendar jobs associated with this customer \u2014 click any to open the job detail |
| Linked Invoices | All invoices sent to this customer \u2014 click any to view or re-download |
| Last Activity | Date of the most recent job or invoice |
- Before a client call \u2014 open the Activity Hub to quickly review their order history, outstanding invoices, and any notes before you speak
- Identifying repeat customers \u2014 customers with high lifetime value and order counts are your most valuable clients. Recognizing them lets you prioritize and nurture those relationships.
- Chasing outstanding invoices \u2014 linked invoices show payment status so you can quickly see who has unpaid balances
As your customer list grows, PTP Pro provides two fast ways to find the right record without scrolling through the full list.
Use the search bar at the top of the Customers workspace to filter by name, email, or phone number. Results update as you type \u2014 no need to press Enter. Clear the search to return to the full list.
The alphabetical sidebar on the left lets you jump instantly to customers whose name starts with any letter. This is especially useful when you have a large customer roster and know the first letter of the name you are looking for.
- Click any letter to scroll the list to that section
- Letters with no customers are dimmed automatically
- Click the letter again or scroll freely to browse nearby names
The Jobs workspace (\uD83D\uDCBC) is your production command center \u2014 a real-time view of every active, pending, and recently completed order in your business. It connects directly to the Calendar, Customer records, and Invoicing so everything about an order lives in one place.
Every job moves through a status lifecycle. The status is visible on every card and drives how jobs are sorted and filtered.
| Status | What It Means |
|---|---|
| \uD83D\uDCE5 Pending | Order received \u2014 not yet started. Waiting on deposit, approval, or materials. |
| \uD83D\uDD28 In Progress | Production is underway. Materials consumed, machine running. |
| \u2705 Ready | Completed and awaiting customer pickup or delivery. |
| \uD83D\uDCE6 Completed | Delivered and closed. Moves to history. |
| \u274C Cancelled | Order cancelled by customer or you. |
The top of the Jobs workspace shows a quick summary of your current production load \u2014 how many jobs are in each status, what is due soon, and any overdue items that need attention.
Two focused time views help you stay on top of short-term production without getting lost in the full job list:
Click any job card to open its full detail view. This is where all the information about a single order lives \u2014 customer details, materials, job costing, status, notes, and linked records.
| Field | What It Contains |
|---|---|
| Job Title | The name of the job \u2014 e.g., “Smith Wedding \u2014 24 Shirts” or “Left Chest Logo \u2014 Johnson Co” |
| Category | Type of job \u2014 Embroidery, HTV, Sublimation, Digital, etc. |
| Due Date | When the order must be completed or delivered |
| Customer Name | Linked to the customer record \u2014 click to open their Activity Hub |
| Phone / Email | Contact details for quick reach-out without leaving the workspace |
| Order Number | Your internal or customer-provided reference number |
| Deposit Status | Whether a deposit has been received \u2014 Paid, Partial, or Unpaid |
| Priority | Low, Normal, High, or Rush \u2014 affects sort order in the job list |
| Notes | Free-text field for any order-specific details, special instructions, or reminders |
| Materials | Inventory items tagged to this job \u2014 tracks what stock will be consumed |
| Job Costing | Optional projected cost breakdown \u2014 labor, materials, overhead \u2014 for production analytics |
Change a job status directly from the detail view using the status selector. Status updates are saved instantly \u2014 no separate save button needed. When a job is marked Completed, it moves out of the active queue and into history.
From a job detail view you can:
- Open the linked customer record \u2014 view full order history and contact details
- Create an Invoice \u2014 generate a pre-filled invoice from this job
- View on Calendar \u2014 jump to the job on the calendar to see surrounding deadlines
The Jobs workspace includes built-in schedule views that let you see your active orders laid out across time \u2014 not just as a card list, but as a visual production schedule. Switch between List, Week, and Month views using the view selector at the top of the Jobs workspace. Each view serves a different planning purpose.
List view shows all active jobs in chronological order by due date \u2014 the clearest way to see what is due and when, especially when you have many orders close together. Each row shows the job title, customer, status, priority, and due date at a glance.
Week view shows the current week in a day-by-day layout. Use this for daily production planning \u2014 seeing exactly what needs to be completed Monday vs Thursday, and identifying days that are overloaded before the week begins.
Month view gives you the full production picture \u2014 all jobs across the entire month at once. This is the best view for capacity planning, quoting realistic turnaround times to customers, and spotting busy periods before you accept new orders.
| View | Best Used For |
|---|---|
| \uD83D\uDCCB List | Daily check-in \u2014 what is due next, quick status scan across all active orders |
| \uD83D\uDCC5 Week | Production planning \u2014 what needs to happen each day this week, identifying overloaded days |
| \uD83D\uDDD3 Month | Capacity planning \u2014 quoting turnaround times, spotting busy periods, avoiding overcommitment |
The Receipt Vault (\uD83D\uDCC4) is an AI-powered receipt management system built into PTP Pro. Upload any receipt \u2014 a phone photo, a scanned PDF, or a screenshot \u2014 and the system uses optical character recognition (OCR) to extract the data automatically. No manual typing required.
Every receipt is stored in the vault with its original file attached, so you always have a digital record of every business purchase.
- Vendor name \u2014 the store or supplier you purchased from
- Purchase date \u2014 when the transaction occurred
- Subtotal, tax, and total \u2014 all amount fields broken out separately
- Line items \u2014 individual products with descriptions and prices where visible on the receipt
Most business owners either lose receipts or spend time manually entering purchase data into spreadsheets. The Receipt Vault eliminates both problems \u2014 scan at the point of purchase, route to the right tool in seconds, and every expense is captured accurately without leaving PTP Pro.
After extraction, the Extra Data panel lets you add context that the AI cannot read from the receipt itself \u2014 category tags, notes, and routing intentions.
When saving, you can immediately route the receipt data to another tool in PTP Pro \u2014 or save to the vault first and route later.
All scanned receipts are stored in the Receipt Vault \u2014 a searchable, organized archive of every business purchase you have captured. Each entry shows the vendor, date, total, and routing status.
Click any saved receipt to open the full view \u2014 showing the original uploaded file alongside all extracted and manually entered data.
Need to correct extracted data or add missing fields after saving? Click Edit on any saved receipt to update any field \u2014 vendor, date, amounts, line items, or notes.
PTP Pro checks for potential duplicate receipts when you save \u2014 matching by vendor, date, and total amount. If a likely duplicate is detected, a warning appears before the save completes so you can review before adding a second copy.
Scanning a receipt is only half the job. The real power of the Receipt Vault is what happens next \u2014 routing the extracted data directly to the right tool in PTP Pro without re-entering anything. One receipt can update your overhead, add a material cost, and stock your inventory in three clicks.
Route a receipt line item directly to Inventory \u2014 adding or updating a stock item with the purchase quantity and cost from the receipt.
Route a receipt line item to the UCB \u2014 creating a new material row pre-filled with the item name and price paid. From there, enter the quantity and unit type to calculate cost per unit instantly.
Route the receipt total or a specific line item to Monthly Expenses \u2014 adding it as a new expense row with the vendor name and amount pre-filled.
| Destination | What Gets Sent | Best For |
|---|---|---|
| \uD83D\uDCE6 Inventory | Item name, quantity, unit cost | Restocking blanks, supplies, or materials you track by quantity |
| \uD83E\uDDEE Unit Cost Builder | Item name, price paid | New materials you need to calculate cost per unit for pricing |
| \uD83D\uDCCB Monthly Expenses | Vendor name, total amount | Recurring overhead \u2014 subscriptions, utilities, platform fees |
Each job in PTP Pro supports a set of actions that connect it to the rest of the system \u2014 rescheduling, opening in a pricing calculator, generating an invoice, searching across all jobs, and deleting when needed. These actions turn the Jobs workspace from a simple list into a fully connected operations hub.
Deadlines change. When a customer needs more time or your production schedule shifts, reschedule a job directly from the Jobs workspace without losing any of the job details.
Click the reschedule control on any job card or in the job detail view. Select the new due date \u2014 the job updates instantly on both the Jobs workspace and the Calendar.
When creating or updating a job, the schedule panel lets you set the due date, time, and any scheduling notes. This is also where you assign the job to a specific day on the production calendar.
Any job that was created from a pricing session can be opened back in its originating calculator \u2014 letting you review or update the pricing without starting from scratch.
Click Open in Calculator from the job detail view. The pricing calculator opens with the original inputs intact \u2014 materials, labor, fees, and results exactly as they were when the job was created. Useful for:
- Reviewing cost breakdown before creating an invoice
- Updating pricing if materials or labor changed since the job was quoted
- Creating a similar job by adjusting an existing calculator session
Generate a professional invoice directly from any job \u2014 pre-filled with the job details, customer information, and pricing. No switching apps, no re-entering data.
Click Create Invoice from the job detail view. The invoice form opens with the customer name, job title, line items, and total pre-populated from the job. Review, add payment terms and instructions, then download as a PDF or send directly to the customer.
Use the search bar at the top of the Jobs workspace to find any job instantly \u2014 by title, customer name, order number, or notes.
- Results filter in real time as you type
- Searches across all statuses \u2014 active, completed, and cancelled
- Clear the search field to return to the full job list
Jobs that were created in error or are no longer needed can be deleted permanently from the job detail view.
The Calendar (\uD83D\uDCC5) is PTP Pro’s central scheduling and production planning workspace. It shows all your jobs, deadlines, and events in one visual space \u2014 and connects directly to Jobs, Inventory, Receipts, and Pricing so you can take action without leaving the calendar view.
| Area | What It Contains |
|---|---|
| Main Calendar Grid | Visual display of all jobs and events \u2014 switchable between Month, Week, and List views |
| Left Sidebar | Mini calendar for quick date navigation, location settings, upcoming events, and system/regional events |
| Quick Action Bar | Fast access to common actions \u2014 New Pricing, Upload Receipt, Add Inventory, Production Board, Inventory Workspace |
| Job Cards | Each scheduled job appears as a card on its due date \u2014 click to open, edit, or take action |
- Jobs \u2014 every job created in the Jobs workspace appears on the Calendar on its due date automatically
- Pricing Calculators \u2014 start a new pricing session directly from the Calendar quick action bar
- Inventory \u2014 add inventory items or open the Inventory workspace without leaving the Calendar
- Receipts \u2014 upload and scan a receipt directly from the Calendar quick action bar
- Production Board \u2014 launch the Production Board readiness view from the Calendar in one click
The Quick Action Bar sits at the top of the Calendar workspace and gives you one-click access to the most common actions in PTP Pro \u2014 without navigating away from your schedule. It is designed so you can stay in the Calendar and still reach every major tool.
Open a new pricing session directly from the Calendar. Useful when a customer contacts you for a quote while you are reviewing your schedule \u2014 start the calculator immediately without losing your calendar context.
Scan and upload a receipt without leaving the Calendar. The receipt intake panel opens as an overlay \u2014 scan, extract, save, and route to Monthly Expenses, UCB, or Inventory, then return to your schedule.
Add a new inventory item directly from the Calendar \u2014 useful when restocking supplies while planning upcoming production jobs.
Launch the Production Board \u2014 a consolidated readiness view across all active jobs \u2014 directly from the Calendar. See which jobs have materials confirmed, which are missing supplies, and overall production health.
Open the full Inventory workspace in context \u2014 view stock levels, reorder alerts, and inventory value while keeping your calendar visible in the background.
The left sidebar of the Calendar provides navigation tools, location settings, and an at-a-glance list of upcoming events \u2014 all without taking up space in the main calendar grid.
| Section | What It Shows |
|---|---|
| Mini Calendar | Month view for quick date navigation \u2014 click any date to jump the main calendar to that date |
| Upcoming Events | A chronological list of your next scheduled jobs and events |
| System Events | Built-in business milestone reminders \u2014 tax deadlines, quarterly check-ins, and other recurring business events |
| Regional Events | Local holidays and events relevant to your location \u2014 automatically populated once location is set |
The Calendar can display regional holidays and local events relevant to your area. Set your location once and the Calendar populates these automatically.
Click the + Add Event button or click directly on any date in the calendar grid to open the event creation form. Calendar events are general schedule entries \u2014 meetings, personal reminders, business milestones, or anything that is not a production job.
| Field | What to Enter |
|---|---|
| Event Title | Clear name for the event \u2014 e.g., “Supplier Call”, “Market Setup”, “Tax Appointment” |
| Date \u0026 Time | When the event occurs \u2014 all-day or time-specific |
| Category | Type of event \u2014 Business, Personal, Deadline, Holiday, etc. |
| Notes | Any additional context or reminders for the event |
| Recurring | Set the event to repeat \u2014 daily, weekly, monthly, or custom pattern |
Events appear on the Calendar across all three views \u2014 Month, Week, and List \u2014 so you always see them regardless of which view you are using.
Jobs are production orders created in the Jobs workspace \u2014 they have status, customer links, materials, and invoicing. Jobs appear on the Calendar on their due date automatically. Create a Job when it involves production; create an Event for everything else.
Every job created in the Jobs workspace automatically appears on the Calendar on its due date. Job cards on the calendar are visually distinct from events \u2014 they show the job title, customer name, status indicator, and priority level at a glance.
You do not need to go to the Jobs workspace to manage a job. Click any job card on the calendar to open its action menu \u2014 edit details, mark as complete, or delete directly from the calendar view.
| Action | What It Does |
|---|---|
| \u270F Edit | Open the job detail form to update any field \u2014 due date, status, materials, notes |
| \u2705 Mark as Complete | Changes the job status to Completed and moves it out of the active production queue |
| \uD83D\uDDD1 Delete | Permanently removes the job from the Calendar and Jobs workspace \u2014 cannot be undone |
If a job was created from a pricing session, the Resume Workflow option lets you jump back into the connected calculator \u2014 picking up exactly where you left off to adjust pricing, update materials, or generate an invoice.
The Inventory workspace (\uD83D\uDCE6) tracks every physical item in your business \u2014 raw materials, blanks, finished goods, and supplies. It tells you what you have, how much it is worth, and when you are running low. It connects directly to Jobs, the UCB, the Distributor Manager, and the Receipt Vault so stock levels stay current without manual tracking.
| Field | What It Contains |
|---|---|
| Item Name | Descriptive name \u2014 e.g., “Gildan 5000 White Tee \u2014 Size M”, “White HTV 12in Roll” |
| Category | Item type \u2014 Blank, Supply, Finished Good, Apparel, Thread, Stabilizer, etc. |
| SKU | Stock keeping unit \u2014 auto-filled on distributor imports, or set manually |
| Current Quantity | How many units currently in stock |
| Reorder Point | Minimum quantity before a reorder alert is triggered |
| Cost Per Unit | What one unit costs \u2014 links to UCB for consistency |
| Total Value | Auto-calculated: Current Quantity \u00D7 Cost Per Unit |
| Supplier | Where the item was sourced \u2014 pre-filled on S\u0026S Activewear imports |
Switch between Card View and Table View depending on what you need:
- Card View \u2014 visual layout showing each item as a card with image, quantity, and reorder status. Better for browsing and spotting low-stock items quickly.
- Table View \u2014 dense data table showing all fields across all items. Better for reviewing quantities, costs, and values across your full inventory at once.
Inventory items can be added manually for any item you stock, or imported directly from the S\u0026S Activewear live catalog with pricing and SKU pre-filled.
The fastest way to add branded blanks and apparel to your inventory. Click Import From Distributor to open the S\u0026S Activewear catalog browser \u2014 search, select a product, choose a color and size variant, and import directly with SKU, cost, and supplier pre-filled.
For any item not available through the distributor catalog \u2014 thread, stabilizer, HTV, packaging, custom blanks \u2014 click Add Item to create a manual entry.
| Field | What to Enter |
|---|---|
| Item Name | Clear, specific name \u2014 include size, color, or variant where relevant |
| Category | Select the item type from the dropdown |
| SKU | Optional \u2014 your own reference code for this item |
| Current Quantity | How many you currently have in stock |
| Reorder Point | The quantity at which you want to be alerted to restock |
| Cost Per Unit | What one unit costs \u2014 use the UCB to calculate this accurately |
| Supplier | Where you buy this item |
| Notes | Any additional details \u2014 storage location, variant notes, buying tips |
Click any inventory card or table row to open the full item view \u2014 showing all fields, current stock status, reorder alert state, and transaction history.
Click Edit from the item view to update any field \u2014 name, category, quantity, reorder point, cost per unit, supplier, or notes. Changes save immediately.
Items at or below their reorder point are visually flagged throughout the Inventory workspace \u2014 on the card, in the table, and in the workspace summary at the top. The alert clears automatically when you update the quantity above the reorder point.
The Inventory workspace automatically calculates Total Inventory Value \u2014 the combined worth of all current stock at cost. This figure updates in real time as quantities and costs change, and represents the total capital you have tied up in materials and finished goods.
Every time inventory quantity changes \u2014 whether from a restock, a manual adjustment, a distributor import, or a job consuming materials \u2014 PTP Pro records a transaction. The transaction log gives you a full history of stock movements for any item so you can see exactly how your inventory has changed over time.
| Type | What It Records |
|---|---|
| \u2795 Addition | Stock added \u2014 from a restock, distributor import, or receipt routing |
| \u2796 Adjustment | Manual quantity correction \u2014 fixing a count error or accounting for damage/loss |
| \uD83D\uDCE6 Consumption | Stock used \u2014 when materials are tagged to a job and marked as consumed |
| \u2B07 Import | Items added via distributor import from S\u0026S Activewear |
Open any inventory item and scroll to the Transactions section to see its full history. Each entry shows:
- Date \u2014 when the transaction occurred
- Type \u2014 what kind of movement it was
- Quantity change \u2014 how many units were added or removed
- Running balance \u2014 the stock level after the transaction
- Notes \u2014 any context recorded at the time of the transaction
The Distributor Manager connects PTP Pro directly to supplier catalogs \u2014 letting you browse live product listings, view pricing and variants, and import items into your inventory without leaving the platform. No more switching between supplier websites and spreadsheets.
Access it from the More menu \u2192 \uD83C\uDFED Distributor Manager.
| Distributor | Status | What Is Available |
|---|---|---|
| S\u0026S Activewear | \u2705 Live | Full catalog browsing, variant selection, live pricing, account-specific pricing, direct inventory import |
| SanMar | \uD83D\uDD1C Coming Soon | Integration in development |
Each distributor card shows capability badges indicating what is available for that connection. Badges update dynamically based on your connection status:
- Green badge \u2014 feature is supported and active
- Coming Soon \u2014 supported by the distributor API but not yet available in PTP Pro
- \uD83D\uDD12 Account Pricing \u2014 locked until a successful Test Connection is completed with your account credentials
Before adding credentials, the distributor must be enabled. Click the Enable toggle on the S\u0026S Activewear card to activate it.
Click Add (or Update if credentials already exist) on the credential tile. Enter your S\u0026S Account Number and S\u0026S API Key. These are available from your S\u0026S Activewear account dashboard.
Before a successful Test Connection, the Account Pricing capability badge shows as locked. This means the catalog will show standard list pricing rather than your negotiated account rates.
Click \uD83D\uDD0C Test Connection on the S\u0026S card. PTP Pro sends a test request to S\u0026S using your credentials and reports the result.
| Result | What It Means |
|---|---|
| \u2705 Connected | Credentials verified. Account Pricing badge unlocks. Catalog requests now use your account rates. |
| \u274C Failed | Credentials could not be verified. Check your Account Number and API Key for typos. Contact S\u0026S if credentials are correct but connection still fails. |
With S\u0026S Activewear enabled and connected, click Import From Distributor in the Inventory workspace \u2014 or access the catalog browser directly from the Distributor Manager. The live S\u0026S catalog loads with search and filter controls.
- Search by keyword \u2014 enter a style name, brand, or product description
- Filter by category \u2014 T-Shirts, Polos, Outerwear, Headwear, Bags, and more
- Filter by brand \u2014 Gildan, Port \u0026 Company, Nike, OGIO, and all S\u0026S brands
- Results load page by page from the live S\u0026S catalog \u2014 always current
Click any product to open the Product Detail Panel. Select a color and then a size \u2014 the available combinations are pulled live from S\u0026S inventory.
| Field | Source |
|---|---|
| Item Name | Product name + color + size from S\u0026S catalog |
| SKU | S\u0026S part number for the exact variant |
| Unit Cost | Your account pricing (authenticated) or list price (guest) |
| Supplier | Pre-filled as “S\u0026S Activewear” |
| Category | Mapped from the S\u0026S product category |
The Business Asset Register (\uD83C\uDFE2) tracks every piece of capital equipment in your business \u2014 embroidery machines, heat presses, Cricut and Silhouette machines, computers, cameras, and any other equipment you bought to run your business. It calculates depreciation automatically so you always know what your equipment is currently worth and how much wear to include in your pricing.
Access it from More menu \u2192 \uD83C\uDFE2 Assets.
Every machine you use to produce orders loses value over time. That loss \u2014 depreciation \u2014 is a real business cost. If you price embroidery jobs without accounting for machine wear, you are not covering the true cost of production. When the machine eventually needs replacing, you will have no funds set aside for it.
The Asset Register makes depreciation visible and quantifiable so you can include it accurately in your service pricing.
- Card View \u2014 each asset displayed as a card showing name, category, purchase price, current book value, and depreciation progress bar. Best for a quick visual health check of your equipment.
- Table View \u2014 all assets in a data table with every field visible side by side. Best for comparing depreciation across multiple assets or reviewing total asset value.
The top of the Asset Register shows a summary across all assets:
- Total Asset Value \u2014 combined purchase price of all registered assets
- Total Book Value \u2014 combined current value after depreciation
- Total Monthly Depreciation \u2014 how much your equipment loses in value each month across all assets combined
Click + Add Asset in the Asset Register to open the asset creation form. Fill in the details about the equipment \u2014 PTP Pro calculates depreciation automatically from your inputs.
| Field | What to Enter |
|---|---|
| Asset Name | Descriptive name of the equipment \u2014 e.g., “Brother PR1055X 10-Needle”, “Hotronix Fusion Heat Press 16×20”, “MacBook Pro 14-inch 2023” |
| Category | Equipment type \u2014 Embroidery Machine, Heat Press, Cutter/Plotter, Computer, Camera, Vehicle, Fixture, Other |
| Purchase Price ($) | What you paid for the asset \u2014 the original invoice price including any taxes or shipping |
| Purchase Date | When you bought the asset. Used to calculate age, depreciation to date, and remaining useful life. |
| Useful Life (months) | How long you expect the asset to remain useful. PTP Pro provides suggested defaults by category \u2014 adjust to reflect your actual usage intensity. |
| Salvage Value ($) | Estimated value at end of useful life \u2014 what you could sell or trade it for when it is fully depreciated. Depreciation is calculated on the depreciable amount: Purchase Price minus Salvage Value. |
| Notes | Serial number, purchase source, warranty expiry, maintenance notes \u2014 any reference information you want to keep on record |
Each asset is automatically assigned a unique Asset Tag (e.g., AST-0001, AST-0002) when created. This tag serves as a permanent reference identifier \u2014 useful for insurance records, equipment lists, and cross-referencing with your service pricing machine runtime fields.
PTP Pro uses straight-line depreciation \u2014 the simplest and most common method. The depreciable amount (Purchase Price minus Salvage Value) is divided evenly across the useful life in months.
| Term | What It Means |
|---|---|
| Depreciable Amount | Purchase Price minus Salvage Value \u2014 the portion of the asset value that gets depreciated |
| Monthly Depreciation | Depreciable Amount \u00F7 Useful Life (months) \u2014 how much value the asset loses each month |
| Current Book Value | Purchase Price minus total depreciation to date \u2014 what the asset is worth right now on paper |
| Remaining Life | Useful Life minus months owned \u2014 how many months until the asset is fully depreciated |
| Fully Depreciated | When Current Book Value reaches Salvage Value \u2014 the asset has zero remaining depreciable value |
Depreciable Amount: $8,000
Monthly Depreciation: $8,000 \u00F7 120 = $66.67/month
After 36 months owned: Book Value = $8,500 \u2212 (36 \u00D7 $66.67) = $6,099.88
The monthly depreciation figure from the Asset Register feeds directly into the Machine Wear Cost field in the Service Pricing Calculator. This ensures every embroidery job you price contributes toward replacing the machine when it reaches end of life.
- Open the Service Pricing Calculator \u2192 Advanced tab \u2192 Machine Cost section
- Enter your machine cost and lifespan \u2014 or reference the values from the Asset Register
- The calculator produces a per-job wear cost based on stitch time and machine runtime
When a machine reaches the end of its useful life, its book value drops to the salvage value and depreciation stops. The asset remains in the register as a record. At this point you should:
- Evaluate whether the machine is still serviceable
- If replacing \u2014 add the new machine as a new asset entry
- If keeping \u2014 update the useful life extension in the existing record
PTP Pro includes a built-in invoicing system that generates professional invoices directly from your pricing sessions and job records. No switching to a separate app, no re-entering data \u2014 the invoice is pre-filled from your existing work and ready to deliver in minutes.
Access invoicing from the \uD83E\uDDFE Invoices button in the header bar, or create an invoice directly from a Job or pricing calculator Results tab.
| Section | What It Contains |
|---|---|
| Header | Your business name, contact information, and logo |
| Invoice Details | Invoice number, issue date, and due date |
| Client Information | Customer name, email, and contact details |
| Line Items | Services or products with descriptions, quantities, and unit prices |
| Materials | Optional \u2014 shown itemized or as a single summary total |
| Subtotal \u0026 Tax | Calculated automatically from line items |
| Deposit Applied | Any deposit already received \u2014 reduces the balance due |
| Balance Due | The remaining amount owed after any deposit |
| Payment Methods | How you accept payment \u2014 Venmo, PayPal, Zelle, Cash, etc. |
| Payment Instructions | Specific instructions for where and how to send payment |
| Notes \u0026 Terms | Turnaround policies, revision terms, or custom message |
| Thank You Message | Personalized closing at the bottom of the invoice |
- From a Job \u2014 click Create Invoice on any job to pre-fill the invoice with customer details, job title, and pricing
- From a Calculator \u2014 click Create Invoice from the Results tab to pre-fill from the active pricing session
- Customer Records \u2014 every invoice is automatically linked to the customer record, building their order history and lifetime value
- Invoice History \u2014 all invoices are saved with Draft or Sent status for future reference, re-download, and editing
| Action | What It Does |
|---|---|
| \uD83D\uDDA8 Print | Opens the browser print dialog \u2014 print a physical copy to hand to the customer at pickup or delivery |
| \u2B07 Download PDF | Generates a professional PDF of the invoice \u2014 save to your device or attach to an email |
| \u2709 Send | Delivers the invoice directly to the customer email address on file \u2014 marks the invoice as Sent in Invoice History |
| \uD83D\uDCBE Save Draft | Saves the invoice to Invoice History as a Draft \u2014 return to complete and send later |
Summary \u2014 a single “Materials” line with the total only. Preferred by most sellers to keep cost details private while still showing what the customer is paying for.
Every invoice you create is saved to Invoice History \u2014 accessible from the \uD83E\uDDFE Invoices workspace in the header bar. History shows all invoices with their status, customer, amount, and date so you always have a complete record of what has been billed.
| Status | What It Means |
|---|---|
| \uD83D\uDCDD Draft | Created but not yet sent \u2014 still in progress or saved for later |
| \u2709 Sent | Delivered to the customer \u2014 either emailed directly or downloaded and sent manually |
| \u2705 Paid | Payment received and recorded |
From any invoice in the History list:
- \uD83D\uDC41 View \u2014 reopen the full invoice for review
- \u270F Edit \u2014 make changes to a saved invoice \u2014 update amounts, add notes, change payment terms
- \u2B07 Download PDF \u2014 re-download the invoice at any time
- \u2709 Resend \u2014 send the invoice again to the customer email
- \u2705 Mark as Paid \u2014 record that payment has been received
- \uD83D\uDDD1 Delete \u2014 permanently remove from history
PTP Pro includes a suite of AI-powered tools that analyze your pricing, identify problems, and deliver plain-language recommendations \u2014 acting as a knowledgeable second opinion on your numbers. These tools are available inside the pricing calculators and across the platform wherever pricing decisions are made.
| Tool | Where to Find It | What It Does |
|---|---|---|
| \u2726 Analyze Pricing | Calculator Results tab | Submits your current pricing to the AI for a health check \u2014 identifies undercalculated costs and unsustainable margins |
| \uD83E\uDD16 AI Insights | Calculator Results tab | Opens the full AI Insights panel with detailed analysis, recommendations, and access to Fix My Price and Explain My Price |
| Fix My Price | AI Insights panel | Provides a specific recommended price with supporting reasoning \u2014 not just commentary |
| Explain My Price | AI Insights panel | Generates a customer-facing explanation of your pricing for listings, quotes, and client conversations |
| \u2726 AI Receipt Scanner | Receipt Vault | Reads uploaded receipt images and PDFs to extract vendor, date, totals, and line items automatically |
| \u2726 Fund Distribution AI | Fund Distribution tab | Evaluates your profit allocation percentages and provides guidance on appropriate splits |
The \u2726 Analyze Pricing button appears in the Results tab of every pricing calculator. Click it after completing all your cost inputs to send your current pricing data to the AI for analysis.
The AI pricing analysis reviews your complete cost structure and delivers a written assessment covering:
- Cost completeness \u2014 whether any cost categories appear to be missing or underrepresented
- Labor adequacy \u2014 whether your hourly wage reflects the real value of your skill and time
- Overhead coverage \u2014 whether your indirect cost allocation is sufficient
- Margin sustainability \u2014 whether your profit margin is viable for long-term business health
- Pricing position \u2014 how your price compares to typical market expectations for this type of product or service
After analysis runs, the \uD83E\uDD16 AI Insights button opens the full insights panel \u2014 showing the complete analysis report and giving you access to Fix My Price and Explain My Price.
Fix My Price goes beyond analysis \u2014 it delivers a specific recommended price with supporting reasoning. If your price is too low, Fix My Price tells you what it should be and exactly why, identifying which costs were underrepresented and how the new price improves your profitability.
- When your profit margin feels too thin but you are not sure what to adjust
- When a customer has pushed back on your price and you want a data-backed second opinion before reconsidering
- When you are pricing a new product type and want a starting point grounded in your actual cost structure
- When your break-even is higher than expected and you want guidance on a realistic markup
Explain My Price generates a customer-facing explanation of your pricing \u2014 written in plain English, professional in tone, and designed to communicate the value behind your price without revealing your exact cost breakdown.
- When a customer asks “why is it so expensive?” and you want a confident, professional response ready
- When writing product listings and want to articulate the value of handmade work
- When preparing a quote for a corporate client who expects pricing justification
- When you want consistent language across your shop, social media, and customer communications
PTP Pro surfaces AI Alerts when it detects potential pricing issues or business risks based on your data \u2014 without you having to run a manual analysis. These alerts appear proactively to draw your attention to problems before they affect your bottom line.
- Price below break-even \u2014 a product or service priced below its calculated cost floor
- Zero labor \u2014 a pricing session with no labor time entered
- Zero overhead \u2014 indirect cost left at $0 when Monthly Expenses are set
- Thin margin warning \u2014 profit margin falling below a sustainable threshold
- Missing fees \u2014 platform or payment processing fees not accounted for
When an alert appears, click it to open the relevant calculator or workspace where the issue was detected. Review the flagged area, make corrections, and the alert clears automatically once the underlying issue is resolved.