Workflow Guidelines

Review all incoming emails and follow the routing rules based on the prefix in the subject line.

Routing Rules

A- → Move to Ana’s folder

G- → Move to the Graphics folder

R- → Leave in the inbox

These prefixes usually indicate ongoing conversations or replies that already belong to those folders.

Unlabeled Emails (Key Rule)

If an email does not have a prefix:

Categorize the email

Assign it if you know who it is directed to

If you are unsure who should handle it:

Categorize it only and leave it unassigned

Leave it in the inbox

Do not move it until the assigned person has seen it and moves it themselves

Assignment Rules

If you add your name to an email, you are fully responsible for completing it

If an email has your name on it, it is assigned to you

If you cannot complete it, remove your name so it can be reassigned

Required Signature: Every outgoing email MUST include your Name and the Central Business Marketing signature.

Finding the Customer

Search by Email for Job Number: Paste the number into the search bar to find the Latest Job Number and pull their info automatically.

Account Search: Use the account field for established companies to pull their 20-year history and pricing.

Walk-In Search: Use the Description Box for one-time customers or new people not in the system.

Web Orders: For orders coming through the website, please see the Web Order drop-down section for specific instructions.

Processing the Request

Check History: Click the History tab to see what we charged last time before you start a new entry.

New Estimate: Start an Estimate if they are asking "How much?" or need a quote for approval.

New Invoice: Start an Invoice if they say "Go ahead" or "Print it" to put it in the production queue.

Set Job Location: You must manually set the Job Location for every new invoice (it does not do it automatically). Select the correct department: Graphics, Printing, Apparel, Promos, or Signs.

Pending List Audit: Check the Pending List daily to ensure every job has a location assigned. If it is blank, research the job and update it immediately.

Invoice Copies: Type the Invoice # in the search bar, click the Email Icon, and it sends a PDF automatically.

Ownership & Communication

- Email Signature: Your name and Central Business Marketing signature must be on every outgoing email.

- Task Ownership: If your name is on the task in the spreadsheet, you own it from Start to Finish.

- Needs Action: Change the category to "Needs Action" immediately if you get stuck or the pricing is too complex.

Time & Team Tools

- Team Time Clock: Clock IN when you start and OUT for lunch to keep the weekly hours accurate.

- Message Center. This is our hub for upcoming tasks and goal tracking. Check for jobs assigned to your name or your department. If a job is listed under a department, anyone in that group can claim it—just assign it to yourself and dive in!

How to Update Status

Keep the team in the loop by clicking the status buttons:

RED (Received): Click to acknowledge you've seen the job.

YELLOW (In Progress): Shows the team the job is underway.

GREEN (Complete): Final step once the project is finished.

Production Check-ins: Following up with the production team or vendors to get status updates on open orders.

Customer Updates: Proactively emailing customers once their order has moved to "In Production" or is "Ready for Pickup/Shipping."

Shipping Coordination: Send tracking numbers to customers.

Standard Web Order Workflow

When a new order notification arrives via email, please follow these steps to process the job:

Website Backend (Duda)

Access: Log into the backend of centralbusiness.com via the Duda editor.

Update Status: Locate the new order and change the status to In Progress.

Work Order: Print the work order to a PDF so you have the job details ready.

MIS Entry (PrintSmith Vision)

New Job: Open PrintSmith and create a new job entry.

Naming Convention: In the job heading, always start with Web Order followed by the order number (e.g., Web Order 12345).

Data Transfer: Repeat all relevant customer and job information from the Duda work order into PrintSmith to ensure our records match.

Artwork Management

Download: Download the artwork provided by the customer from the Duda order.

File Naming: Rename the artwork file to include the new PrintSmith job number for easy tracking.

pCloud: Upload the renamed artwork into the corresponding folder in pCloud.

Design & Proofing

Artwork Fixes: If the artwork is not print-ready, you may fix it yourself or coordinate with our third-party design partners for assistance. artdept@peppigraphixmart.com

Proofing: Send the proof to the customer. We will only move the job to In-House Production once a formal Proof Approval has been received. 

1. Mastering the Search (Finding Customers Fast)

The Global Search: Use the search bar at the top right for a quick lookup. You can search by Invoice Number, Company Name, or Email Address.

The Wildcard Trick: If you aren't sure of the exact spelling, use an asterisk (*). Searching "Cent*" will find "Central Business" and "Century Marketing."

Account History: For established customers, always open the Account first. Click the History tab to see their full 20-year record. This ensures we use the correct past pricing and specifications.

2. The "Copy to New" Shortcut (Saves 5+ Minutes)

Repeat Orders: Never re-type a job from scratch if they’ve ordered it before.

The Move: Find the old job in their History, highlight it, and select "Copy to New Invoice." * Verification: Once copied, double-check the quantity and current pricing before saving. This is the fastest way to ensure the paper stock and descriptions stay consistent.

3. Professional Order Entry

Job Naming: Always use clear, descriptive titles.

Bad: "Cards"

Good: "500 Business Cards - Reese Pye (UV Coated)"

Web Order Heading: If an order came from the website, the heading must start with "Web Order [Order #]".

The "Location" Requirement: Before saving an invoice, you must manually set the Job Location. PrintSmith does not do this for you. Assign it to: Printing, Graphics, Apparel, Promos, or Signs.

4. Estimates vs. Invoices

Estimates (The "Maybe" List): Use this for customers asking for a quote. If they have three different quantities in mind, create one estimate with three different "Quantity" columns to show the price breaks.

Invoices (The "Live" List): Only convert an Estimate to an Invoice once the customer says "Go ahead" or "Print it." Converting to an Invoice officially puts the job on the production floor.

5. Digital Communication

The Email Icon: To send a copy of a quote or invoice, simply click the Email Icon within the job window. It will generate a PDF and pull the customer's email address automatically.

Notes Field: Use the "Internal Notes" section for anything the production team in Houston needs to know (e.g., "Customer is picking up Friday" or "Wait for high-res logo"). These notes don't show on the customer's invoice.

6. Daily "Pending List" Audit

The Cleanup: Every day, look at the Pending List.

Check for Blanks: Ensure every job has a Location and a Due Date.

Follow Ups: If an Estimate has been sitting for more than 48 hours without a response, send a polite follow-up email to the customer.

7. Managing Complex Pricing

Needs Action: If a job requires complex paper stocks, custom die-cutting, or specialized finishing that you aren't sure how to price, change the job category to "Needs Action".

Store Review: This flags the job for Store to review and finalize the pricing so you don't accidentally undercharge the customer.

Billing Assistance: Working with accounting to ensure invoices are sent out as soon as orders are written up.

Database Cleaning: Going through your contact list to ensure emails and phone numbers are up to date for your marketing efforts.

Graphics & Artwork Standards

• Whether you are creating artwork from scratch or fixing a customer's file, please follow these standards:

1. Software & Tools

• CorelDRAW (Preferred): We recommend downloading the 30-Day Free Trial of CorelDRAW to get started. If you are still with the team after 30 days, we will discuss providing a full company license.

• Canva/Affinity: For basic layouts or template-driven designs, you may use these tools as long as the final output meets our print specs.

• Vector Graphics: We accept AI files, but everything must eventually be print-ready in our workflow.

2. Product-Specific Layouts

• Before finalizing a design, ensure it follows these specific setup rules:

• Printing (Business Cards, Flyers, etc.): Always include a 0.125" Bleed.

• Promos: No bleeds required, but you MUST use the specific product template for the layout.

• Apparel: No bleeds. Design these on a mockup showing the actual shirt color, the specific ink/thread colors, and the basic sizing/position on the garment.

• Signs: No bleeds. Provide a PDF Layout for customer approval.

• Contour Cuts: These MUST be a vector file. If a customer sends a pixelated image (JPG/PNG) for a contour cut, it must be redrawn into a vector. You may use an approved third party for this redrawing.

3. Proofing & File Naming

• When sending a proof for customer approval, you must follow our specific naming convention to track who is working on the job:

• Initialing: Place your initial followed by a dash at the very beginning of the filename. Use one initial unless there is a team member with the same initial, then use two.

• Example: R - 12345 Proof Business Cards

• Format: Proofs should always be sent as a high-resolution PDF.

 4. Finalizing for Production

• Once a job has received Proof Approval, prepare the final production file:

• Fonts: You must Convert all Text to Curves (Outlines) to ensure fonts do not drop or change.

• Naming: Keep the Initial - Job Number format for the final production file.

• pCloud: Upload all final versions to the corresponding folder in pCloud.

5. Technical Specifications

• Resolution: All images must be 300 DPI or higher.

• Color Mode: All files must be set to CMYK.

6. Production Workflow

• In-House Fixes: If a file has minor issues, please fix them to ensure it is print-ready.

• Third-Party Support: For complex design work or vector recreations that you cannot complete in-house, coordinate with our approved third-party designers.

Promotional Products (Promos)

Our promotional division handles thousands of custom-branded products. Because we work with so many different manufacturers, it is important to follow this workflow to ensure our pricing and logistics are accurate.

1. Finding the Right Product

The First Stop: Always check the Promotional Items section on our main website first. These are our most reliable and commonly ordered products.

The Catalog: If it is not on our main site, flip through our Top Promos Catalog located in the Resource Center.

White Label Website: For a deeper search, use our White Label Website (also in the Resource Center). This is branded with our company name and features thousands of items.

Pro Tip: Copy the Product Number from the White Label site and paste it into Distributor Central to see the specific manufacturer and our wholesale cost.

2. Buying Power (Impact MDS) List

Strategic Advantage: We are a member of Impact MDS (703-842-3070). This membership gives us additional buying power with specific manufacturers.

Competitive Pricing: On larger orders, check to see if the manufacturer is a partner of Impact MDS. Using them can make our quotes much more competitive.

Placing the Order: When ordering, you must provide our Impact MDS ID Number to receive the automatic discount.

Verification: Always double-check the final invoice from the manufacturer to ensure the discount was applied correctly.

3. Quoting & Wholesale (Distributor Central)

Distributor Central is our hub for all U.S. manufacturers.

Manufacturer Quotes: Because multiple manufacturers often sell the same product, the pricing can be confusing. For larger orders, always contact the manufacturer directly to get a formal quote so we do not leave anything out.

Required Add-ons: When building a quote, you must account for:

Setup Fees: The initial plate or screen charge from the manufacturer.

Graphics Layout Fee: Our internal fee for preparing the design.

Shipping: Always include shipping costs from the manufacturer to the destination.

4. Pricing & Profitability

Retail Pricing: Generally, we follow the Suggested Retail Price (MSRP).

The Shipping Warning: You must be extremely careful to include the shipping cost in your final quote. If shipping is left out, it often leaves us with zero profit on the job.

5. Artwork Requirements

Templates: Promos always require a specific product template. Do not start a layout without the manufacturer's template.

No Bleeds: Promotional items do not require bleeds.

Apparel & Sourcing Workflow

Our apparel division relies on a specific network of vendors to ensure we get the best pricing and material for each job type, from caps and jackets to high-visibility gear. Most items featured on our website have physical samples available in our store for reference.

1. Sourcing & Primary Vendors

SanMar (Primary): Our first call for the majority of our apparel. We order directly through their website.

S&S Activewear (Secondary): Use S&S as our second option for different brands and full-line availability.

Kati Sportcap: Our go-to for a wide variety of cap styles and headwear.

Specialty Vendors: * Max Apparel: Used primarily for high-visibility and safety apparel.

Rivers Promo: Our source for safety shirts and specialized sublimation garments.

Tiger Hill: Use this vendor specifically for fishing shirts and performance button-downs.

Game Guard: Order these directly if our main distributors (SanMar/S&S) do not carry them.

2. Embroidery Process (Graphic Results)

Graphic Results is our primary partner for embroidery. While we occasionally use them for screen printing, their main role is handling our embroidered apparel (jackets, caps, polos, etc.).

Mock-ups & Approval: Send the customer a proof featuring a mock-up of the actual apparel color with their logo and specified thread colors.

Artwork Folder: Once approved, move the mock-up to the Approved Artwork Folder. Ensure it is labeled with the Job Number.

Digitizing (DST File): Order the DST file (the embroidery format) only after approval.

Critical Step: Verify the correct sizing for the Left Chest or Sleeves. We often print the design at 100% scale and physically place it on a garment to ensure the proportions look right.

Production Logistics: We drop-ship the blank apparel from the vendor directly to Graphic Results.

Purchase Order: Send a PO to Graphic Results including the Job Number, the DST file, and the Approved Proof showing specific colors and positioning. They will ship the finished goods to us or directly to the customer.

3. Screen Printing & DTF (In-House)

We handle the majority of our screen printing and full-color apparel jobs in-house.

Full Color/Small Orders: We use DTF (Direct to Film) transfers.

One-Color/Budget Orders: To keep pricing competitive, we use Screen Printed Transfers.

Logistics: Have the blank apparel shipped directly to our location. We order the transfers and apply them here.

4. Order Entry Checklist

Customer Approval: Never order blank apparel or DST files until the proof is approved.

Shipping Accuracy: Double-check whether the blanks are going to Graphic Results (for embroidery) or to Our Location (for in-house printing).

Inventory Check: If you are unsure about a fabric or fit, refer to the physical samples in the store before placing the vendor order.

Signage & Large Format Workflow

Our sign division handles everything from simple yard signs and banners to full vehicle wraps and 3D architectural lettering. We balance in-house production with a specialized network of wholesale vendors.

1. Sourcing & Primary Vendors

We utilize specific vendors based on the technology required for the job:

4/over: This is our primary source for Banners and Direct-to-Substrate printing on corrugated plastic (yard signs).

Sign365: Our secondary source for Banners and Direct-to-Print. They are an excellent option when a job requires a very fast turnaround.

Digital Print Solutions: Use them for specialized Contour Cutting of vinyl.

Gemini: Our exclusive source for 3D Lettering and architectural wall displays.

SignMaster: Use for .024 Aluminum signs and any specialty contour-cut substrates.

Dynamic Signs (Ali: 832-607-4657): Our partner for heavy-duty exterior signs, including Pylon Signs and Channel Letters.

Supplies: We buy our in-house materials from Grimco. Our secondary call for supplies is Fellers.

2. In-House vs. Outsourced Production

In-House (Premium): We handle Vinyl Overlay signs and smaller custom jobs in-house. These are considered a premium option.

Outsourced: We outsource high-volume corrugated signs and complex screen-printed signs to stay competitive.

3. Artwork & Vector Standards

Vector Requirement: Almost all sign artwork must be in a vector format. This is mandatory for contour cutting, 3D lettering, and large-scale scaling.

Raster Images: If a customer provides a pixelated image, it must be redrawn. We can use a third party for this if needed.

4. Installation & Project Management

Managing an installation requires careful coordination between the shop, the customer, and the installer.

The Process: Use the [Installer Spreadsheet Link] to find a qualified professional for the specific job type.

Pricing & Quotes: Always get a firm price from the installer before finalizing the quote for the customer.

Scheduling: Do not over-promise on dates. Coordinate customer vehicle availability with installer schedules and give yourself a timeline buffer.

In-House Install: We handle smaller installs ourselves, but for large projects or complex wraps, we use a professional third party.

5. Vehicle & Storefront Graphics

Vehicle Graphics: We generally ask customers to bring their vehicles to our office. We only perform remote installs if absolutely necessary.

Vehicle Wraps: These are high-detail projects. Ensure templates are exact before production.

Central Business Pro Tips for Signs

Substrate & Finishing: When entering a sign order in PrintSmith, you must include the Substrate (the material) and the Finishing (grommets, lamination, or stakes).

Vendor Coordination: Double-check the turnaround times on 4/over or Sign365 before promising a delivery date, as these can fluctuate based on shipping.

Printing & Paper Workflow

Our printing division is split between high-efficiency trade printers and our in-house digital capabilities. We choose the vendor based on the product type, turnaround time, and specialized finishing requirements.

1. Primary Print Vendors

4/over (Primary): Our first call for most standard print jobs.

Print O Graph: Our second call. They offer great quality but generally have a slightly longer turnaround time than 4/over.

Silkcards: Use them for specialized business card needs, including premium finishes.

Signs 365 (The "One-Day" Option): If a customer needs standard business cards immediately, Signs 365 offers a one-day turnaround.

Note: We always charge a premium/extra fee for this rush service.

2. Specialized Product Sourcing

We use specific "Trade-Only" vendors for items that require specialized equipment:

Envelopes: Order through 24 LB.

Presentation Folders: Source from Wholesale Pocket Folder.

Carbonless Forms:

Standard Forms: We do these In-House on our digital press.

Numbered Forms: Use Trade Carbonless or ND4C.

Labels: Primary source is Discount Labels, with Print O Graph as a secondary option.

Premium & Specialty Cards:

Silk Cards: Ordered specifically from Silkcards (use the Zapco code for our account).

Metal Business Cards: Order these from Metal Business Cards.

Specialty Finishing:

Die-Cut Products: Source blank door hangers and tags from Zapco.

Fire Tags: We use Hawks Tag specifically for these.

Protection/Security: Use ND4C and Navitor for protection-related print items.

3. Paper & In-House Production

Paper Sourcing: We order our bulk paper stock from Ovol Paper. For certain specialty items, we also buy paper through Amazon.

In-House Digital Press (Xerox):

When to use: Use our in-house Xerox press for Rush Jobs, very small runs, and Standard Carbonless Forms.

The Trade-off: While in-house printing is faster and gives us total control, the "click cost" and labor make it more expensive than trade printers. Only pull the trigger on in-house production if the deadline requires it or for standard forms.

4. Order Entry & Pricing Tips

Rush Fees: Always ensure a rush fee is added to the PrintSmith invoice if we are using a one-day turnaround or the in-house Xerox for a deadline.

Vendor Logins: Most of these vendors are "Trade Only." If you need a login or Zapco code that isn't in the password manager, ask Reese directly.

Double-Check Specs: For folders and carbonless forms, double-check the "Numbering" and "Pocket" requirements before submitting the order.

Central Business Pro Tips for Printing

Control vs. Cost: 4/over is cheaper, but the Xerox is faster. Always check the customer's "In-Hand" date before deciding where to send the file.

Carbonless Check: Remember, if it is a standard form, keep it in-house. If it needs numbers, it goes to Trade Carbonless or ND4C.

Digital Marketing & AI Services (Vendasta Partnership)

We operate as a Vendasta Partner, which allows us to offer world-class digital products that are typically only available to large agencies. Vendasta is a reputable, "trade-only" platform that does not sell directly to consumers—meaning we provide our clients with exclusive tools they cannot get on their own.

1. Our Digital Product Suite

Through Vendasta, we provide a full "AI Workforce" and digital management tools:

AI Receptionist: A 24/7 automated system that captures leads, answers questions, and books appointments so the client never misses a call.

SEO (Search Engine Optimization): Advanced tools to boost local search visibility and keyword rankings.

Social Media Marketing: Automated scheduling, AI-assisted content creation, and multi-channel management.

Reputation Management: An AI-powered dashboard to monitor reviews, automate review requests, and generate "reputation-safe" responses on Google and Facebook.

2. Website Development

In-House Specialty: While we use Vendasta for many digital services, we handle Web Design and Hosting in-house. This gives us total creative control and allows for faster updates and a more personalized touch for our local clients.

3. The "Business App" Dashboard

Single Login: We provide every digital client with access to the Business App. This is their central hub where they can see their ROI, manage their reputation, and view Executive Reports in one place.

Executive Reports: These are automated reports that prove our value by showing exactly how many leads, reviews, and impressions the client gained each month.

4. Partner Positioning

White Labeling: All Vendasta products are "white-labeled" under our brand (Central Business Marketing). When talking to customers, we emphasize that we are their local experts backed by a massive, high-tech infrastructure.

Scalability: Because Vendasta handles the "heavy lifting" of the software backend, we can manage hundreds of digital clients without losing the personal service that Central Business Marketing is known for.

Central Business Pro Tips for Digital

The Snapshot Report: Before pitching a new client, always run a Snapshot Report in Vendasta. It gives them a "report card" of their current online presence and makes the sale much easier by highlighting their gaps.

Recurring Revenue: Remember, digital services are subscription-based. Ensure the billing is set up correctly in PrintSmith to repeat every month so we maintain consistent cash flow.

Duda Website Updates: Helping you update images or text on your website to reflect new promotional items or seasonal printing specials.

AI Receptionist Review: Checking the logs of your AI Receptionist to see if any high-value leads need a personal follow-up call.

Social Media Posting: Taking photos of completed projects (like custom t-shirts or local signage) and posting them to your business pages to show off your work.

Email Campaigns: Helping you draft and send a monthly "Central Co" newsletter to your existing customer base with special offers.

Welcome to the Team: Virtual Assistant Onboarding

Remote Access Setup (Splashtop)

We use Splashtop to access our office computers.

Download:

Go to splashtop.com/downloads and install the Splashtop Business App (Windows or Mac)

Login:

Check your email for the invitation

Accept it, create your password, and log in to access your assigned workstation

Your Remote Workstation

Once logged in, you’ll see three main windows ready:

Company Email → Client and internal communication

Central Business Website → www.centralbusiness.com

PrintSmith Vision → Job and order management system

Team Portal & Time Tracking

The Team Portal is where daily work is managed.

Access: Located in the top right corner of our website

Time Clock: Clock in and out for every shift

Message Center: Check for jobs assigned to you or your department

Files & Artwork (pCloud)

We use pCloud for all active jobs and artwork.

Access: You will receive an email invitation to the “Active Jobs” folder

Accept the invite to view, download, and upload files via pcloud.com.

Backup Connection (Google Remote Desktop)

If Splashtop is lagging or will not connect, please use this secondary method.

Access: Go to remotedesktop.google.com/access in your Chrome browser.

Login: Use the company Google credentials provided to you.

Connect: Select your assigned workstation and enter the 6-digit PIN 

Troubleshooting & Support

Offline Status: If your workstation shows as "Offline" in either app, please notify office immediately so the office computer can be restarted.

File Transfers: For the fastest performance, always use pcloud.com to move large artwork files between your local computer and the remote workstation.