Turn Around Times & Rush Fees Operating Guide

Print Life Software provides an automated lead-time scheduling and rush-fee pricing engine designed for screen printers, embroiderers, and custom apparel shops. By defining standardized production turnaround windows—and charging dynamic flat-dollar or percentage-based rush surcharges—shop owners can set accurate customer expectations, streamline production queue scheduling, protect margins on tight deadlines, and allow customers to self-select delivery speeds directly on public quote approval pages.

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1. Feature Scope & UI Navigation

The turnaround and rush fee system connects global shop configuration, individual quote estimating, customer approval checkout, and shop floor calendar scheduling across the following navigation paths:

┌────────────────────────────────────────────────────────────────────────────────────────┐
│                                PRIMARY NAVIGATION PATHS                                │
├──────────────────────────┬─────────────────────────────┬───────────────────────────────┤
│ Feature Activation       │ /settings?tab=features      │ Settings -> Features          │
│ Turnaround Management    │ /settings?tab=business      │ Settings -> Business Info     │
│ Quote Estimating Lead Time│ /quotes-invoices/[id]      │ Quote Builder -> Turn Around  │
│ Public Customer Checkout │ /q/[quoteId]                │ Public Quote -> Action Bar    │
│ Production Scheduling    │ /dashboard?view=calendar    │ Calendar Timeline Scheduling  │
└──────────────────────────┴─────────────────────────────┴───────────────────────────────┘

Feature Activation (/settings?tab=features)

• Expand Finance & Settings in the left sidebar $\rightarrow$ click Settings $\rightarrow$ select the Features tab.
• Locate Turn Around Times & Rush Fees and toggle the switch to ON. This dynamically unlocks the Turn Around Times configuration card under the Business Info tab.

Turnaround Management Card (/settings?tab=business)

• Navigate to Settings $\rightarrow$ select the Business Info tab $\rightarrow$ scroll to the Turn Around Times card.
• Add Option (Button): Opens the modal to configure a new turnaround tier (Title, Number of Days, Flat Dollar or Percentage Fee).
• Default Option Selector: Radio button or dropdown to designate which lead-time tier pre-populates all newly created quotes.
• Customer Turnaround Selection Toggle: Located under Customer Checkout Options at the bottom of the card. When toggled ON, customers can view and select rush options directly on the public quote approval page prior to paying.

Quote Estimator Integration (/quotes-invoices/[id])

• In any draft or open quote, locate the Turn Around selector in the quote header and pricing summary.
• Selecting an option instantly applies the rush fee to the invoice balance and recalculates the Estimated Due Date based on the chosen turnaround duration.

Public Customer Quote Page (/q/[quoteId])

• If Customer Turnaround Selection is enabled, the bottom sticky action bar on the public quote page renders an interactive turnaround selector.
• Customers can upgrade from Standard to Rush delivery, observing real-time recalculations of the total amount due before completing their deposit or full payment.

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2. Capabilities & Operational Boundaries

The turnaround engine synchronizes customer lead-time commitments with production due dates and accounting surcharges:

┌────────────────────────────────────────────────────────────────────────┐
│                         ORDER CREATION / QUOTE                         │
│                  Start Date: Order Invoiced / Approved                 │
└───────────────────────────────────┬────────────────────────────────────┘
                                    │
                                    ▼
┌────────────────────────────────────────────────────────────────────────┐
│                      TURNAROUND SELECTION ENGINE                       │
│     [Standard: 10 Days | $0]   OR   [3-Day Rush: +$75 | +20%]          │
└───────────────────────────────────┬────────────────────────────────────┘
                                    │
         ┌──────────────────────────┴──────────────────────────┐
         ▼                                                     ▼
┌─────────────────────────────────┐   ┌─────────────────────────────────┐
│     FINANCIAL SURCHARGE LEDGER  │   │   PRODUCTION DUE DATE ENGINE    │
│  Flat Dollar ($) OR Percent (%) │   │  Due Date = Start + Turnaround  │
│  Mapped to QuickBooks Rush Code │   │  + Shipping Transit Days        │
└─────────────────────────────────┘   └────────────────┬────────────────┘
                                                       │
                                                       ▼
                                      ┌─────────────────────────────────┐
                                      │   DASHBOARD PRODUCTION CALENDAR │
                                      │   Job Slotted to Target Window  │
                                      └─────────────────────────────────┘

Supported Capabilities

1. Flexible Surcharge Structures: Charge rush fees as either a Flat Dollar Amount (e.g., $+$50.00$) or a Percentage of the Order Subtotal (e.g., $+20%$).
2. Dynamic Due Date Calculation: Automatically projects the quote's Due Date by adding the turnaround days plus shipping transit days to the order start date.
3. Automated Default Selection: Designate your shop's standard production timeline (e.g., "Standard Production - 10 Business Days") to pre-fill all new quotes automatically.
4. Self-Service Customer Rush Upgrades: Enable customers to choose their preferred turnaround speed during checkout. When a customer upgrades to a rush tier, the system updates the invoice line items, recalculates the deposit due, and shifts the due date automatically.
5. QuickBooks Revenue Account Mapping: Synchronizes rush fees cleanly to QuickBooks Online under designated rush/turnaround revenue accounts.

Operational Boundaries & Guardrails

• Feature Switch Prerequisite: Turnaround configuration fields and quote selectors remain inactive until Turn Around Times & Rush Fees is enabled under Settings $\rightarrow$ Features.
• Price Snapshot Immutability: Once a customer approves a quote and pays a deposit, the selected turnaround tier and rush fee are locked into the invoice snapshot. To alter the turnaround speed post-payment, an owner or manager must edit the invoice directly.
• Calendar Production Overrides: While the turnaround tier calculates the contractual customer due date, shop floor managers can independently drag and schedule jobs onto specific days on the Production Calendar without altering the customer's promised delivery date.

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3. Step-by-Step SOP Workflows

SOP 1: Enabling Turn Around Times & Rush Fees

[Settings -> Features] ──> [Toggle: Turn Around Times & Rush Fees ON] ──> [Settings -> Business Info]

1. Navigate to Settings (/settings) from the left sidebar.
2. Select the Features tab.
3. Locate Turn Around Times & Rush Fees and switch the toggle to ON.
4. Click the Business Info tab in Settings.
5. Scroll down to locate the newly visible Turn Around Times card.

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SOP 2: Creating Standard and Rush Turnaround Tiers

1. In the Turn Around Times card on the Business Info tab, click Add Option.
2. Configure your standard production lead time:
   • Title: Standard Production (7-10 Days)
   • Number of Days: 10
   • Amount Type: Select Dollar Amount ($)
   • Amount: 0.00
   • Click Save Option.
3. Click Add Option again to create an expedited rush tier:
   • Title: Priority Rush (5 Business Days)
   • Number of Days: 5
   • Amount Type: Select Percentage (%)
   • Amount: 15 (Charges a 15% surcharge on the order subtotal)
   • Click Save Option.
4. Click Add Option to create an emergency express tier:
   • Title: Hot Rush (2 Business Days)
   • Number of Days: 2
   • Amount Type: Select Dollar Amount ($)
   • Amount: 150.00 (Charges a flat $150 rush fee)
   • Click Save Option.

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SOP 3: Setting a Default Turnaround Option

1. On the Turn Around Times card, locate the option you wish to use as your shop standard (e.g., Standard Production (7-10 Days)).
2. Click the radio button or action link Set as Default.
3. All new quotes created in the Quote Builder will automatically load with this lead time pre-selected.

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SOP 4: Enabling Customer Turnaround Selection at Checkout

To empower clients to pay for expedited turnaround directly on public quote pages:

1. Under Settings $\rightarrow$ Business Info, locate the Turn Around Times card.
2. Scroll to the bottom section labeled Customer Checkout Options.
3. Toggle Customer Turnaround Selection to ON.
4. Open any public quote link (/q/[quoteId]).
5. Verify that the bottom checkout action bar displays a Turn Around selector allowing customers to choose between Standard and Rush options before submitting payment.

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SOP 5: Applying Turnaround to Quotes in the Quote Builder

1. Open any quote in the Quote Builder (/quotes-invoices/[id]).
2. Locate the Turn Around dropdown selector in the order summary.
3. Select an expedited tier (e.g., Priority Rush (5 Days)).
4. Observe the automatic updates:
   • The calculated rush surcharge appears as an itemized fee.
   • The Estimated Due Date recalculates based on today's date plus 5 production days.
   • The updated total reflects in customer approval links and invoices.

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4. Business Logic, Formulas & Due Date Rules

Rush Fee Calculation Formulas

The platform evaluates rush fees dynamically based on the chosen tier's amountType:

1. Flat Dollar Rush Surcharge

$$\text{Rush Fee}{\text{dollar}} = A{\text{amount}}$$

Example: A flat $$75.00$ rush fee adds exactly $$75.00$ to the invoice total, independent of quantity or garment style.

2. Percentage-Based Rush Surcharge

$$\text{Rush Fee}{\text{percent}} = S{\text{subtotal}} \times \left(\frac{A_{\text{percentage}}}{100}\right)$$

Where $S_{\text{subtotal}}$ represents the total price of all garments and decorations, excluding sales tax and shipping fees.

Example: An order with a $$1,200.00$ subtotal and a $20%$ rush tier generates: $$\text{Rush Fee} = $1,200.00 \times 0.20 = $240.00$$

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Contractual Due Date Calculation Formula

When a turnaround option is applied to a quote, the platform projects the contractual completion date:

$$D_{\text{due}} = D_{\text{start}} + T_{\text{turnaround_days}} + T_{\text{shipping_transit_days}}$$

Where:

• $D_{\text{start}}$ is the date of quote approval or first payment.
• $T_{\text{turnaround_days}}$ is the integer day count defined on the active turnaround option.
• $T_{\text{shipping_transit_days}}$ is the transit time associated with the selected flat-rate or live carrier shipping method (defaults to $0$ for local pickup).

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Standard Industry Turnaround Tier Reference

Turnaround Tier Name	Recommended Duration	Surcharge Model	Target Operational Use Case
Standard Production	10 Business Days	$$0.00$ (Included)	Standard queue; blanks ordered via standard ground freight.
Priority Queue	5 Business Days	$+15%$ to $+20%$	Blanks expedited; priority press scheduling over standard jobs.
Expedited Rush	3 Business Days	$+25%$ to $+35%$	Overtime labor; blanks air-shipped; film separations expedited.
Emergency Next-Day	1-2 Business Days	Flat $$150–$300$ or $+50%$	Press hold; immediate screen burning; courier blank delivery.

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5. Troubleshooting & Diagnostic Matrix

Symptom / Question	Root Cause	Exact Remediation Step
"Turn Around Times" card does not appear on Settings page	Master feature toggle is disabled under Settings $\rightarrow$ Features.	Navigate to Settings $\rightarrow$ Features, switch Turn Around Times & Rush Fees to ON, then return to the Business Info tab.
Customers cannot select turnaround on the public quote page	The checkout selection toggle is turned OFF.	Go to Settings $\rightarrow$ Business Info $\rightarrow$ Turn Around Times, scroll to Customer Checkout Options, and toggle Customer Turnaround Selection to ON.
Rush fee is not calculating on a quote	The selected turnaround option has an amount of $0.00$.	Edit the turnaround option under Settings $\rightarrow$ Business Info and enter the desired dollar amount or percentage rate.
Estimated Due Date is not updating when changing turnaround	The quote has a manually locked due date set on the job card.	Clear the manual override in the Quote Builder to allow automated date recalculation from turnaround days.
Rush fees are missing in QuickBooks exports	The rush surcharge is not mapped to an active Chart of Accounts revenue item.	Open QuickBooks $\rightarrow$ Manage Mappings (or Settings $\rightarrow$ Connections), and map Turn Around / Rush Fees to your designated revenue account.

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6. Frequently Asked Questions & Action Prompts

Q: How do I charge extra for rush orders?

Answer: Enable Turn Around Times & Rush Fees in Settings $\rightarrow$ Features, then go to the Business Info tab and click Add Option under Turn Around Times. You can create rush tiers with either a flat dollar fee (e.g., $+$75$) or a percentage of the order total (e.g., $+20%$).

[How do I create a rush fee option?](chat:How do I add a rush fee option in Settings?)

Q: Can my customers choose a rush turnaround during checkout?

Answer: Yes! Under Settings $\rightarrow$ Business Info $\rightarrow$ Turn Around Times, scroll to Customer Checkout Options and turn ON Customer Turnaround Selection. Customers approving quotes on /q/[id] can pick between Standard and Rush delivery, updating their total automatically before paying.

[Where do I enable customer checkout turnaround?](chat:How do I allow customers to pick turnaround speed on quotes?)

Q: How does turnaround affect the job due date?

Answer: The platform calculates the estimated delivery date by adding the turnaround days plus shipping transit days to the order approval date. This date appears on digital job cards, shop floor travelers, and the Production Calendar.

[Show me the Production Calendar guide](chat:Where is the Production Calendar on the Dashboard?)

Q: Does a percentage rush fee apply to shipping or sales tax?

Answer: No. Percentage rush fees are calculated strictly against the garment and decoration subtotal. Pass-through liabilities like shipping postage and sales taxes are excluded from percentage surcharges.

[Take me to Turnaround Settings](chat:Show me the Turn Around Times settings card)