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Cubic Logo in White

3PL Warehousing and Distribution

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100% warranty on all our work

A hand with 3 stars at the top logo coloured white

Since 2006

A white color logo sale tag

Cheap Price Promise

Cubic Logo in White

3PL Warehousing and Distribution

A hand with 3 stars at the top logo coloured white

Since 2006

A white logo badge

100% warranty on all our work

What Are Print Setup Fees (and Why Do You Pay Them)?

By 9 October 2025October 27th, 2025Marketing Tips

What Is a Print Setup Fee?

A print setup fee is the one-time cost that covers the labour, tools, and time it takes to prepare your design for printing. Before your order even reaches the production line, technicians make sure your logo is positioned, scaled, and colour-matched correctly.

Here’s what’s included in the fee:
Artwork formatting: Your logo is converted into a format suitable for printing or engraving.
Machine calibration: Printing heads or screens are aligned so your logo appears exactly where it should.
Colour matching: Inks are mixed to match your PMS colours with pinpoint accuracy.
Test runs: Sample prints are conducted to ensure the results are accurate before proceeding to bulk production.

The setup fee also covers the Australian labour hourly cost required to perform the task. In short, this step ensures your branding looks consistent across every single item — no smudges, misalignment, or colour drift.

Why Is This Fee Separate?

The setup work doesn’t change whether you order 20 products or 2,000. It’s a fixed amount of preparation time and tooling. That’s why setup fees are charged separately rather than built into the per-unit cost.

Think of it like setting up a photo shoot — the lighting, backdrop, and camera settings take the same effort whether you’re photographing one person or an entire group. The more people you include (or, in this case, the more items you print), the more that prep cost spreads out, making it negligible per item.

The setup work doesn’t change whether you order 20 products or 2,000. It’s a fixed amount of preparation time and tooling. That’s why setup fees are charged separately rather than built into the per-unit cost.

Think of it like setting up a photo shoot — the lighting, backdrop, and camera settings take the same effort whether you’re photographing one person or an entire group. The more people you include (or, in this case, the more items you print), the more that prep cost spreads out, making it negligible per item.

Printing Methods That Require a Setup Fee

Not every branding technique is created equal. Some involve creating custom screens, dies, or plates — and that’s where setup fees come in.

Printing Method Has Set-up Fee? Type of Set-up Required Reason
Pad Printing Yes Custom plate creation and pad calibration A steel or polymer plate is etched with your logo. The pad printer transfers ink from the plate to the product, so alignment and ink density must be tested beforehand for a clean result.
Screen Printing Yes Screen and film preparation for each colour Every colour in your artwork is separated and burned onto its own mesh screen. These are then carefully aligned and tested to ensure even ink coverage and sharp edges.
Laser Engraving Yes Laser calibration and focus testing The engraving machine’s laser beam is adjusted for intensity, depth, and speed to suit the product’s material, ensuring your logo is cleanly etched without burning or fading.
Embroidery Yes Logo digitising and thread test Your design is converted into a special embroidery file that maps every stitch. A test run is performed to confirm the thread count, density, and scale look right on fabric. Set up is free after the first order.
Debossing / Embossing Yes Custom metal die creation A high-pressure metal die (like a stamp) is engraved with your logo. It’s heated and pressed into the surface of leather or PU materials to create a textured or raised impression.
Heat Transfer Printing Yes Transfer film printing and trimming Your artwork is printed on heat-resistant transfer film. The film is cut to shape, aligned, and pressed under heat to permanently bond the design to the item’s surface.
UV Digital Printing Yes Digital file setup and colour profiling The machine is loaded with your artwork file and calibrated for ink density and colour matching. A few test prints ensure the digital heads print your logo perfectly aligned.
Sublimation Printing Yes Colour adjustment and transfer alignment A graphic designer is required to set up on a garment design template. Your design is printed onto sublimation paper with special inks that turn into gas when heated. The paper and product are aligned precisely to avoid ghosting or blurring.
Spools of colorful thread organized in boxes, ready for use—no print setup fees required.
Boxes of blue and white embroidery thread spools stacked; Print Setup Fees may apply.
Automated machines place components on a PCB assembly line—no print setup fees needed.
Messy art studio table with paint cans, brushes, and a notice about Print Setup Fees scattered around.

Printing Methods With No or Low Setup Fees

Digital printing has changed the game for many products. These modern techniques often skip the need for screens or plates, making setup fast and affordable.

Printing Method Has Set-up Fee? Why / Why Not
Offset full colour print No Uses a direct digital process, reducing manual setup.
Office desk with a computer, phone, papers, and a note about Print Setup Fees on the wall.
Black MSW laser machine with control buttons, safety label, and note on Print Setup Fees.
Open cabinet with paint cans and bottles, splattered counter, and print setup fees sign nearby.

What Happens During Print Setup?

Here’s what your setup fee actually covers behind the scenes:

Artwork review and adjustments – ensuring your design is the correct size and resolution.
Creation of screens, plates, or dies – depending on the printing method.
Machine configuration – adjusting pressure, speed, or ink flow.
Test prints and quality checks – making sure everything looks perfect before full production. (Generally, the first few test runs of prints get discarded.)

It’s precision work — and it ensures your order looks polished from the first print to the last.

A blue bin with tools and tape rolls, perfect for organizing print setup fees in your workspace.
Shelves filled with colorful paint containers, organized by shade, labeled for print setup fees.
A pressure washer and tangled hose sit beside print setup fees in a messy, blue-stained room.

“Another Supplier Didn’t Charge Me a Setup Fee…”

That’s a common one! Some suppliers don’t list a setup fee — but that doesn’t mean it isn’t there. Many simply absorb the cost by adding it to the product’s unit price.
So while a quote might say “no setup fee,” you’re often still paying for that preparation — just hidden in the overall item cost. At Cubic Promote, we keep things transparent so you can see exactly what you’re paying for.

Example:
If 500 printed pens cost $1.20 each plus a $60 setup fee, that’s only 12 cents per pen in setup costs.

If another supplier charges $1.32 per pen and says “no setup fee,” you’re paying roughly the same amount — it’s just packaged differently.

Why Setup Fees Matter

Setup fees protect your brand. Without setting up a machine correctly, your logo may appear in the wrong colour, be skewed and warped, or smudged. Setups ensure your logo prints consistently, colours match correctly, and every product meets professional standards. It’s a small, one-off cost that guarantees long-term results.

Decoration Methods and Their Associated Products

Decoration Method Common Product Types Why It’s Used
Pad Printing Pens, keyrings, stress balls, drinkware, USB drives Ideal for small or curved surfaces; delivers sharp, consistent logos on compact items.
Screen Printing Tote bags, t-shirts, umbrellas, notebooks, bottles Works best on flat surfaces and fabrics; allows bold, long-lasting colour prints.
Laser Engraving Metal pens, drink bottles, stainless steel mugs, keyrings Produces a premium, permanent finish that won’t fade or scratch off.
Embroidery Polo shirts, caps, jackets, uniforms, tote bags Adds a textured, professional look that lasts through washing and daily wear.
Debossing / Embossing Leather notebooks, diaries, compendiums, folders Creates an elegant, tactile effect perfect for executive or corporate gifts.
Heat Transfer Printing Sportswear, polyester shirts, bags, hats Great for detailed or full-colour designs on fabrics where screen printing isn’t suitable.
UV Digital Printing Power banks, drink bottles, notebooks, promotional cubes Delivers vibrant, full-colour images directly onto smooth surfaces for a high-end look.
Sublimation Printing Ceramic mugs, polyester apparel, mouse pads, lanyards Produces bright, full-colour prints that are durable and photo-quality.
Offset Full Colour Print Mousepads, stickynotes, stickers Uses a direct digital process, reducing manual setup.
Embroidery Digitizing
ink for rotary screen printing

FAQs About Print Setup Fees

  1. NO! If you reorder the same product with the same logo and print method, your setup is already on file — meaning we can often waive the setup fee or reduce it by half.

Summing Everything All Up

Setup fees aren’t hidden costs — they’re the prep work that makes your branding shine. By investing in a proper setup, you ensure that your promotional products look consistent, professional, and unmistakably yours.

If you’re planning your next branded order, contact the Cubic Promote team for transparent pricing, expert advice, and Australia-wide delivery.

Man wearing a tan blazer over a striped shirt

About the Author

Charles Liu

Owner

Charles Liu is the Founder and a recognised authority in the promotional products industry in Australia. With over 17 years of experience, he has guided Cubic Promote to work with over 10,000 Australian organisations. His specialty is helping Aussie companies select the right products that stay within their budget. He also specialises in sourcing and assisting brands and government agencies in selecting corporate gifts for VIPs and high-profile clients. A regular contributor to industry blogs, Charles shares his expert insights on using promotional products to achieve business goals. Charles’s deep understanding of industry trends and strong supplier relationships make him a trusted figure in the sector, continually influencing the development of promotional product strategies that deliver tangible, measurable results.

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charles liu

charles liu

Charles Liu is the Founder and a recognised authority in the promotional products industry in Australia. With over 17 years of experience, he has guided Cubic Promote to work with over 10,000 Australian organisations. His specialty is helping Aussie companies select the right products that stay within their budget. He also specialises in sourcing and assisting brands and government agencies in selecting corporate gifts for VIPs and high-profile clients. A regular contributor to industry blogs, Charles shares his expert insights on using promotional products to achieve business goals. Charles’s deep understanding of industry trends and strong supplier relationships make him a trusted figure in the sector, continually influencing the development of promotional product strategies that deliver tangible, measurable results.

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