How to Track Your Supply Usage and Job Profitability

Max Ozcan
2026-01-21T04:02:00-06:00

Your print shop is buzzing. The hum of the DTF printer is a constant, comforting sound. Orders are flowing in, the heat press is always warm, and you’re shipping out beautiful, vibrant custom apparel every single day. You feel busy, you look successful, and your bank account is growing. But in the quiet moments after the last package has been sealed, a nagging question creeps in: Am I actually profitable?

It’s a question that haunts many creative entrepreneurs. You know the price you sold the shirt for, but do you know, down to the penny, what it truly cost you to produce? Which of your products are your cash cows, and which are "vanity jobs" that look great on Instagram but secretly eat away at your margins? Are you using more ink on that photorealistic design than you thought? How much film is wasted on misprints each month?

Guessing at these numbers is like driving a car with a blindfold on. To move from being a creative hobbyist to a serious, scalable business owner, you must take off the blindfold and embrace the data. Tracking your supply usage and calculating the true profitability of every single job is the single most powerful thing you can do to build a resilient, predictable, and ultimately more successful print business.

This is your masterclass in becoming a data-driven DTF powerhouse. We will guide you step-by-step through the process of uncovering your true costs, building a simple yet powerful profitability tracking system, and using that data to make smarter decisions that will transform your business.

The Foundation: Uncovering Your True "Cost of Goods Sold" (COGS)

Before you can know your profit, you must know your cost. The Cost of Goods Sold (COGS) is the direct cost attributable to the production of the goods you sell. For a DTF business, this is the real, all-in cost of creating one finished, packaged shirt.

The Big Four: Calculating Your Variable Consumable Costs

These are the costs that change with every single print you make. Getting these numbers right is the first and most critical step.

1. DTF Ink Cost 💧

This is the most complex variable to calculate, but it's essential.

The Pro Method: Use Your RIP Software. Most professional RIP (Raster Image Processor) software (like CADlink Digital Factory, Fiery, or Ergosoft) has a built-in ink cost calculator. This is the most accurate method. You simply input the volume and price of your ink bottles (e.g., White Ink, 1000ml, $120). When you process a design through the RIP, it will tell you the exact cost of the ink that will be used for that specific print, often broken down by color. Make this tool your best friend.

The Manual Method (If your RIP lacks a calculator): This is less precise but better than nothing. You can run a test by weighing a new ink bottle, printing a large, ink-heavy design (like a 12x16 inch full-color block), and then weighing the bottle again. This gives you a rough idea of ink usage by weight, which you can translate into cost. It's not perfect, but it provides a baseline.

2. DTF Film Cost 🎞️

This is a much simpler calculation based on area.

Calculate Cost Per Linear Foot/Inch: Let's say you buy a 24-inch wide by 328-foot long roll of film for $250.

First, find the total length in inches: 328 feet * 12 inches/foot = 3,936 inches.

Then, find the cost per linear inch: $250 / 3,936 inches = $0.063 per inch.

If a design is 12 inches long, your film cost for that print is: 12 inches * $0.063/inch = $0.76.

3. DTF Powder Cost 💨

This cost is also based on usage, but it's harder to measure precisely per job. The best approach is to calculate an average cost per square foot.

Calculate Average Usage: Weigh a new bag of powder. Use it for a week, keeping track of the total square footage of the designs you've printed (your RIP software might track this). Weigh the bag again. This will give you a rough idea of how much powder you use per square foot.

Example Calculation: Let's say you find you use about 1 kilogram of powder for every 500 square feet of printing, and a 1kg bag costs $40.

Cost per square foot: $40 / 500 sq ft = $0.08 per square foot.

For a 12x12 inch print (1 sq ft), your powder cost is about 8 cents.

4. The Blank Garment Cost 👕

This is the most straightforward cost. It's simply the wholesale price you pay for the t-shirt, hoodie, or other apparel blank. Don't forget to include the shipping you paid to get the blanks to your workshop!

The "Hidden" Costs: Factoring in Your Overheads

Your COGS is more than just raw materials. To get a truly accurate picture, you must account for the other direct costs of production.

Labor 🙋: Your time is your most valuable asset. Pay yourself! Decide on a fair hourly wage for your production work (e.g., $20/hour). If it takes you 15 minutes to print, press, and pack a shirt, that's $5 in labor cost you must add to that job.

Shipping & Packaging Supplies 📦: The cost of the poly mailer, the shipping label, the thank you card, and the sticker. These small costs add up. Calculate the cost per package (e.g., $0.50) and add it to your COGS.

Waste & Misprints 🗑️: Mistakes happen. A head clog ruins a print, you press a transfer crooked, a customer finds a hole in a blank garment. A healthy business accounts for this. Add a small percentage (e.g., 2-5%) to your COGS to cover the cost of waste.

Utilities & Software (Simplified Overhead): While it's complex to calculate the exact electricity cost per print, you can add a small, fixed "Shop Fee" (e.g., $0.25) to every item to help cover the costs of electricity, software subscriptions, and other overheads.

Building Your Profitability Tracking Spreadsheet

Now it's time to put all this data to work. You don't need fancy accounting software to start; a simple spreadsheet (using Google Sheets or Microsoft Excel) is the most powerful tool you can build.

Create a "Job Log" spreadsheet. Each row will represent a single job. Here are the essential columns you need:

Column | Description & Purpose | Example
A: Job ID | A unique number for each order (e.g., your invoice or order number). | 1001
B: Client Name | Who is the order for? | Sanford High School
C: Order Date | When the order was placed. | 09/11/2025
D: Item Description | Brief description of the job. | Band Hoodies
E: Quantity | How many items in the order. | 25
F: Garment Cost/Unit | The wholesale cost of one blank garment. | $15.50
G: Total Garment Cost | Formula: E * F | $387.50
H: Print Size | Size of the print (e.g., in sq. inches or as "Front Chest"). | 12"x10"
I: Ink Cost/Unit | The cost of ink for one print (from your RIP software). | $1.25
J: Film Cost/Unit | The cost of film for one print (from your calculation). | $0.63
K: Powder Cost/Unit | The average cost of powder for one print. | $0.10
L: Labor Cost/Unit | Your labor cost to produce one item. | $5.00
M: Supplies Cost/Unit | Cost of mailers, inserts, etc. per item. | $0.50
N: TOTAL COGS/Unit | Formula: F + I + J + K + L + M | $22.98
O: Total Job COGS | Formula: E * N | $574.50
P: Sale Price/Unit | What you charged the customer for one item. | $40.00
Q: Total Sale | Formula: E * P | $1,000.00
R: Gross Profit | Formula: Q - O | $425.50
S: Gross Profit Margin | Formula: (R / Q) * 100 | 42.6%

The Walkthrough: Bringing the Data to Life

Let's use our "City High School Band" example. By filling out the sheet, you move from a vague "we made money" to a precise understanding: "On the Sanford High School job, we made a gross profit of $425.50 with a 42.6% profit margin."

This single line of data is more valuable than a hundred "likes" on Instagram. Now, imagine having this data for every single job you've ever done. That's when the magic happens.

Beyond the Job: Tracking Your Supply Inventory

The second critical spreadsheet to build is an Inventory Tracker. This prevents the nightmare scenario of running out of white ink or 24-inch film during your busiest season.

Create a new tab in your spreadsheet called "Inventory."

Item | Supplier | Cost/Unit | Qty on Hand | Reorder Point
White Ink (1L) | DTF Printer USA | $120.00 | 4 | 2
24" Film Roll | DTF Printer USA | $250.00 | 2 | 1
Med. Powder (1kg) | DTF Printer USA | $40.00 | 5 | 3
Bella 3001 - Lrg | Supplier XYZ | $4.25 | 48 | 24

Reorder Point: This is the minimum quantity you allow yourself to have before you must place a new order. Setting this prevents stockouts.

How to Use It: Update the "Qty on Hand" every time a new shipment arrives. At the end of each week, review your Job Log to see how many supplies you've used and deduct it from your inventory. This allows you to forecast your needs and order supplies proactively, not reactively.

Analyzing the Data: Turning Numbers into Actionable Insights

Collecting data is pointless if you don't use it. At the end of every month, take an hour to sit down with your Job Log and be the CEO of your business.

Find Your Most Profitable Products 💰: Use the sort function on your spreadsheet to see which jobs had the highest Profit Margin. Are you making more money on hoodies than on t-shirts? Do long-sleeve shirts have a better margin than tote bags? This data tells you what products to promote more heavily.

Identify Your VIP Clients ⭐: Sort your data by Client Name. Who is bringing you the most total profit? These are your most valuable clients. Consider offering them a small loyalty discount or sending them a thank you gift.

Spot "Profit Leaks" 📉: Are there jobs with surprisingly low profit margins? Drill down. Was it a design that used an enormous amount of ink? If so, you need to create a pricing tier for "ink-heavy" designs. Was it a job that had a lot of misprints? This might signal a problem with your equipment or process that needs fixing.

Build a Bulletproof Pricing Strategy 📊: Your data is now your ultimate pricing tool. You no longer have to guess what to charge. You know your all-in cost to produce an item is $22.98. This gives you the confidence to set a price of $40, knowing you're building a healthy, sustainable business. It also empowers you to say "no" to low-ball offers, because you can clearly see that a price of $25 would mean you're barely making a profit.

From Creative to CEO

The journey to becoming a data-driven DTF business is a transformation. It's the process of evolving from a talented creative who prints shirts into a savvy CEO who runs a predictable and profitable manufacturing operation. The spreadsheets and tracking systems are not extra administrative work; they are the control panel for your business. They provide the clarity you need to make smart decisions, the confidence to price your products correctly, and the insight to grow sustainably.

Stop guessing. Start tracking. The data holds the story of your business—and the key to its future success.

Frequently Asked Questions About Tracking and Profitability

This seems like a lot of work. How do I find the time?

The time you invest in tracking will pay for itself tenfold. Spending one hour a month analyzing your data can save you thousands of dollars by helping you fix profit leaks and price correctly. Start small. Log each job as you complete it. It will quickly become a simple, five-minute habit at the end of each order.

My RIP software doesn't have an ink cost calculator. What's the best alternative?

If your RIP doesn't have this feature, your next best bet is to create an "average ink cost" based on the type of design. After printing for a while, you'll get a feel for it. You can create tiers: "Simple Text Design" ($0.50), "Medium Graphic" ($1.25), "Full-Color Photo/Ink Heavy" ($2.50). It's not as precise, but it's much better than guessing zero.

How do I account for the cost of a misprinted shirt?

The easiest way is to factor a "waste percentage" into your COGS. If you find that about 3 out of every 100 shirts you print are misprinted for various reasons, you have a 3% waste rate. You can then increase your total COGS by 3% across the board to ensure that the cost of those mistakes is covered and not eating into your profit.

Can I use accounting software like QuickBooks for this?

Absolutely. Software like QuickBooks is fantastic for overall business accounting (tracking revenue, expenses, taxes). You can use it to set up your COGS and track profitability. However, a simple spreadsheet as described in this guide is often more flexible and accessible for the specific, granular job-by-job tracking a print shop needs. Many businesses use both: the spreadsheet for operational, per-job tracking, and QuickBooks for high-level financial reporting.