December, 2025- For years, the industry has predicted the death of 2D drawings—first with CAD, now with model-based definition (MBD). However, after working with thousands of RFQs and millions of files from sheet metal fabricators worldwide, one thing is clear from our perspective at Paperless Parts: Manufacturing drawings aren’t going anywhere. They’re still the backbone of the quoting process and where the most expensive mistakes hide.
Prints present an enormous amount of challenges for fabricators. In a market defined by tighter timelines, bigger RFQ packages and fiercer competition, it’s no longer enough to simply quote faster. The real advantage now comes from knowing which work not to take on and being able to say no before hidden risks drain time, margins and capacity.
THE COST OF SAYING YES
Quoting is one of the most consequential responsibilities in a fabrication shop. Agreeing to accept the wrong job can cost far more than saying no up front, and risk areas are rarely obvious. A tolerance on page 12, NADCAP mentioned in notes or a single control frame can dramatically change how a part is run, and missing these items can be the difference between making and losing money.
Senior estimators often know where to look, but they also spend hours combing through drawings to ensure nothing slips by. Junior estimators are at an even bigger disadvantage. They have to not only spot the specification but also interpret it. One missed detail results in an underquote, and when you underquote, you tend to win. Too often, shops find themselves eating losses, risking their reputations with change orders or cutting corners in production, only to see scrap pile up.
TRIAGE FAST
The first question on a big RFQ should focus not on the ability to make every part but if it’s a smart idea to make every part. Begin the process by asking questions like:
• Is it manufacturable on our equipment?
• Will it be profitable, or is it outside our sweet spot?
• Does it require certifications or processes we don’t have in house?
Discovering those answers early can allow companies to focus their best people on the right work and avoid burning time on the wrong work. The result is a healthier backlog and stronger customer relationships.
CAPTURING TRIBAL KNOWLEDGE
Quote triage is also critical because of the manufacturing skills gap. Many shops rely on a handful of seasoned estimators who can glance at a print and instantly know which setups, tooling or process tweaks are required. But what happens when that person retires or simply can’t quote every job? Without a way to capture that expertise, the next generation is left to start from scratch.
More fabricators are experimenting with ways to codify their de-risking process, turning decades of experience into simple, repeatable rules they can distribute to their team, such as the following:
• When you see a tight true position tolerance, consult our expert machinist and get their sign-off.
• When you see a specific OEM’s W flag on any dimensions, expect the cost of extra inspection.
• Every time an asymmetric tolerance shows up, automatically flag it for special setup.
• When a part is too large for in-house equipment, route it to outsource or no-quote immediately.
Paperless Parts offers tools to build these rules directly into the estimating process, effectively becoming a living library of shop expertise. The system helps train new estimators from day one, rather than waiting for years of on-the-job exposure. The junior estimators can then take on the simple work and keep senior staff focused on the highestvalue, most complex parts.
CONFIDENCE BUILDS TRUST
Nothing strains a customer relationship more than calling back after being awarded a job to admit a requirement was missed and the costs will go up. Shops that catch potential problems early change the narrative. Instead of apologizing for a miss, they can proactively say, “Here’s what we found,” demonstrating diligence and expertise. That builds trust, even when turning down a job.
QUOTING DOESN’T HAVE TO BE A GAMBLE
The risks buried inside drawings don’t have to define a business. By identifying requirements earlier, codifying shop knowledge and empowering the next generation of estimators, fabricators can triage faster, quote smarter and no-quote faster—avoiding the jobs that erode profitability before they even start. Hank Portney is a senior product manager at Paperless Parts (paperlessparts.com), a cloudbased quoting software for job shops and contract manufacturers. With experience as a mechanical engineer, product designer, software engineer and product manager, Portney is developing and launching AI tools for job shops.
