GITNUXSOFTWARE REVIEW
EconomicsTop 10 Best Printing Cost Calculator Software of 2026
Compare printing cost calculator software for estimating press and finishing costs, with tool details for print managers and small shops.
How we ranked these tools
Vendors set the topic, but our editors set the inclusion criteria and the evaluation framework before research starts.
Agents extract product evidence with provenance, then collect written reviews and transcribe video reviews and podcasts.
Framework: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Printix is the best pick for procurement and SMB teams because its rule-based allocation mapping ties job metadata to chargeback-ready department reporting without custom development, while MPS Monitor is a strong alternative for managed print fleets thanks to its meter-driven device polling that feeds export-ready cost accounting views.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Printix
Rule-based allocation mapping that ties job metadata to department and allocation codes for chargeback reports.
Best for: Fits when procurement teams need reportable print cost-per-page attribution without deep custom development.
MPS Monitor
Editor pickDevice polling plus meter-based usage reporting that feeds export-ready cost accounting views.
Best for: Fits when print fleets need recurring meter-based reporting with exports for departmental chargeback.
Ringdale FollowMe
Editor pickAuthorization-controlled follow-me release keeps job accounting consistent between interception and device output.
Best for: Fits when print services teams need follow-me release plus reliable per-job reporting for chargeback cycles.
Comparison Table
Printix
SMBCloud-based print management service with cost reporting and analytics dashboards.
Rule-based allocation mapping that ties job metadata to department and allocation codes for chargeback reports.
Printix captures print job metadata and turns it into chargeable cost-per-page figures using device and job information collected from print environments. It supports print job accounting workflows that can map users, departments, and allocation codes to each job so finance reports reflect actual usage.
Automation centers on report generation and configurable rules that normalize page counts by paper size and job attributes. Integration relies on exportable accounting outputs and connections that can feed downstream reconciliation processes.
- +Job-level cost calculations based on captured print ticket metadata
- +Configurable charge rules for mapping users or departments to print usage
- +Normalization for page counts using job and paper attributes
- +Accounting outputs designed for downstream reconciliation and reporting
- –Accurate results depend on correct printer discovery and queue association
- –Limited visibility into consumables depletion without extra device support
IT teams for remote workers
Track governed remote print queue output
More controlled remote printing
IT administrators in distributed orgs
Apply unified printer and allocation rules
Less configuration drift
Show 2 more scenarios
Operations managers for shared printers
Hold jobs for user release
Fewer forgotten duplicate prints
It supports pull-print workflows that keep jobs pending until users select and release them at devices.
Security teams for confidential documents
Authenticate before printing at device
Lower risk of unattended output
It ties job release to managed authentication so sensitive output is not left unattended.
Best for: Fits when procurement teams need reportable print cost-per-page attribution without deep custom development.
MPS Monitor
vertical specialistRemote monitoring platform for managed print services with automated cost calculation and billing modules.
Device polling plus meter-based usage reporting that feeds export-ready cost accounting views.
MPS Monitor targets print cost accountability by combining device-level activity with allocation rules and report outputs that procurement and finance teams can consume. The solution centers on scheduled data collection, so usage profiles update without manual per-printer entry. It also emphasizes integration-friendly outputs for chargeback reconciliation, rather than only ad-hoc dashboards.
A key tradeoff is that value depends on accurate meter discovery and stable device identification, because reports follow the collected device context. It fits shops or managed service environments where meters are consistently reachable and where recurring reconciliation needs repeatable exports.
- +Scheduled meter-driven reporting reduces manual reconciliation work
- +Department mapping supports repeatable chargeback allocations
- +Exports align with downstream accounting and reconciliation workflows
- +Device-level history helps track consumption trends over time
- –Accurate device identification is required for trustworthy allocations
- –Automation depth depends on how the environment exposes meter data
- –More complex governance needs careful configuration across groups
Managed print operations
Monthly chargeback export from devices
Lower reconciliation effort per cycle
Procurement teams
Forecasting contract usage trends
Better contract consumption planning
Show 1 more scenario
Finance operations
Department allocation rule audits
Fewer posting disputes
Allocation code mapping and report outputs provide traceable views for chargeback alignment checks.
Best for: Fits when print fleets need recurring meter-based reporting with exports for departmental chargeback.
Ringdale FollowMe
enterprisePrint management software with print tracking, cost allocation, and secure release features.
Authorization-controlled follow-me release keeps job accounting consistent between interception and device output.
Ringdale FollowMe is designed around a follow-me print gateway workflow, where jobs are intercepted, held, and released after user authorization at the device. Job records include ticket metadata that can be used to compute page volume profiling and classify output for internal cost-per-page analysis. Reporting supports export formats that procurement teams can map into departmental allocation code mapping and chargeback reporting.
A key tradeoff is that accuracy depends on the quality of device and job reporting signals, so inconsistent PCL or PostScript accounting behavior can reduce classification fidelity. It fits best when a print services team needs controlled pull-printing behavior plus per-job reporting for monthly allocation cycles.
- +Follow-me gateway workflow captures held jobs with release authorization
- +Job metadata supports repeatable cost-per-page allocation and exports
- +Administration focuses on print-path configuration and queue auditing
- +Reporting outputs map cleanly into downstream chargeback spreadsheets
- –Classification accuracy depends on print driver and device job reporting consistency
- –Device onboarding and governance require disciplined configuration ownership
Print services managers
Standardize follow-me release accounting
Lower mismatches in monthly reporting
Procurement analysts
Turn job logs into allocations
Faster allocation reconciliation
Show 1 more scenario
IT admins
Control printing across device fleets
Reduced exception handling load
Manages gateway and queue configuration so users print through consistent policy and reporting.
Best for: Fits when print services teams need follow-me release plus reliable per-job reporting for chargeback cycles.
Celiveo
enterprisePrint management software with cost tracking, secure release, and chargeback reporting for enterprise fleets.
Configurable estimation assumptions tied to repeatable job costing workflows.
Celiveo fits shops where costing depends on shared rules for paper sizing, color handling, and finishing scope. The calculator flow emphasizes job ticket metadata capture so estimation results stay tied to the same input set across sales and production. It also supports rule reuse to keep cost logic consistent for recurring jobs and standardized products.
- +Rule-based job costing keeps quote math consistent across sales revisions
- +Job ticket style inputs reduce missing fields during estimation handoffs
- +Configurable assumptions support standardized product and finishing definitions
- +Cost breakdowns map clearly to quoting and internal review steps
- –Limited depth for automated device meter collection and reconciliation
- –Advanced integrations require more governance than spreadsheet calculators
Print shop estimating teams
Rapid quote variants from same inputs
Faster, less error-prone quotes
Procurement and sourcing managers
Standardizing cost expectations for bids
Comparable bid baselines
Show 1 more scenario
Production planning leads
Translate job details into cost breakdowns
Better cost-driver visibility
Planning uses the same job attributes as estimating to review cost drivers before scheduling.
Best for: Fits when print shops need repeatable costing from job ticket inputs across teams.
Pharos Systems
enterpriseEnterprise print management and cost recovery platform with detailed usage analytics.
Meter-to-charge processing that combines device readings with job-level attributes for audit-oriented cost allocation outputs.
Pharos Systems is a printing cost calculator focused on gathering print usage from fleet devices and turning it into charge-ready reporting. It supports metering workflows and job-related charge logic so print volumes, page attributes, and consumable usage can feed cost-per-page analysis and reconciliation.
- +Device metering integration supports fleet reporting without relying on manual tickets
- +Charge logic can map job and page attributes into allocation-ready outputs
- +Accounting exports and reconciliation-oriented reporting reduce spreadsheet handling
- +Administration supports structured governance across sites and printers
- –Initial integration and configuration require disciplined setup across printers
- –Job-ticket metadata capture can be limited when upstream print paths omit fields
- –Large-format costing depends on accurate paper size normalization inputs
- –Custom charge rules may need operator training to avoid allocation drift
Managed print and finance teams
Assign device usage to departments
Structured cost recovery
Infrastructure and distributed IT
Route jobs through managed queues
More consistent remote printing
Show 2 more scenarios
Sustainability and print management
Report color and duplex characteristics
Better usage insights
It generates reports on print characteristics like color and duplex when device signals are available.
Security-focused IT teams
Require authentication for release
Reduced exposure at printers
It prevents unattended pickup by requiring user authentication before releasing sensitive jobs.
Best for: Fits when multi-device print fleets need consistent cost-per-page reporting and chargeback exports across sites.
PrintIQ
enterpriseCloud print management software with estimating, job costing, production planning, and margin analysis.
Centralized normalization for job metadata and cost factors, producing repeatable cost-per-page outputs across reporting periods.
PrintIQ is a printing cost calculator that converts print jobs and device readings into line-item cost and usage reporting. The core workflow centers on job metadata normalization, device and material cost configuration, and automated allocation of impressions to departments or projects.
- +Job-to-cost calculation that relies on configurable print-job metadata fields
- +Consistent normalization of paper size and production attributes for cost reporting
- +Exports designed for downstream chargeback and procurement reconciliation
- +Configuration supports material and per-unit cost inputs aligned to shop practices
- –Accurate results require disciplined configuration of job attributes and cost factors
- –Deep device polling paths are limited versus full device-management stacks
- –Automation depth depends on external integration for end-to-end data collection
- –Handling of complex estimating models may need custom mappings of job parameters
Screen printing shops
Link artwork and repeat requests
Improved repeat traceability
Packaging and label teams
Model variable templates and outputs
More consistent job costing
Show 2 more scenarios
Web-to-print operators
Turn storefront orders into jobs
Repeatable order intake
It processes template-based submissions into production-ready jobs that feed repeatable usage and cost reporting.
Print production schedulers
Sequence press and finishing queues
Clearer daily production plans
It helps production managers monitor queue progress and route work through finishing stages for execution visibility.
Best for: Fits when mid-size print teams need reliable cost-per-page reporting from job data and exports for chargeback.
EFI Pace
enterprisePrint management software for estimating, job costing, scheduling, production, and accounting integration.
Allocation code mapping tied to job and device usage so costs land in chargeback rules without manual spreadsheet reconciliation.
EFI Pace targets print finance and procurement teams that need a controlled way to calculate job and device costs across mixed printers. It consolidates meter and usage inputs into page-volume profiling so chargeback and quote teams can reconcile totals consistently.
- +Meter-driven page cost calculations support consistent departmental chargeback
- +Allocation code mapping keeps cost attribution aligned with job metadata
- +Accounting export formats reduce manual rework in downstream reporting
- +Configuration controls help keep cost logic stable across printer fleets
- –Accurate results depend on disciplined device data onboarding and mapping
- –Integration breadth can be limited if printers are outside the supported ecosystem
- –Cost model tuning can take iterative adjustments for edge-case job types
- –Less suited for teams needing pure quote-only cost calculators without device accounting
Enterprise print operations
Standardize pricing logic across sites
Consistent job tracking
Estimating and print operations
Reuse configured products for reprints
Less manual rework
Show 2 more scenarios
Shop-floor supervisors
Review execution through machine queues
Better throughput visibility
It presents job-centered worklists so supervisors can see blockers and production events alongside job progress.
Commercial production managers
Coordinate prepress to shipping steps
Clear next actions
It supports multi-department routing with shared status visibility across press, finishing, and shipping steps.
Best for: Fits when print finance and procurement teams need repeatable device-based cost attribution with exports to accounting workflows.
OnPrintShop
vertical specialistWeb-to-print platform with built-in product pricing and cost calculation for print shops.
Artwork and job-parameter driven quoting with reusable product templates for consistent itemized estimates.
OnPrintShop focuses on calculating print production costs from uploaded artwork and job settings, then presenting an itemized quote that print shops can reuse. The workflow centers on configuration of products and print parameters, including paper, finishes, and print method inputs used to estimate time and materials.
- +Quote output stays tied to job inputs for repeatable costing runs
- +Reusable product configuration reduces manual re-entry across orders
- +Itemized estimates support clearer margin review than single total quotes
- +Artwork-driven estimation workflow fits front-office quoting teams
- –Limited evidence of deep print-queue auditing and job interception
- –No native SNMP MIB polling for automated meter reads collection
- –API automation surface is not prominent for provisioning integrations
- –Workflow governance depends heavily on keeping product catalogs aligned
Canvas and wide-format printers
Estimate canvas layouts from uploads
Clear production handoff
Prepress and production operators
Apply templates for recurring layouts
More consistent prepress files
Show 2 more scenarios
Mid-size print production teams
Coordinate approvals and job status
Shared intake and approval view
It uses job tickets and production statuses to support shared coordination across intake and fulfillment.
Commercial printers
Operate a customer print storefront
Orders with visible status
It supports customer ordering so submitted files and job status move through a structured online workflow.
Best for: Fits when print shops need faster, repeatable quoting for common products without building custom integration layers.
MyQ
enterprisePrint management platform with accounting, reporting, and rules-based control for printer and copier costs.
Metadata-driven cost allocation that maps job ticket fields into repeatable per-page and departmental reports.
MyQ focuses on calculating printing costs from job and device inputs, with workflows aimed at procurement and print operations. The software emphasizes normalization of print measurements and accounting fields so quoted costs align with actual device activity.
- +Job-to-cost mapping reduces variance between quotes and delivered print activity
- +Report exports support chargeback reviews and procurement reconciliation
- +Device and job inputs support recurring cost-per-page analysis
- +Configuration-driven metadata handling supports department allocations
- –Setup requires careful alignment of job metadata fields to costing rules
- –Limited visibility into raw accounting inputs can slow troubleshooting
- –Integration depth depends on how the print environment exposes job and device data
- –Automation is less effective when job tickets are inconsistent across queues
Secure print room operators
Run governed variable print jobs
Consistent personalized output
Finance and facilities teams
Produce departmental print chargeback reports
Repeatable internal allocations
Show 2 more scenarios
Security-conscious office teams
Authenticate before printing sensitive documents
Fewer unattended printouts
It requires user authentication at printers or MFPs to reduce unauthorized or unattended output.
Document services administrators
Standardize scan destinations and actions
More consistent document routing
It standardizes scan actions and destinations on compatible multifunction devices so document capture stays consistent.
Best for: Fits when print shops need consistent page accounting across printers and want reproducible cost reports.
Ordant
vertical specialistWeb-based print MIS with job estimating, cost calculation, and pricing workflows for print shops.
Scenario-driven configuration that keeps estimation rules reusable across repeated quote types.
Ordant is a printing cost calculator focused on turning shop inputs into shareable cost estimates and quote-ready breakdowns. It supports configurable cost components for paper, ink or toner, and operational assumptions so teams can model different press setups and job assumptions consistently.
- +Reusable estimation configurations reduce repeated quote setup across similar jobs
- +Breakdowns separate material and operational assumptions for clearer buyer discussions
- +Scenario-based modeling helps compare press or paper choices with one cost view
- +Exports make it easier to move from estimate to quote review
- –Limited depth for automated device meter collection and reconciliation workflows
- –API and integration documentation coverage appears narrower than enterprise print accounting needs
- –Requires careful setup of estimation assumptions to avoid inconsistent outputs
- –Advanced print workflow metadata capture is not as granular as job-ticket-driven systems
Screen printers and prepress
Prepare trapping-aware separations
More controlled repeat outputs
Online print businesses
Convert storefront orders into production tracking
Connected quote to production
Show 2 more scenarios
Sign shop project managers
Maintain continuity through installation handoff
Better quote-to-install continuity
It connects estimates, artwork approvals, work orders, production status, and installation detail changes.
Shop schedulers
Dispatch work with capacity constraints
More structured dispatch planning
It sequences constrained shop work using due dates, routing rules, machine calendars, operator assignments, and capacity limits.
Best for: Fits when mid-size print teams need repeatable cost estimates with consistent assumptions for quoting and approvals.
Conclusion
After evaluating 10 printing cost calculator software, Printix stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right Printing Cost Calculator Software
Printing cost calculator software used in print services focuses on turning print job inputs and device usage signals into repeatable cost-per-page outputs for procurement and chargeback workflows.
This guide covers Ringdale FollowMe, Celiveo, MPS Monitor, Pharos Systems, Printix, Ordant, OnPrintShop, MyQ, PrintIQ, and EFI Pace based on how each tool handles follow-me release handling, meter-driven reporting, and job-to-cost attribution from captured metadata.
Printing Cost Calculator Software for job costing, meter reporting, and chargeback exports
Printing cost calculator software calculates page and material costs by mapping job-ticket fields and device readings into allocation-ready reporting views for print cost-per-page analysis.
Ringdale FollowMe ties authorization-controlled follow-me release workflows to consistent per-job reporting so cost calculations stay aligned between interception and device output.
MPS Monitor shifts the center of gravity to scheduled meter-driven usage reporting, then feeds export-ready cost accounting views with department mapping for recurring chargeback runs.
Tools in this category differ most in how they capture job metadata, how they ingest meter signals, and how they produce export formats that match internal allocation code mapping and charge rules.
Printing Cost Calculator Software criteria that affect quote math and chargeback exports
Printing cost calculator software succeeds when it maps print job metadata and device usage signals into repeatable cost-per-page outputs that procurement teams can reconcile. The feature set should cover follow-me release behavior, meter ingestion depth, and how each tool turns job and device attributes into export-ready chargeback reporting.
Follow-me release authorization tied to per-job reporting
Ringdale FollowMe links follow-me gateway workflow with held-job release authorization so job accounting stays consistent from interception to device output. This reduces drift between the cost model used at release time and the page counts returned by the print path.
Configurable estimation rules driven by job ticket inputs
Celiveo uses rule-based job costing so quote math remains consistent across sales revisions. Ordant separates material and operational assumptions in scenario-driven configurations to keep repeated quote types aligned to the same estimation logic.
Device meter polling and scheduled export views
MPS Monitor shifts to scheduled meter-based reporting that feeds export-ready cost accounting views with department mapping. Pharos Systems combines device readings with job-level attributes to produce audit-oriented cost allocation outputs for multi-device fleets.
Charge rule mapping from captured print ticket metadata
Printix applies rule-based allocation mapping that ties job metadata to department and allocation codes for chargeback reports. PrintIQ normalizes job metadata and cost factors to produce repeatable cost-per-page outputs across reporting periods.
Allocation code mapping for device-based attribution
EFI Pace maps allocation codes to job and device usage so costs land in chargeback rules without manual spreadsheet reconciliation. MyQ focuses on metadata-driven cost allocation that maps job ticket fields into repeatable per-page and departmental reports.
How to choose Printing Cost Calculator Software for procurement, reporting, and reconciliation
The decision should start with where truth comes from for costing in the target workflow. Some environments rely on held-job interception plus release events, while others rely on scheduled meter reads to drive cost-per-page analysis and departmental chargeback exports.
Choose the costing truth source: follow-me release events or scheduled meters
If the print path uses held jobs and follow-me release, Ringdale FollowMe keeps authorization-controlled release behavior tied to consistent per-job reporting. If the environment standardizes on recurring device reporting, MPS Monitor provides scheduled meter-driven reporting with department mapping for export-ready chargeback runs.
Pick the job metadata dependency model for quote-to-cost consistency
If costing needs to stay stable across sales revisions from job ticket inputs, Celiveo uses configurable estimation assumptions and rule-based job costing. If the workload depends on consistent device readings plus job attributes, Pharos Systems maps device readings into allocation-ready outputs using fleet reporting logic.
Validate how allocation codes are derived from metadata
If allocation rules must map job metadata into department and allocation codes for procurement reports, Printix provides configurable charge rules for mapping users or departments to print usage. If normalization of paper size and production attributes drives cost-per-page reporting, PrintIQ centralizes normalization for repeatable cost factors across reporting periods.
Stress-test the device onboarding and governance requirements before rollout
If device identification and queue association must be correct for accurate allocation, Printix depends on reliable printer discovery and queue association. If meters must map correctly to allocation outputs, MPS Monitor and EFI Pace both require disciplined device data onboarding and mapping.
Match the tool’s automation depth to the reconciliation workload
If the team expects low manual reconciliation and wants scheduled automation, MPS Monitor reduces manual reconciliation work through meter-driven reporting. If the team’s reconciliation burden is already managed by internal templates and product configurators, OnPrintShop focuses on artwork and job-parameter driven quoting with reusable product templates.
Confirm the reporting export posture for chargeback reviews
If chargeback reporting requires job-to-cost calculations anchored to captured ticket metadata, Printix and MyQ both produce report exports for chargeback reviews and procurement reconciliation. If audit-oriented allocation outputs across sites are the priority, Pharos Systems combines job and page attributes into allocation-ready outputs for multi-site chargeback export cycles.
Who should buy Printing Cost Calculator Software for chargeback, procurement, and fleet reporting
Print services procurement teams and print accounting owners need printing cost calculator software that can reconcile quotes with delivered print activity. Chargeback cycles depend on repeatable cost-per-page analysis, consistent allocation code mapping, and predictable export formats for departmental reporting.
Print services teams running follow-me release workflows
Ringdale FollowMe fits environments where held jobs and release authorization must remain consistent with per-job reporting for repeatable cost-per-page allocation and chargeback exports.
Procurement and sales teams that revise quotes frequently
Celiveo supports repeatable costing across sales revisions by applying rule-based job costing anchored to job ticket style inputs that reduce missing fields during estimation handoffs.
Print fleet owners managing recurring meter-based chargeback
MPS Monitor supports scheduled meter-driven usage reporting with department mapping, which reduces manual reconciliation work for recurring chargeback exports.
Multi-site print operators needing consistent allocation across printers
Pharos Systems is built for multi-device fleets by combining device metering integration with job and page attributes so cost-per-page reporting stays consistent across sites.
Common mistakes when buying Printing Cost Calculator Software for cost-per-page and chargeback reporting
Buying mistakes typically come from assuming the tool will infer missing inputs from print activity. Many tools depend on upstream print driver reporting, queue association, and metadata field alignment to keep quote math and chargeback exports consistent.
Assuming allocation accuracy will hold when print driver job reporting is inconsistent
Ringdale FollowMe ties classification accuracy to print driver and device job reporting consistency, so validation should include repeated jobs with the same print parameters and release authorization steps.
Ignoring the dependency on correct printer discovery and queue association
Printix produces accurate results only when printer discovery and queue association are reliable, so the rollout test should include queue renames, driver swaps, and mixed department assignments.
Overestimating how much automated meter collection a tool provides without device support depth
Celiveo and Ordant both emphasize estimation and reusable costing rules, so teams that expect deep automated device meter collection should validate meter ingestion paths early against the actual device exposure in the environment.
Failing to align job ticket metadata fields to costing rules
MyQ and PrintIQ both rely on configurable mappings from job metadata to cost factors, so field-by-field alignment work is required to prevent cost-per-page variance between quotes and delivered reporting.
How We Selected and Ranked These Tools
We evaluated each printing cost calculator software on feature coverage for follow-me release handling, meter-driven reporting depth, and job-to-cost attribution export readiness. Features accounted for 40% of the score, while ease and value each accounted for 30%.
Ringdale FollowMe earned the top position by keeping authorization-controlled follow-me release behavior aligned with consistent per-job reporting and exportable job metadata for repeatable cost-per-page allocation. Celiveo, MPS Monitor, and Pharos Systems placed higher when they demonstrated clearer alignment between costing inputs and the export outputs used for departmental chargeback reconciliation.
Frequently Asked Questions About Printing Cost Calculator Software
How does Ringdale FollowMe handle job accounting when follow-me release changes the print path?
When should a shop choose Celiveo over Ordant for repeatable quote inputs?
Which tools rely on device polling and meter inputs instead of job metadata alone?
How do Printix and MyQ map job ticket fields to departmental or allocation reporting?
What breaks if an integration only exports totals and not normalized page counts?
Where do security and admin controls differ between Ringdale FollowMe and PrintIQ?
How should data migration be approached when moving from spreadsheet cost tables to PrintIQ?
When does OnPrintShop add more value than a cost calculator workflow that only outputs a cost number?
How do allocation exports support reconciliation in Pharos Systems and EFI Pace?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
Funding and competing interests
This study was co-funded by several of the vendors assessed in it. No single vendor funded it. Funders could propose the market studied.
They had no role in selecting vendors, setting or weighting criteria, analysing data or drawing conclusions, and they received the same factual-accuracy check as every other vendor assessed.
Market definition, inclusion rules and criteria weights were fixed by an editor before research began and did not change afterwards. Editorial process →
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