Work reaches an embroidery and print shop both as subcontract jobs from garment makers and as logoed workwear orders from companies. Artwork approvals get lost in WhatsApp, quotes go out without pricing by stitch count, and which machines are busy and when jobs are due is tracked on a whiteboard. In the system we build, an order opens with the artwork file, stitch count and number of colours, the price is calculated from them, and the customer approves the artwork through a link. Approved jobs enter the machine plan, the operator enters output by head and quantity, and delivery, delivery note and payment are tracked in the same record.
Problems we see in embroidery and print shops
- Artwork approvals lost in messages
- Prices given without counting stitches and colours
- Unknown machine load and late deliveries
- Quantity and waste disputes on subcontract jobs
Modules
Orders and quotes
Price by stitch count, number of colours, print method and quantity.
Artwork approval
Visual mock-up and approval link for the customer, with revision history.
Artwork archive
Digitised embroidery (DST) and print files stored by customer.
Machine plan
Job sequence and estimated time for multi-head embroidery and print machines.
Subcontract delivery
Delivery note with quantities in and out, waste and defective pieces.
Accounts and collections
Customer balance, credit collections and an online payment link.
How it works day to day
- 1
The order is entered with its artwork file and quantity, and the price is calculated.
- 2
The customer approves the artwork and price through a link.
- 3
The job enters the machine plan and materials and thread are prepared.
- 4
The operator records quantity produced and waste.
- 5
Goods are delivered with a delivery note and the customer account and payment are updated.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For single-machine shops with few customers, a bookkeeping package and a shared calendar may be enough.
When custom software pays off
For shops handling multiple machines, subcontract and corporate orders together, a custom system joining pricing, artwork approval and machine planning reduces late deliveries.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 16 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €350 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Is the stitch count read from the file?
Stitch and colour counts can be read from common embroidery file formats, and entered by hand where a file cannot be read.
Does customer approval count as a record?
The time of approval, the person approving and the approved artwork version are recorded and can be presented as evidence in a dispute.
Can corporate customers reorder?
Yes. A repeat order is opened in one click from their approved artwork and previous orders.
Can print and embroidery be on the same order?
Yes. Several decorations can be added to one product, and each falls into its own machine plan.
