A design approval checklist for custom orders
A proof is the customer’s chance to check what you are about to make. A good review process makes that decision specific: this artwork, for this item, at this version.
1. Prepare a complete proof
Match the artwork to the correct order item. Include every page or view needed to understand the design. Write out dimensions, placement, material, and finish where they matter; an image on a phone does not communicate physical size.
- Check spelling, dates, contact details, and personalization against the order.
- Show front, back, and additional surfaces when applicable.
- Explain screen-to-product differences such as color, texture, or engraving depth.
2. Ask for a clear decision
Tell the customer what to check and offer two explicit actions: approve this design or request changes. Keep feedback with the proof so the designer does not need to reconstruct a conversation across messages.
Example wording: “Please check the spelling, layout, and placement. If anything needs changing, describe it before approving. We will use the approved design as our production reference.” Adapt this to your actual store policy; do not imply that approval removes statutory customer rights.
3. Keep revisions separate
Upload each revised package as a new version. Recheck the full design after a change, even when the request looks small. An approval for an earlier version should never stand in for approval of new artwork.
4. Hand off the approved files
- Confirm the approved version matches the files your team will use.
- Keep the decision, timestamp, order item, and artwork together.
- Run your own production checks: resolution, bleed, stitch settings, cut paths, or engraving setup.
Customer approval confirms a design decision. It does not replace your production quality checks.
How ProofTable supports this workflow
ProofTable connects image and PDF proof packages to Shopify order items. Customers review a private link, request changes, or approve the current version. Approved items enter a production queue, and the merchant can download the files with an approval record.
Shopify App Store availability will be announced after review.
Common questions
Does the customer need an account?
No. A customer opens the private link shared by the store. Anyone with a valid link can access that proof, so keep it private.
Can a customer approve an older version?
Previous versions are available for reference. The approval action applies to the current version.
Does ProofTable create or check artwork?
No. Your team prepares the artwork and checks its suitability for production. ProofTable handles review, feedback, and the approval record.
Can I try it before it is listed?
The public sample lets you explore the customer experience. It uses fictional artwork and does not submit responses or connect to your store.