Taking custom orders is one of the most exciting parts of running a print business—it’s where your creativity meets your customers’ unique visions. But without a solid workflow, custom orders can quickly become overwhelming. From managing inquiries to delivering finished products, each step matters. Here’s how to establish a seamless workflow that keeps your business organized, efficient, and growing.
Step 1: Advertise and Generate Leads
Your workflow starts before an order even comes in: by getting the word out about what you offer. Here are some effective ways to advertise:
- Use social media platforms like Instagram, Facebook, and TikTok to showcase your work.
- Rely on word of mouth—happy customers can become your best promoters.
- Try online ads or print ads to reach local audiences.
- Go door-to-door with flyers or brochures for local businesses.
Every inquiry you receive—whether it’s a comment on a post, a direct message, or an email—is a potential sales lead. The more leads you generate, the more opportunities you have to close deals.
Step 2: Work the Lead
Once a lead reaches out, it’s time to move them closer to placing an order. Here’s how to do it efficiently:
- Be prepared with a price sheet: If your prices aren’t public, have a document ready to share. This makes you look professional and saves time.
- Gather details: Ask for their artwork, confirm quantities, styles, preferred transfer method, and whether they’ll need shipping or local pickup.
- Estimate material costs: Ensure you’re factoring in all costs to maintain profitability.
- Set clear expectations: Let the customer know about turnaround times and any limitations upfront.
- Send a quote or invoice: Include all the details discussed, so everything is transparent.
Remember, not all leads will convert into sales, and that’s okay. Sales is a numbers game—if you close only 10% of your leads, focus on generating enough leads to meet your goals.
Step 3: Close the Deal
This is the step where you turn a potential customer into a paying one.
- Confirm all final details: Make sure the customer agrees to the design, quantities, and pricing.
- Set clear payment terms: Inform them that their payment is considered final approval of the artwork and terms.
- Reassure the customer: Highlight your commitment to quality and meeting deadlines.
- Wait for payment: Never start editing artwork or ordering materials before you’ve been paid. This protects your time and resources.
Step 4: Fulfill the Order
Once the deal is sealed, it’s time to get to work.
- Prepare the artwork: Ensure it’s print-ready and meets the necessary specifications.
- Order materials: Avoid delays by ordering materials as soon as payment clears.
- Press quickly: Customers love early deliveries—if possible, aim to exceed their expectations on timing.
While working, take time to document the process. Shoot photos or videos to create content for social media. Sharing behind-the-scenes looks at your workflow builds trust with your audience and markets your business for free.
Step 5: Get a Testimonial
Your job doesn’t end when the product is shipped or picked up. A satisfied customer can help bring in new business.
- Ask your customers to leave feedback on platforms like Google, Facebook, or Yelp.
- Encourage them to tag you when posting photos of their product on social media.
- Repost their reviews, testimonials, or photos (with permission) to showcase your work to potential customers.
Great feedback not only boosts your credibility but also gives you valuable content for advertising.
Bonus Tip: Advertise Again
Even after you’ve completed an order, it can continue working for you. Highlight finished projects on your social media pages, create posts around customer testimonials, and share behind-the-scenes photos. These actions help generate new leads and keep your business top of mind for potential clients.
Why Your Workflow Matters
An organized workflow is the backbone of your custom printing business. It not only saves you time but also creates a better experience for your customers, which leads to repeat business and referrals. By advertising effectively, staying prepared, and keeping the process transparent, you’ll turn leads into loyal customers and grow your business in no time.
Ready to simplify your workflow? At HeatPressNation, we have the tools and supplies to make your process seamless—from top-notch heat presses to specialty transfer materials. Explore our collections and take your business to the next level today!
