This article explains Merchy’s step-by-step order intake process: how we collect all the right details before we start production on your custom apparel printing or embroidery order. It shows what information we need and why — helping ensure accuracy, quality, and fewer surprises.
How Merchy’s Order Intake Process Works
Here’s how we handle an order from the moment you decide to place it, through intake, before production begins.
Step 1: Initial Contact & Order Request
When you reach out (via website form, email, phone, or in person), we ask for the basic outline of your project:
What kind of apparel (t-shirts, hoodies, polos, hats, etc.)
How many units you want (order quantity)
Method of decoration (screen printing, embroidery, other)
Target deadline (when you need it by)
Step 2: Detailed Specification Gathering
To avoid miscommunication and ensure the final product meets your expectations, we collect specific details. These typically include:
Details | Why It Matters |
Garment type, brand, fabric & color | Different fabrics (cotton, polyester blends, moisture‐wicking, etc.) accept inks and threads differently. Color of the garment affects ink choice or thread color. |
Sizes & Quantity per size | Helps us plan inventory and calculate cost; ensures we order or reserve enough of each size. |
Design/artwork | We need the file(s) (vector preferred), resolution, color use (Pantone / thread equivalents if embroidery), any special effects (foil, puff, etc.). |
Placement & size of artwork | Where on the garment (chest, back, sleeve, hat front, etc.), how big. Embroidery especially needs positioning and size specs. (Printify) |
Decoration method (screen print, embroidery, etc.) | Because setup, cost, and what’s possible differ greatly with each method. For example, small, detailed artwork or shaded design may not translate to embroidery well. (Printify) |
Color details | Garment colors, ink colors, thread colors. For screen printing, number of colors affects screens needed; for embroidery, thread color availability. |
Special instructions or constraints | E.g. non-standard sizes, unusual fabric (thick fleece, leather), logo variations, printing under certain conditions (reflective, water base vs plastisol), etc. |
Step 3: Quote & Proofing
Once we have all the details:
We generate a cost estimate (includes garment cost + decoration + setup + any extras).
We prepare a digital proof/mockup showing how the design will look on the garment, with correct placement, sizing, and color.
You review & approve the proof. If revisions are needed, we go back and adjust.
Step 4: Order Confirmation & Deposit (if required)
After the proof is approved, we send you an order confirmation that restates all the details: garment types, quantities & sizes, colors, design, placement, method, cost, timeline. If needed, we’ll ask for a deposit or full payment depending on our policy.
Step 5: Internal Order Intake & Scheduling
We move your order into our intake system. At this stage:
Goods or garments are ordered or pulled from existing stock.
All details are entered into our production scheduling system.
We verify that all inventory (garments, thread, inks) is available or ordered.
We set expected production date & delivery/shipping date.
Step 6: Pre-Production QA
Before printing or stitching begins:
We confirm that artwork is print/stitch-ready (sizes, colors, file format).
For screen printing: screens are prepared, ink matches are checked, garment sample might be tested.
For embroidery: digitizing of the design is checked, stitch types are suitable, test stitch‐outs on similar fabric may be done.
Client gets final sign-off if any test sample or mockup is needed.
How These Steps Ensure Accuracy & Quality
Reduces errors up front — collecting detailed specs prevents misunderstandings later (wrong garment, wrong size, weird placement).
Ensures design viability — especially for embroidery vs printing, smaller detail, fabric behavior, etc.
Better scheduling & resource planning — knowing quantities, garment availability, and timeline helps avoid delays.
Quality checks before mass production — test proofs / printouts catch issues early.
Clear documentation — order confirmations and proofs serve as reference for both you and us.
Tips for Customers When Placing an Order
To help things go smoothly and get you the best result, here are some suggestions:
Provide high-quality artwork: vector files (like AI, EPS, PDF), clean edges; avoid low-res JPGs if possible.
Be specific about placement & size: say “logo 4 in width, centered on chest, 2 in from collar” instead of vague.
Choose the right decoration method for your purpose (durability, look, cost). If unsure, ask us for advice on whether screen printing or embroidery will suit your design.
Plan ahead: custom apparel printing and embroidery take time (artwork preparation, approvals, production). Leave buffer time especially for large orders or peak seasons.
Confirm garment color & fabric content: fabric type affects how ink or thread behaves. If the garment is dyed dark or has texture, it can affect print or stitch result.
Keep communication clear: respond promptly to proofs, questions, or changes. Delays here often cause delays in production.
FAQs
Q: How long does the intake stage take?
A: Typically, once we receive all the required details (artwork, sizes, preferred method, etc.), the intake and proofing stage takes 1-3 business days. Delays happen if information is missing or revisions are requested.
Q: Do I need to supply artwork, or can you create / digitize it?
A: You can supply artwork. We accept vector formats when possible for the best quality. If needed, we offer artwork creation or digitizing services, especially for embroidery.
Q: What if I want a rush order?
A: Let us know early. We’ll check capacity and material availability. Rush orders may incur extra fees and may require faster decisions on proofs.
Q: Can I make changes after I approve the proof?
A: Minor changes might be possible depending on stage of production, but delays or additional costs may apply. Once printing or stitching has begun, changes are very limited.
Q: What if the garment stock runs out after I place the order?
A: We try to reserve or order stock only after confirming your order. If a garment becomes unavailable, we’ll notify you ASAP and suggest alternatives (different fabric or brand) or offer to adjust.
If you have questions about your specific order or would like help filling out the order intake details, just contact our customer service team. We’re here to make the process clear, reliable, and satisfying.
