Etsy Made-to-Order Aprons Pipeline Template
Keep every apron order moving together
Every personalized apron you sell comes with different straps, thread colors, and deadlines. This template lays out your workflow from New Orders & Specs through Shipped & Follow-up so nothing gets dropped. Duplicate the order intake card, capture customer notes, and apply Rush or Waiting on blanks labels before you ever touch a sewing machine. Stage blanks, log heat press settings, and pull micro-template cards for proofs or tracking. With everything on one board, you and your helpers can batch work, spot bottlenecks, and stay ahead of pickup times.
- Capture personalization consistently
- Surface rush and wholesale priorities
- Batch prep, decoration, and packing
- Share tracking and pickup details instantly
Start in New Orders & Specs
Open the New Orders & Specs section and drag the locked order intake card to duplicate it. Fill Order #, Apron Style, Personalization, and Qty so the details mirror Etsy exactly. Paste the Etsy order link in the notes, attach the receipt PDF, and set the ship-by date as the due date. Assign the maker responsible and apply labels like Rush order, Waiting on blanks, or Need personalization so the team sees urgency. When fields and labels look right, keep the card in New Orders & Specs until you either have every personalization confirmed or need a proof.
Send proofs without losing context
When a customer needs a mockup, move the card to Proof Sent (optional) so it stands out. Attach your Canva or embroidery proof, drop the link into the Mockup Link template, and note the date you sent it. Tag the card with Awaiting approval and set a follow-up reminder by adjusting the due date to your desired response window. If the customer replies with changes, update the card text and keep it in Proof Sent until you have a final approved line. Once approved, clear the Awaiting approval label and slide the card into Blanks & Supplies Ready.
Prep blanks before you stitch
Inside Blanks & Supplies Ready, batch cards by material so you can pull inventory fast. Use the task card template to log heat-press tests, thread swaps, or pre-wash notes, and check them off before you start decorating. Apply Waiting on blanks when you order new stock so teammates know why the card is paused. Attach supplier invoices or thread charts to keep references on the card. When every prep task is complete and materials are on the workstation, move the card into Decoration & Sewing.
Control decoration and sewing runs
Work through Decoration & Sewing in small batches—multi-select up to five cards that share machine settings. For each card, record machine position, stitch file names, and heat-press timings right inside the description so anyone can repeat the run. Keep the Rush order or Wholesale batch labels visible so you know what to prioritize next. When a batch finishes, attach progress photos or DST files if you need a quick check later. Move the cards together into Press, QC & Pack once the decoration step is complete.
Finish, ship, and follow up
In Press, QC & Pack, run the built-in checklist to inspect threads, steam straps, and insert gift extras before boxing. Add carrier, tracking number, and ship date on the Tracking template card so the information stays consistent. Snap a photo of any fragile or custom-packed orders and attach it for records. When the label is scanned, push the card into Shipped & Follow-up, drop it into your local pickup calendar, or schedule the review reminder right from the card. Archive shipped cards weekly so the board stays focused on active work.
What’s inside
Start-here guide
New Orders & Specs card shows exactly where to duplicate, fill fields, and add the Etsy link.
Proof lane
Optional Proof Sent stage for mockups, approval dates, and labels when you wait on a reply.
Supply prep zone
Blanks & Supplies Ready column with sample tasks for pre-wash cycles, rivet checks, and tension changeovers.
Decoration checklist
Decoration & Sewing list shows how to log machine settings, stitch files, and heat-press details.
Packing + follow-up
Press, QC & Pack plus Shipped & Follow-up cards guide shipping info, care cards, and review requests.
Why this works
- Shows every personalization decision alongside prep, decoration, and shipping checkpoints
- Surfaces rush orders and wholesale batches so batching decisions stay obvious
- Captures machine settings and supplier notes directly on cards for repeatable runs
- Guides consistent follow-up with tracking, pickups, and review reminders
FAQ
What if I sell aprons that never need proofs?
Delete or collapse the Proof Sent list and move cards from New Orders & Specs straight into Blanks & Supplies Ready.
How do I track wholesale batches without crowding the board?
Apply the Wholesale batch label, duplicate the batch prep task card, and indent related orders under a header card to keep the run together.
Can I manage local pickups in this template?
Yes. Use the Local pickup label, fill the pickup-ready card in Shipped & Follow-up with window details, and tag teammates responsible for hand-off.