Etsy Candles Made-to-Order Production Pipeline Template
Run Candle Orders Without Missing a Cure
Every made-to-order candle run has moving parts—from capturing buyer specs to logging batches, letting jars cure, and packaging with compliant labels. This template turns those steps into a visual pipeline that replaces scattered notes: start with duplicate-locked order cards, stage pours with batch logs, and keep an eye on 3–7 day cure windows so scent throw lands on schedule. Use the proof lane for custom labels, then finish with packaging checklists and tracking follow-ups while the team collaborates live on assignments, due dates, and tags.
- Track every order from intake to shipped review
- Log batch specs and curing deadlines in one view
- Share proofs and approvals without leaving the board
- Package confidently with duplicate-locked checklists
Capture every order in New Order Intake
Duplicate the locked `Order Intake` card as soon as a purchase arrives and drop it in the New Order Intake column. Fill buyer, scent, quantity, personalization, and the Etsy link so every detail lives on the card. Assign the maker, set a due date that pads for your 3–7 day cure window before you promise shipping, and attach the order receipt for context. Apply Rush, Gift, Local Pickup, or Refill tags so teammates understand priorities. Drag the card to the top when it needs same-day attention.
Confirm personalization through Label Proof
Move orders that need custom art or wording into Label Proof (optional) once you draft the layout. Duplicate the Proof micro-template if you track multiple versions, then attach the PDF or AI file so the buyer can sign off without leaving Instaboard. Use the comment thread to capture revision requests and keep the buyer’s replies in one place while the due date flags when you’ll proceed. If you don’t hear back by that deadline, follow the shop policy you recorded on the card so production keeps moving.
Stage pours in Batch Prep & Pour
When supplies are staged, drag approved cards into Batch Prep & Pour. Open the Batch Pour Log micro-template to record batch number, wax blend, fragrance load, wick size, and pour temperature so the next maker can replicate it. Note pre-heating, wicking, or dye steps directly in the description to prevent adhesion issues. Assign the teammate running the pour and set due dates to the planned cure-complete day.
Monitor cure and QA before sealing
Slide cards into Cure & QA and tick off the Cure Checklist subtask each day while you trim wicks and track cold throw, frosting, or label alignment in comments so the team sees updates in real time. Schedule a hot-throw test as a dated subtask before you close jars so you catch problems early. If something needs correction, add a comment and retag Waiting on supplies or Rush to flag follow-up. Keep the due date aligned with the earliest safe ship date so the team knows when curing is complete.
Package, ship, and close the loop
Move cards into Label & Pack once batches pass QA, then work the Packing Checklist subtask list by checking off Protection, Inserts, Final Weight, and Carrier choice. Attach the shipping label or tracking link so support can answer delivery questions instantly. Check off the warning-label and care-card subtasks before handoff, then drop the card into Shipped & Review. Add a reminder comment for when to request a review or pitch a refill.
What’s inside
Six-stage production pipeline
Move cards through New Order Intake, Label Proof, Batch Prep & Pour, Cure & QA, Label & Pack, and Shipped & Review so nothing waits off-screen.
Order intake micro-templates
Duplicate-locked cards capture buyer info, scents, personalization, ship-by dates, and Etsy links before you touch wax.
Batch pour log
Structured fields store batch numbers, wax blends, fragrance load percentages, wick sizes, pour temperatures, and cure targets.
QA and safety checkpoints
Cure & QA cards use checklist subtasks and comments to log cure-day checks, hot-throw tests, and warning-label verification before sealing jars.
Packaging and follow-up cards
Packing Checklist subtasks track inserts, protective wrapping, final weights, and tracking links, while dated comments remind you to trigger post-delivery reviews.
Why this works
- Centralizes every custom detail because buyer specs, files, and comments stay on the card instead of buried in Etsy messages
- Tracks batch specs and cure clocks via batch log fields and due-date reminders to keep scent throw consistent run to run
- Builds in proof approvals and packaging QA with attachments, comments, and subtask checklists so customers get what they approved
- Closes the loop with tracking links and dated reminder comments that spark repeat orders
FAQ
How long should I let soy candles cure before shipping?
Most soy and coconut blends need at least five days—often seven to ten—for the fragrance to stabilize, so keep cards in Cure & QA until that window is complete and set the due date to match so the board shows exactly when it’s safe to move forward.
What if a buyer never approves their custom label proof?
Set a due date on the proof card and log your follow-ups; if there’s no reply by your policy deadline, proceed with the last shared artwork so production doesn’t stall.
Can I batch multiple scents at once?
Group cards with matching wax blend and wick families in Batch Prep & Pour, note any fragrance-load tweaks, and fill the Batch # line on each card so the run stays linked and easy to filter later.
How do I keep shipping compliant with Etsy rules?
Use the Label & Pack stage to check off the compliance subtasks—ASTM warning labels, stable containers, and adequate padding—and attach a quick photo before you hand parcels to the carrier.