Etsy Tote Bags Production Pipeline Template
Duplicate, assign, and ship tote orders fast
Made-to-order tote sellers juggle personalization requests, approvals, print settings, packaging extras, and shipping promises. By duplicating the Tote Order template card on Instaboard, you attach the customer’s artwork, assign the maker, and set the ship-by date before the job ever leaves New Order Intake. From there, the same card flows through proof, print, quality check, packing, and review follow-up so nothing hides in spreadsheets or DMs. Labels spotlight rush jobs, bulk batches, and orders waiting on blank stock so you can reset timelines before anything slips.
- Track personalization by attaching proofs and approval dates on each card
- Surface rush, bulk, and inventory blockers with shared labels
- Standardize print, cure, and packing steps with duplicate-ready micro-templates
- Keep shipping labels and review follow-ups pinned to order cards
Kick off in New Order Intake
Duplicate the locked Tote Order card in the Template cards row, then fill in the customer name, bag style, personalization notes, print method, and quantity before dropping it in New Order Intake. Attach the Etsy order link and any artwork files so your designer can confirm sizing at a glance. Assign the maker, set the due date to the promised ship date, and apply labels such as Rush order, Awaiting blanks, or Bulk batch to flag scheduling needs. Move sibling packaging tasks with the Packaging insert checklist card so the bundle is planned early.
Pro tip: Add supplier confirmations or rush surcharges in the description so the whole team sees them.
Send proofs and track approvals
When a customer needs to see a mockup, drag the card into Send Personalization Proof (optional) and attach your proof image or PDF. Add the feedback and approval date in the card description or comment thread so designers know exactly when to green-light production. Use the Production notes card to note print colors, placement tweaks, or regional spelling changes that came from the proof round. Apply the Custom artwork needed label if you are still redrawing graphics so production doesn’t start too early.
Pro tip: For destination wedding batches, add a checklist sub-card to confirm sample approval before you print the rest.
Prep, print, and press confidently
Shift the order into Print & Press Tote once the art is final. Record pretreat settings, ink or vinyl choices, and press time/temperature in the Production notes card before you power up the equipment. Attach the production-ready art file so the operator can pull it straight from the card. Tag Bulk batch orders to remind the team to schedule multiple press runs, and leave a note when blanks arrive so inventory waits don’t stall the queue.
Pro tip: If you rerun a design later, duplicate the completed Production notes card to reuse proven heat press settings.
Cure, quality check, and pack elegantly
After pressing, move the order into Cure & Quality Check and log lint rolling, stitch trimming, and ink curing in the QC note sub-card. Add a quick photo attachment to document print quality before packing. Once everything passes inspection, drag the card into Pack & Label, duplicate the Packaging insert checklist, and check off care cards, thank-you notes, coupons, or seasonal freebies. Store the generated shipping label link plus any eco-packaging notes so whoever packs the bag knows exactly what to include.
Pro tip: Use the Eco packaging label whenever you add recyclable fillers or compostable mailers so you can report sustainability wins.
Ship, disclose partners, and request reviews
Move the card to Shipped & Request Review the moment you print the label and mark the order complete in Etsy. Drop the tracking URL onto the card, update the due date to the actual ship date, and log any production partners you used so disclosure is easy. Assign yourself or a teammate to send the review follow-up, then post the message you sent as a comment so the outreach is tracked on-board. Leave the card in this column until the package is delivered and the review request is complete, then archive or duplicate it for reorders.
Pro tip: Pin a saved reply with your review request wording and link to reuse every time you duplicate the follow-up card.
What’s inside
Start-Here card
Step-by-step primer that points you to duplicate the Tote Order template, attach reference art, set the due date, and apply labels.
Template cards for totes
Locked micro-templates capture order details, pretreat settings, and packaging inserts so every duplicate starts with the right fields.
Six-stage production pipeline
Columns for Intake, Proof, Print, Quality Check, Pack, and Shipped map the exact journey each tote should follow as you drag cards left→right.
Labels that highlight risks
Rush order, Awaiting blanks, Bulk batch, and Eco packaging tags keep priority status front-and-center.
Filled demo cards
Examples show assignees, due dates, print notes, thank-you inserts, and tracking links on real orders.
Why this works
- Visualize each tote order's lifecycle so nothing stalls between proof and shipment
- Capture production specs by attaching art files and press settings on every card
- Standardize customer delight with duplicate packaging checklists and logged follow-ups
- Stay audit-ready with tracking links, approvals, and partner disclosures in one place
FAQ
How do I adapt this if I use a print-on-demand partner?
Keep the Tote Order card but tag it with Bulk batch or Awaiting blanks, attach your provider’s order receipt, and log the production partner on the card so you can disclose it on Etsy while still tracking proof approvals and shipping milestones.
What if my wedding or corporate orders take weeks to fulfill?
Add timeline notes and assignees on the Production notes card, duplicate the Packaging insert checklist for batch prep, and use due dates plus the Bulk batch label to hold space for milestone check-ins before you press the full run.
Can I track shipping updates inside the board?
Yes. Attach each carrier tracking link in Pack & Label or Shipped & Request Review, set the due date to the promised delivery range, and log when you send review follow-ups so nothing gets archived before the customer is satisfied.