Etsy Made‑to‑Order Production Template
Turn Etsy orders into a calm queue
This template gives small Etsy shops a clear structure for organizing every order from intake to shipped — capture personalization, approve proofs when needed, batch smart, and add tracking — all in one place. Whether you're a solo maker or a tiny team, this board helps you make informed decisions and ship on time.
- Organize visually
- Work together live
- Export to PDF
- Share tracking links
Tune your template card
Running a tiny Etsy shop often means flipping between DMs, receipts, and half‑remembered notes. Fix that at the source by making the template card fit your shop. Double‑click the ready‑to‑copy order card and change the fields to what you actually use — rename Personalization to Engraving text, add Variant or Options, or reorder the lines so your eye lands on what matters first.
Pro tip: If you promise ship windows, add a ‘Due by’ line now. Keep an ‘Etsy order link:’ line so you paste it in the same place every time.
Add orders (Intake)
Turn each sale into a single source‑of‑truth card: drag to duplicate your tuned template, fill Order #, Item, and Personalization, paste the Etsy order or receipt link, and set a due date if timing matters. Keep Intake short — today’s work plus a few days ahead — so you see what truly needs attention.
Pro tip: When personalization is tricky (names, dates, foreign characters), paste the exact approved text. If it’s uncertain, add ‘TBD’.
Get approval (optional)
If you use proofs, attach a mockup, move to Proof, and jot two quick lines: ‘Proof sent: YYYY‑MM‑DD’ and ‘Approved: YYYY‑MM‑DD by Name’. When it’s green‑lit, move to In Progress. If you don’t require approvals, skip this stage and keep moving.
Pro tip: Set a soft timer for approvals. If a card sits in Proof too long, nudge once, then move it back to Intake with ‘Waiting on customer’.
Make in small batches
Keep WIP tiny and only batch items that truly share settings. Before you start, run a 30‑second pre‑check: materials ready, machine settings correct, first test piece looks right. When a batch runs clean, advance all its cards together.
Pro tip: If you forget small extras (ribbons, inserts), add a one‑line ‘Make check’ to your card: materials → settings → first piece OK → quantity complete.
Pack & label
Before you tape the box, read the card out loud against the item: correct personalization, options chosen, and any extras like gift wrap. Add the carrier and tracking number, then move the card to Packed.
Pro tip: Snap a quick photo of the packed item and attach it for fragile or high‑value orders.
Ship and follow up
Once the label scans, move the card to Shipped. Share tracking if needed and send a short follow‑up. Keep Shipped lean by archiving weekly; if a re‑make is needed, label it ‘Re‑make’ and duplicate the card.
Pro tip: A tiny daily ritual keeps you sane — clear “Packed” by noon, “Shipped” by end of day, and never let “In Progress” exceed five cards.
What’s inside
5 Lists
Intake, Proof (optional), In Progress, Packed, Shipped.
Ready‑to‑copy card
Double‑click to edit fields, then drag to duplicate.
1‑minute start
A simple “Start Here” card gets you moving.
Helpful labels
Rush, Fragile, Gift, Local pickup, International, Backorder, Re‑make.
Proofs are optional. Tags aren’t required. Start minimal and grow as you need.
Why this works
- Organize visually
- Work together live
- Export to PDF
- Share tracking links
FAQ
Does this replace Etsy order management?
No. Keep Etsy for sales and messages. Use Instaboard to run production with due dates, batching, and checks.
Do I need an account?
You can start editing instantly in your browser. Create a free account to save your copy and invite collaborators.
Can I export to PDF?
Yes — export the board to PDF or image for printing or hand‑off.