Getting Started with Proofed

This guide walks you through installing Proofed and completing your first proof approval — from order sync to customer sign-off. The whole first run takes about five minutes.

Step 1: Install the app#

Install Proofed from the Shopify App Store. It runs as an embedded app inside your Shopify admin — there's nothing to host or configure externally.

You can complete your first proof order free, no plan required. After that you'll be asked to pick a plan (paid plans start at $10/month with a 14-day free trial — see Plans & Billing).

Step 2: Sync your orders#

New Shopify orders arrive in Proofed automatically the moment they're placed. To pull in orders that existed before you installed the app, click Sync on the dashboard.

Each synced order shows:

• Order number, customer name, and email
• Line items with product title, variant, and quantity
• Any custom attributes from checkout (uploaded artwork, dimensions, personalisation text)

Step 3: Upload your first proof#

Open an order from the dashboard. For each line item you have two options:

Direct upload#

Upload one or more proof files straight onto the line item — PNG, JPG, WEBP, GIF, or PDF, up to 20 MB each. A multi-page PDF automatically becomes one proof per page ("Page 1", "Page 2", …). Full details in Uploading Proofs.

The cut editor#

If you need production-ready die-cut files (stickers, labels, decals), open the cut editor instead. You pick a shape, set the physical output size and bleed, position the artwork, and Proofed generates the customer-facing proof and the VersaWorks-compatible cut PDF in one go. See Cut Files & the Design Editor.

You can also add a label to each artwork (e.g. "Front" / "Back") and a note to the customer — or apply a saved message template.

Step 4: Review and send#

Uploading a proof does not notify the customer. That's deliberate — you always get a chance to double-check before anything goes out.

When you're ready, click Send to customer. Proofed emails them a secure link to the approval portal, and the order moves to Awaiting Approval (Shopify tag: Proof: Sent).

Step 5: The customer reviews#

The customer opens the portal — no login or account needed. They see every proof with your notes, and for each artwork they can:

• Approve it, or
• Request changes with a comment explaining what to fix

You're emailed the moment they respond. If they requested changes, upload a new version (the full version history is kept) and send again. If they're slow to respond, send a reminder.

Step 6: Produce and fulfil#

Once every artwork is approved, the order status flips to Approved (tag: Proof: Approved) and your approval email includes download links for the production files:

• Proof PNG — what the customer approved
• Cut PDF — die-cut outline for Roland VersaWorks and similar RIP software
• Cropped PDF — the artwork trimmed to the cut shape

File names follow your filename template, so they drop straight into your production workflow.

Recommended first-week setup#

1. Customise your five Shopify order tags in Settings so they match your workflow.
2. Personalise the two customer emails (proof-ready + reminder) — see Emails & Notifications.
3. Create a default message template so every proof goes out with a consistent note.
4. Set your dimension unit (mm / cm / in) and filename template to match your production naming.
5. On Studio and above: upload your logo and set a sender name so portal and emails carry your brand.