How Proofed Works
The complete proof approval workflow for Shopify custom orders — from order sync to customer sign-off — explained with an interactive walkthrough.
What is Proofed?#
Proofed adds a structured design proof approval workflow to custom orders inside Shopify. Instead of chasing customers over email with attachments and "did you see my last message?" follow-ups, you send a secure proof link straight from the order — the customer reviews, approves, or requests changes in one click, and everything is tracked against the Shopify order.
It's built for businesses that make things to order: sticker and label printers, signage shops, apparel decorators, engravers, and anyone who needs sign-off before production.
The workflow, animated#
Every order moves through a small set of statuses. Watch the cycle below — including the revision loop that happens when a customer asks for changes.
The proof lifecycle
Revision Requested loops back to Awaiting Approval when you resend — as many rounds as it takes.
A new order syncs in from Shopify. You upload proofs — or design cut files — for each line item.
In plain terms:
- Order arrives — new Shopify orders sync into Proofed automatically (or pull existing ones in with the Sync button).
- You create proofs — upload proof images or design cut-ready artwork with the built-in editor, per line item.
- You review and send — proofs are never sent automatically. When you're happy, click Send to customer.
- Customer reviews — they get an email with a secure link to the approval portal. No account, no login.
- Customer decides — approve, or request a revision with a comment. You're emailed either way.
- You produce and fulfil — once everything is approved, download production-ready files and ship with confidence.
Every status change is mirrored to a customisable tag on the Shopify order — so your whole team can see proof status from the Shopify order list, without opening Proofed.
Key features at a glance#
- Per-line-item proofs — multiple artworks per product (front/back, variants), each with its own status and version history.
- Cut file editor — design die-cut shapes with bleed and safety margins, and export VersaWorks-compatible cut PDFs. See Cut Files & the Design Editor.
- Customer approval portal — a clean, mobile-friendly review page with comments and material previews. See The Approval Portal.
- Material previews — show customers what holographic, glitter, foil, or clear vinyl will actually look like. See Message Templates & Materials.
- Automated emails — proof-ready notifications, reminders, and instant approval/revision alerts, all customisable. See Emails & Notifications.
- Shopify order tags — automatic, customisable status tags. See Shopify Integration.
- Custom filenames — production files named exactly the way your workflow expects. See Filename Templates.
Where to next?#
- New to the app? Start with Getting Started.
- Want the exact status rules? Read Proof Statuses Explained.
- Comparing plans? See Plans & Billing — there's a free plan to try the full workflow on your first order, and paid plans start at $10/month with a 14-day trial.
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