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.
- White-label & custom domains: on Studio+, remove Proofed branding, send emails from your own address, and serve proof links on your own subdomain. See Custom Domains.
- 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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