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Proofs

A proof is a preview of a customized product — a rendering, a photo mock-up, or an image of the finished artwork — that the customer approves before you produce the real thing. It's the single biggest source of refunds avoided.

When a proof is needed

Any order with customization fields enters the proof flow. After the customer submits their details, the order sits in CUSTOMIZATION_SUBMITTED waiting for you.

Sending a proof

  1. Open the order from Orders.
  2. Review the customization values the customer submitted. If something is unclear, message them first through the order notes.
  3. Produce the proof — usually a JPG or PNG mock-up from your design tool.
  4. Upload it on the order detail page. You can attach more than one file if the product has multiple sides or variants.
  5. Add an optional note (“let me know if the logo placement looks right”) and click Send Proof.

The order moves to PROOF_SENT and the customer gets an email with a direct link to review.

What the customer sees

The customer opens the proof viewer (no login required — they use a signed link). They can zoom, flip between multiple files, and either approve or reject with written feedback.

Approval

Approval moves the order to PROOF_APPROVED. From there it's on you to move it into IN_PRODUCTION and then SHIPPED. The customer is notified at each step.

Rejection and revisions

If the customer rejects, the order moves to PROOF_REJECTED with their written feedback attached. Read the feedback, upload a new proof, and send again. There is no hard limit on revision rounds — but each one is logged, so you have a record if a dispute comes up.

Best practices

Teams that run proofs well tend to follow a few habits:

  1. Match scale. Show the design at real-world size next to a reference object so the customer can judge proportions.
  2. Show the actual material. A render on white hides issues a render on the actual mug or shirt would catch.
  3. Be specific in notes. “Please confirm the spelling of Bryson and the shade of navy” beats “let me know what you think.”
  4. Set expectations early. Mention your turnaround time on the product page so customers know when to expect their proof.