What is the difference between a digital proof and a sew-out?

A digital proof is a rendered image showing how the design will appear on the product - fast to produce, typically within 24-48 hours. A sew-out is a physical embroidered sample stitched on actual fabric, used for new embroidery setups or first-time garment orders. Sew-outs take 3-5 working days but are the only reliable way to verify thread density, stitch count, and colour accuracy before bulk production runs.

What happens if a customer approves a proof that later looks different on the finished goods?

If the finished goods match the approved proof exactly - same PMS colour references, imprint position, size, and artwork version - the customer has limited recourse. Written approval with the specific proof version attached is your protection. If the finished goods differ from the approved proof, responsibility shifts to the supplier and a reprint or credit should be sought in writing immediately.

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Workflow Scenario

Promotional Merchandise - Managing a Pre-Production Artwork Proof

The proof controls the timeline. Manage it or lose it.

Step by step

Send Artwork Brief to SupplierPurchase Orders

Send a complete brief including job number, product code, decoration method, PMS colour references, artwork file version, imprint size and position, and proof type required.

Internal Spec Check on ArrivalJobs

Check the incoming proof against the order confirmation before forwarding. Verify PMS colours, imprint position, size, and artwork version match exactly.

Send Proof to Customer with Written DeadlineMentions

Forward the proof with a specific approval deadline, noting that production cannot begin until sign-off is received and the in-hands date is at risk if the deadline is missed.

Deadline Follow-UpWhatsApp

If no response arrives by the deadline, follow up immediately by phone or WhatsApp. Do not wait an additional day.

Record Written Approval or RejectionJobs

Capture sign-off by email, WhatsApp message, or platform confirmation. Do not accept verbal approval - it provides no audit trail.

Authorize Production or Brief RevisionPurchase Orders

On approval: confirm production authorization to the supplier in writing with the approved proof version and date. On rejection: send a specific revision brief to the supplier and notify the customer of any timeline impact.

File All Approvals in Job RecordJobs

Link all proofs and written approvals to the job record and the relevant purchase order for a complete audit trail.

What this workflow solves

A customer didn't respond to the proof for four days and then complained that the goods arrived after their event.

We forwarded the proof to the customer without checking it first - the imprint position was wrong and we only found out when the finished goods arrived.

Proof approvals are handled by email with no central record of what version was approved for which order.

Frequently asked questions

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