Manufacturing and processing: Quotation software for embroidery studios
Quotation software for embroidery studios that works out stitch count, digitising costs, colour changes and run size, so every price can be explained from the logo itself.
Where quotes for embroidery studios get stuck.
An embroidery price depends on stitch count, and at enquiry stage that count is not yet known. The studio estimates from logo size and the amount of fill, but a logo full of small details takes more stitches than a large simple area. On top come digitising for a new logo, colour changes and perhaps a surcharge for awkward positions such as caps or sleeves. Working it out from memory gives one client a different price from the next. On a reorder people sometimes forget the logo was already digitised and charge for it again.
Quotation software for embroidery studios
Example- 1
Estimate or read the stitches
DoneFor a new logo the studio estimates stitch count from size and type of fill, using a table you have drawn up yourselves.
- 2
Build cost per position
In progressFor each position the system prices on stitches, number of thread colours and any position surcharge.
- 3
Proposal with sample terms
NextThe proposal names logo, size, position, thread colours and the price breaks, and states that a sample will be stitched for approval.
From enquiry to signed quote.
Estimate or read the stitches
For a new logo the studio estimates stitch count from size and type of fill, using a table you have drawn up yourselves. If the logo has already been digitised, the actual stitch count from the archive is used. The proposal states which of the two applies.
Build cost per position
For each position the system prices on stitches, number of thread colours and any position surcharge. Digitising is listed separately, once per logo and size. The unit price falls with quantity according to your price breaks. Garments you buy in are added as a separate line.
Proposal with sample terms
The proposal names logo, size, position, thread colours and the price breaks, and states that a sample will be stitched for approval. Where stitch count is estimated, it notes that the price may change within an agreed margin after digitising. On acceptance the version is locked and the logo is created in the archive.
Alongside your calculations and price lists.
Many embroidery studios quote from a paper price list, a spreadsheet or the quoting module of their accounting package. The calculation relies on a rate list you maintain: price by stitch count, digitising rates, position surcharges and price breaks. Stitch counts for existing logos come from the archive. Garment purchase prices stay with purchasing. The accepted proposal becomes the basis for the job card and the invoice.
Price per stitch or per size
Pricing by stitches is precise and fair, but hard for a client to follow. A price per size, such as small chest logo or large back logo, is clearer but does not cover the difference between an open and a dense design. Many studios price on stitches internally and show the client a price per position.
Digitising separate or built in
Showing digitising separately makes clear why a reorder is cheaper. Building it into the unit price lowers the threshold for a first order, but makes reorders unfairly expensive or the first job loss making. Most studios list it separately as a one off. The invoice then shows when each logo was digitised, so the client later understands why a reorder costs less.
Exact colour or nearest thread
Matching a brand colour exactly may mean ordering a special thread. The nearest colour from your own range is quicker and cheaper but differs slightly. The proposal can show both options, so the client chooses knowingly and does not first notice the difference on the sample.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
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Read the storyWhat we prepare in the quotes.
At the start, the quote prices per position by stitches, colours and price break, with digitising listed separately and stitch counts from the archive for existing logos. Together we go through a reorder of an existing chest logo, and a new logo with three positions on jackets you buy in. Variants with and without exact colours, surcharges for caps and passing to the job card you switch on using the same rate list once you are ready.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we explain estimated versus actual stitches?
The proposal states that the stitch count for a new logo is an estimate and that the price may change within an agreed margin after digitising. Once digitised, the client sees the real count. If it falls within the margin, the price stands.
Can we apply a repeat discount automatically?
For an existing logo at the same size, digitising drops off automatically. An extra discount for regular clients can be recorded as an arrangement on the client and is then applied in the proposal. Nobody has to remember who has which deal.
How do we price names or numbers per piece?
Personalisation gets its own line with a price per name, depending on font and length. Fonts you use as standard do not need digitising. A special font may carry extra digitising, listed separately. The client sees it as its own line.
What if the client supplies garments that are hard to embroider?
The proposal can include a note on the risk with that fabric, such as puckering on thin materials or stitches sinking into towelling. Possibly with a surcharge for extra backing or a sample. The client then knows in advance what they are choosing.
What often connects to this.
- Enquiry form for embroidery studiosAn enquiry form for embroidery studios that asks for logo size, fabric, position and thread colours, so the studio can judge whether a logo can be embroidered as it is.
- Digital job cards for embroidery studiosDigital job cards for embroidery studios that bring the released sample, stitch file and per position settings to the machine, and record repairs and rejects per order.
- Invoicing software for embroidery studiosInvoicing software for embroidery studios: finished pieces, digitising and setup work from the job card come together on an invoice that matches what was embroidered, and that goes out with a payment link.
Quotes that match the work.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Quotation software for embroidery studios: stitch count, digitising, colour changes and run size in one calculation, with repeat savings visible.
- Estimate or read the stitches
- Build cost per position
- Proposal with sample terms