What must customers approve before production?

At minimum: the artwork version, spelling, dimensions, placement, product or substrate, relevant color limitations, quantity, and any production-specific assumptions.

Does payment count as artwork approval?

Only if the customer was clearly told that the payment action approves a specifically identified proof. A separate explicit approval is easier to audit.

What happens when artwork changes after approval?

Create a new version, explain any effect on price or timing, obtain a new approval, and release only the new approved file to production.

Print Laser Pro

Proof Approval Workflow for Custom Product Shops

Short answer: A strong proof process shows the exact artwork version, product, dimensions, placement, spelling, quantity, color limitations, and approval deadline. It records the approver and timestamp, locks the approved version, and requires a new approval after any production-affecting change.

Make the proof unambiguous

Show the design at a readable scale and include actual production dimensions. Label simulated mockups as visual references when they are not exact color or scale proofs. Put the job number and revision on every page or view.

Artwork and spelling
Finished size and placement
Product, material, and decoration method
Quantity and variant breakdown
Known color and texture limitations

Separate comments from approval

A question, payment, or casual message should not silently count as approval. Use a clear approval action and state what it authorizes. Capture the approver identity, time, revision, and any accepted exception.

Control revisions after approval

Any change to art, dimensions, placement, substrate, color, or process should create a new revision. Keep the prior approval for the audit trail, but mark only one version as released to production.

Connect approval to the job ticket

Operators should not need to search email threads to learn which file won. Attach or link the approved production asset and essential settings directly to the job record, and prevent ambiguous filenames from entering the queue.

Frequently asked questions

What must customers approve before production?: At minimum: the artwork version, spelling, dimensions, placement, product or substrate, relevant color limitations, quantity, and any production-specific assumptions.
Does payment count as artwork approval?: Only if the customer was clearly told that the payment action approves a specifically identified proof. A separate explicit approval is easier to audit.
What happens when artwork changes after approval?: Create a new version, explain any effect on price or timing, obtain a new approval, and release only the new approved file to production.

Related production guides

Reviewed 2026-09-01. Follow the safety, material, color, and operating instructions supplied by your equipment and software vendors.