PromptusphereHow to handle changes to a custom order after the design is approved
This template collects what you need for a made-to-order product and keeps two agreements apart: the design and the quote. When the customer changes the text, colors or measurements, you see the before and after, and only what that change affects reopens.
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The problem
In a custom order the details keep moving: the name to engrave changes, a different logo arrives, measurements get corrected over WhatsApp the night before production. Each change gets buried in the chat, and when the product ships with the old text there is no clear way to show what was approved and when it changed.
When to use it
- You make products to order with your customer's text, logo or colors.
- Your customers correct measurements or sizes after they have approved.
- You want the customer to approve the design before you start, and the quote separately.
- You need a change history to settle questions at delivery.
How it works
1. Adjust the template
Start from the custom order template. Change the personalization options, the logo formats you accept or the delivery methods, and publish it.
2. Receive the order
Share it by email, private link or a prepared WhatsApp message. Your customer describes what they want, uploads references and their logo, and from that you send the quote.
3. Approve and record changes
Your customer approves the design and the quote. If they later change the text or measurements, the design approval reopens, and the quote only reopens if you adjust it. If they switch from having measurements to needing help measuring, the change goes to your team for review.
The template, question by question
This is how it arrives in your workspace. Change questions, options and approvals to fit the way you work.
What it asks
It starts with name, email and phone. Then the order: what they want you to make, the quantity and the personalization, where they can choose name or text, logo, specific colors or gift packaging. Each option they pick opens its own question: the exact text to include, the colors they prefer or the logo file. Next it asks whether they have the measurements, and only if they do it asks for measurements or size with the unit. Optional references follow as images or a link, and finally the date they need it, a rough budget in MXN and the delivery method, with an address only for delivery. The design approval covers the description, quantity, personalization and measurements; the quote approval covers the price.
Approvals
- 01Design approval (your customer)
- 02Quote approval (your customer)
What reopens when something changes
- Design approvalReopens if this changes: What would you like us to make?, Quantity, Personalization, Text to include, Preferred colors, Your logo file, Measurements or size
- Quote approvalReopens if this changes: the quote
| Question | Answer | Required |
|---|---|---|
| Your details | ||
| Full name | Short text | Yes |
| Short text | Yes | |
| Phone or WhatsApp | Short text | Yes |
| Your order | ||
| What would you like us to make? | Long text | Yes |
| Quantity | Quantity | Yes |
| Personalization | Several options: Name or text, Logo, Specific colors and 1 more | No |
| Text to include | Short text | If it applies |
| Preferred colors | Short text | If it applies |
| Your logo file | File: AI, SVG, PDF, EPS, PNG, 20 MB | If it applies |
| Measurements | ||
| Do you have the measurements? | One option: Yes, I have them, I need help measuring, Not needed for my order | Yes |
| Measurements or size | Long text | If it applies |
| References | ||
| Reference images | File: JPG, JPEG, PNG, WEBP, HEIC, PDF, 20 MB | No |
| Reference link | Short text | No |
| Delivery and budget | ||
| When do you need it? | Date | Yes |
| Approximate budget (MXN) | Number (MXN) | No |
| Delivery method | One option: I will pick it up, Deliver to an address | Yes |
| Delivery address | Long text | If it applies |
Common mistakes
Accepting changes in a stray message
If the new text arrives by chat, it never shows up on the order. Ask the customer to change it in their request so the before and after are kept.
Requoting every small change
Changing a color does not always change the price. The quote only reopens when you adjust it.
Producing without confirmed measurements
If the customer needs help measuring, sort it out before approving the design.
Accepting the logo in any format
A small PNG does not work for engraving or embroidery. Ask for vector files, such as AI, SVG or PDF, whenever possible.
Frequently asked questions
What does my customer see when something changes?
They see what changed, which version is current and which approvals are still pending. You see the before and after for each answer.
Is the earlier agreement lost?
No. What was approved before the change stays in the history, and you can export the request with its files, versions and approvals as evidence.
Can I collect a deposit?
Yes. You add your payment link or bank details to the request and your customer uploads their receipt. Promptusphere does not handle the money.
Does my customer need an account?
No. They open the link, confirm their email with a 6-digit code and answer from their phone, without paying anything.
Is the quote an invoice?
No. It is a branded quote and can include lines such as IVA 16%, but it is not a tax invoice or a CFDI.
Start with this template
It lands in your workspace ready to adjust. Your customers answer it for free from their phone.
Use this template