How It Works: From Artwork to Stitch File

The process in six steps

1. Create your account as part of your first order.
2. Fill in the order form and see your price before you submit.
3. A digitizer builds your file by hand for your size, placement and fabric.
4. Check the proof in your dashboard: a stitch simulation image and a PDF worksheet.
5. Ask for revisions until it is right. They are free and unlimited until you approve.
6. Approve, pay and download every format you need.

The same steps apply to embroidery digitizing, vector redraws, color separations, print-ready files, format conversions and edits.

Step 1: Create your account

There is no separate sign-up page to fill in first. When you place your first order, the order form asks for your name, email address and a password, and creates your account at the same time. Your account is free and holds everything that follows: orders, proofs, messages, files, credits and invoices. New accounts also get their first design free, up to $24 of design value.

Step 2: Fill in the order form

The form asks only for what the digitizer needs to build the right file:

• Service: embroidery digitizing, chenille, vector art, separations, print-ready art, file conversion or an edit.
• Artwork: upload JPG, PNG, PDF, AI, EPS, SVG or PSD files, or a ZIP with several files.
• Size: the finished width or height of the design in inches. This sets the price.
• Placement: left chest, cap front, cap side, sleeve, pocket, full front, jacket back, patch, towel, beanie, bag or other.
• Fabric: for example pique polo, twill cap, fleece, towel or knit. Fabric changes the underlay and density.
• Options: 3D puff, applique or other add-ons where they apply.
• Machine formats: tick every format you need. They are all included in the price.
• Turnaround: standard within 24 hours, rush within 12 hours or express within 6 hours. See turnaround times.
• Notes: thread colors, text to check, anything the digitizer should know.

The price updates as you fill in the form, and you see the total before you submit. Nothing is charged at this point. Every price is also listed on the pricing page.

Artwork tips

Send the clearest version of the artwork you have. A vector file is best, a sharp high resolution image is fine, and a photo or scan works when that is all there is. Type out small text in the notes, name the thread colors if they matter, and measure the size on the garment rather than on screen. Our artwork guide covers what makes a logo easy to stitch.

Step 3: A digitizer builds your file by hand

Your order goes to one of our digitizers, who builds the stitch file by hand in Wilcom digitizing software. That means choosing satin or fill for each shape, setting underlay, density and pull compensation for your fabric, and planning the stitch order to keep trims and jumps down. We do not run artwork through auto-digitizing. The difference is explained in auto digitizing vs manual digitizing.

If something is unclear, such as a letter we cannot read or detail too fine for the size, the digitizer sends you a message on the order and we email you. A quick reply keeps the order on time.

Step 4: Check your proof

When the file is ready, the proof is uploaded to your dashboard and we email you. Each proof has two parts:

• A stitch simulation image that shows how the design will look when stitched, with stitch direction and thread colors.
• A PDF worksheet with the stitch count, finished size and color sequence.

Step 5: Ask for revisions

If anything needs to change, write it in a message on the order. Revisions are free and unlimited until you approve. List every change in one message where you can, and attach a marked-up image if that is quicker than describing it. The digitizer updates the file and uploads a new proof.

Step 6: Approve, pay and download

When the proof looks right, approve it. Payment happens here, never before. You can pay with:

• PayPal, where you can also pay by credit or debit card. Files are released straight away.
• Bank payment by Zelle, US bank transfer (ACH or wire), international wire or Wise, where shown on your order. Send the exact amount with your order number as the reference, tell us on the order page, and your files are released as soon as we confirm the money has arrived.
• Prepaid credits from a credit pack, paid from your balance with one click.
• Weekly invoicing for regular shops on request, so approved orders are billed together once a week.

As soon as payment goes through, your files are ready to download: every machine format you chose, plus the PDF worksheet. Vector orders include the vector formats you selected.

Your dashboard after the order

Everything stays in your account, so you never have to dig through old emails:

• Order history with every proof, message and file.
• Downloads you can come back to at any time.
• Re-order in a few clicks for a new size, a cap version or another placement.
• Saved logo library of every design you have ordered.
• Credits, with your balance and every transaction.
• Invoices for every order and credit pack.

Free minor edits, such as a color change, a small text correction or a density tweak, are available for 30 days after delivery. If a file does not sew cleanly on the machine and fabric in your order, our guarantee covers it.

How we communicate

Messages about an order live on that order in your dashboard, so the digitizer, the artwork and the history are all in one place. We email you when a proof is ready, when a message arrives and when payment is received. For anything else, email support@stitchquill.com. We work by email only, which keeps a written record of every detail.