Practical Steps to Protect Your Time and Investment With Custom Orders
Sometimes, a big order lands in your inbox, and it feels like you’ve just unlocked a whole new level for your handmade business. The excitement surges, you invest in design, packaging, and communication... only to be left with deafening silence. Frustrating? Absolutely. But it doesn’t have to be the norm.
According to industry surveys, nearly 60% of small businesses experience ghosting or delayed communication from high-potential clients at least once a year. That’s a lot of wasted energy, money, and heartache.
I’ve been in the beauty game since the 1990s, and I’ve seen this happen more often than I'd like. In fact, a fellow handmade seller recently shared how a boutique hotel initially placed a big order. They loved the product so much, they wanted a special spa line. She poured time (and cash) into new bottles, label runs, and professional photos, with the promise of an expanded spa menu. Months passed. She followed up. They reassured her it was “in the works.” Then... nothing. Ghosted.
So, how do you shield your business from crickets after you’ve jumped through flaming hoops? Here’s my take to help protect yourself and hold potential partners accountable, especially if you offer custom, private label or white label goods.
1. Adopt a Paid Consultation Model
There is a ton of back and forth with custom projects = a lot of time = money. Suggest a modest fee for product development, customizable designs, or extensive consultations. Sweeten the pot by crediting this fee toward their first bulk order. When people pay—even a small amount—they’re more mentally and financially committed to seeing the project through.
Real-World Example: I require a $150 consultation fee for customizing scents, packaging or working on a new project. That small hurdle weeded out tire-kickers who weren’t serious and gave her peace of mind that she wasn’t doing freebies for potential dead ends. If you'd like to hear about my process, let me know. I have it down to a science to limit much of the back and forth required with custom jobs.
2. Start with Samples, Not Full Production
It’s tempting to wow a new client with the full treatment: custom labels, fancy packaging, even a pro photo shoot. But hold up! A small sample batch or even better, digital mockups can be just as effective in showcasing your talents—without draining your budget or time.
When you limit the initial investment, you minimize your losses if the deal fizzles out. Plus, asking for feedback on a small prototype fosters trust. It signals you’re open to collaboration, but not at the expense of your entire operation.
3. Get That Purchase Order (PO) Signed
No PO, no production—simple as that. A written purchase order signed by both parties creates a tangible agreement. Pair that with a deposit or retainer. This document psychologically nudges the buyer to take the next step. It also clarifies that you run a professional operation with established processes, making it harder for them to vanish once work has begun.
4. Set Clear Timelines & Checkpoints
Outline your project milestones and due dates: product mockup by X date, label approval by Y date, invoice and payments by Z dates. When these timelines are crystal clear, you build accountability. If your potential client lags, a follow-up referencing the agreed dates adds subtle pressure. It’s not about being pushy; it’s about mutual respect for each other’s time.
Encourage them to share their internal deadlines as well. This creates a two-way street, highlighting that communication is a partnership, not a one-sided chase.
5. Plan a Firm Follow-Up Strategy
Ghosting often happens when there’s no clear next step. If communication stalls, it’s time for a direct approach: “Is this project still moving forward, or should I allocate these resources elsewhere?” This message can jolt them into deciding. You’re essentially saying: “I value our relationship, but my time is limited.” even something along the lines of: "If not, I’d love to repurpose these for another client” often gets a response."
When people sense potential loss (in this case, losing access to your skills or that special design you’ve tailored for them), they’re more likely to respond. It’s basic human psychology—we hate missing out.
Your time is precious. You deserve clients who recognize that. Are you ready to set boundaries that protect your handmade business from silent deals?
In a Nutshell:
Charge a Consultation Fee: Even a small commitment fee changes the dynamic.
Start Small: Samples first; protect your bigger resources.
Sign on the Dotted Line: No deposit? No production.
Map the Journey: Create transparent checkpoints for accountability.
Lead the Follow-Up: Ask direct questions when communication fades.
Building a profitable wholesale partnership shouldn’t leave you drained and disappointed. You have every right to feel valued, and these strategies make that happen. Embrace these guidelines, and you’ll weed out the tire-kickers. You’ll also build stronger, more respectful partnerships with the people who truly want to grow alongside you.
So, next time you sense that big “perfect” order on the horizon, remember: your time, resources, and energy matter. Setting professional boundaries not only guards your bottom line—it shows clients you’re serious, confident, and worth partnering with for the long haul.
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