Order delays in print-on-demand can damage your business and lose you customers. But most delays are avoidable. Here’s how to ensure smooth and on-time deliveries:
Understanding what leads to delays is crucial for minimizing them. Print-on-demand businesses face unique hurdles, and any disruption in the process can impact fulfillment. Here’s a closer look at the main reasons behind order delays.
One major source of delays comes from production issues at the supplier level. Staff shortages can slow down production timelines, while running out of essential materials - like fabrics, ink, or product blanks - can leave orders stuck in a queue until restocks arrive. Limited production capacity can also make it hard for suppliers to handle sudden spikes in demand. On top of that, quality control problems - such as poor print quality, incorrect colors, or inconsistent product standards - often result in reprints, which push delivery timelines even further.
Busy seasons are a double-edged sword. While they offer a chance for increased sales, they also bring a higher risk of delays. During peak periods like the holidays, order delays can jump from the usual 6%–12% to over 30%. Events such as Black Friday or flash sales can flood systems with orders in a short time, overwhelming production and shipping capacities. Additionally, the increased competition for raw materials during these periods can lead to stock shortages, further slowing down fulfillment.
Even when production runs smoothly, shipping delays can throw a wrench in your plans. The shipping industry has grown more unpredictable, with 70% of consumers reporting delays in the past six months. Weather disruptions, such as severe storms, often force carriers to suspend operations temporarily. Carrier capacity limits and labor shortages can also slow down package processing. These issues can have a noticeable impact on businesses. For example, Susana Saeliu, co-founder and CEO of Pluto Pillow, shared how shipping delays of up to eight weeks - compared to a usual turnaround of seven business days - led to a clear drop in conversion rates. Additionally, errors like incorrect shipping data can misroute packages, adding even more time to the delivery process.
Mistakes in workflow and inventory management are another major contributor to delays - and these issues are often preventable. Poor inventory tracking can result in overselling products that aren’t actually in stock, delaying orders as you scramble to restock or find alternatives. Manual processes, along with poor communication, can lead to errors or forgotten orders. The consequences are significant: 32% of customers abandon their carts due to long shipping times, and 69% of buyers are less likely to shop with a retailer again if their order isn’t delivered within two days of the promised date.
Your suppliers play a pivotal role in ensuring timely order deliveries. Building strong relationships with them helps prevent production issues that could delay print-on-demand fulfillment. Addressing supplier challenges goes hand in hand with streamlining workflows and keeping inventory in check. It all starts with open and efficient communication, which lays the groundwork for successful partnerships.
Good communication is the backbone of reliable supplier performance. Setting clear expectations from the beginning - such as delivery timelines, quality benchmarks, and order volumes - fosters trust and keeps fulfillment on track. To gauge a supplier's responsiveness, start with initial inquiries and see how quickly they reply and address your concerns. Regular check-ins are also key. Staying updated on production schedules and potential bottlenecks ensures suppliers know you're paying attention, which can prompt them to prioritize your orders and flag issues early.
Keep a record of your communications, noting response times and any recurring problems. These details can be invaluable when deciding whether to strengthen a partnership or renegotiate terms.
Finding the right suppliers is about more than just comparing costs. Focus on quality, dependability, and customer support, as these factors directly influence customer satisfaction and your brand's reputation. Evaluate suppliers based on critical factors like delivery times, product quality, manufacturing location, customer reviews, and technology capabilities. A supplier that meets most of your criteria - say, 8 out of 10 - can be a solid choice.
To ensure you're making the right decision, request samples and place test orders. This allows you to experience the process firsthand, from placing the order to receiving the final product. Pay attention to details like color accuracy, image sharpness, material durability, and overall finish. Suppliers with modern printing equipment and flexible techniques are often better suited to adapt to your needs.
Also, consider the full cost structure, which includes design, production, and distribution fees. Balance these costs with quality, speed, and reliability. Once a supplier proves dependable, explore their fulfillment network to take advantage of faster delivery options.
Suppliers with multiple fulfillment centers can significantly cut shipping times and help you navigate regional challenges. By fulfilling orders closer to your customers, you can reduce both shipping distances and costs, all while improving delivery speed.
This strategy can dramatically enhance the customer experience. For example, Pablo Gabatto, Business Operations Manager at Ample Foods, shared that adding a second fulfillment center allowed them to offer 2-day ground shipping to 65% of their customers - up from 32% - and saved the company 13% on costs. Multiple fulfillment centers also act as a safety net. If weather issues, equipment failures, or local shipping delays arise, having alternative locations ensures your operations aren’t completely disrupted.
"ShipBob has been a great ally as they have fulfillment centers all over the US, facilitating a 2-3 day delivery time for any customer in the US. This is helpful especially when weather challenges happen; being able to have different locations to ship from allows for a more seamless supply chain." - Andrea Lisbona, Founder & CEO of Touchland
To make the most of this approach, analyze your customer data to identify where your audience is concentrated. Review past purchases to determine key geographic areas, and partner with suppliers whose fulfillment centers align with these regions. Speed matters - 83% of shoppers expect delivery within two days or less. In fact, one company saw an 18% drop in cart abandonment after introducing a 2-day express shipping program through multiple fulfillment centers.
Managing suppliers is critical to keeping production on track, but automating your workflows is what ensures orders are processed quickly and accurately. Relying on manual processes - like checking inventory, updating stock levels, and routing shipments - can lead to delays and mistakes. Automation takes over these repetitive tasks, making them run smoothly in the background while you focus on scaling your business. From purchase to production, automation simplifies the entire order management process.
Shopify-compatible tools are designed to eliminate the hassle of processing orders manually. These automation systems handle inventory checks, update stock levels, and route orders instantly, drastically reducing the chances of human error. The result? Faster order processing and more reliable fulfillment.
The best systems integrate directly with your Shopify store, ensuring a seamless workflow from the moment a customer places an order to when production begins. They also prevent overselling by updating product availability when inventory dips below a certain threshold. Plus, order details are automatically added to production queues, eliminating the need for manual data entry.
For merchants managing large inventories or seasonal collections, CSV imports are a game-changer. Instead of adding products one by one, you can upload hundreds of product variations in bulk, saving time and effort when launching new collections or managing multiple product lines.
Platforms like Fuel POD take automation a step further, offering tools tailored to the print-on-demand (POD) business model. With seamless Shopify integration, Fuel POD simplifies the entire process, earning a 4.9-star rating with 88% of reviews awarding it 5 stars. Merchants have praised its ability to reduce delays while maintaining high-quality standards.
One standout feature is its order routing system, which automatically directs orders to the best fulfillment center based on inventory and shipping constraints. This eliminates the guesswork, helping orders reach customers faster. Merchants still retain control, with the option to review and edit orders before production begins, ensuring accuracy without slowing things down.
"Fuel seamlessly integrates with Shopify, making it super convenient to scale your business. The smooth connection between the app and the platform saves time and eliminates unnecessary hassle. It's great to have everything in one place, from product creation to order fulfillment, which allows you to focus on what truly matters - growing your brand." - Geology Initiative
Fuel POD also stands out for its user-friendly interface and transparent pricing, which starts at $5.50 for apparel, $2.85 for accessories, and $3.00 for home goods. These competitive rates make it easier to plan profit margins while keeping costs in check.
"Fuel is a solid print-on-demand app for Shopify. Easy to set up, with a clean interface and a wide range of products to design on. Orders process smoothly, and the print quality has been consistently good. Great option for sellers who want simplicity and reliability." - FTLD Fastfood
Automatic order routing is a powerful feature that ensures orders keep moving, even when unexpected challenges arise. If your primary fulfillment center runs out of stock or faces delays, the system redirects orders to alternative locations. This keeps your operations running smoothly and ensures customers receive their products on time.
The routing system takes multiple factors into account, such as stock availability, proximity to customers, production capacity, and shipping constraints. For instance, it can reroute orders when a product is out of stock, a print provider is temporarily unavailable, or when a closer provider can fulfill the order faster.
Cost savings are another perk. The system consolidates orders whenever possible, grouping multiple items from the same customer with a single provider to lower production and shipping costs. For international orders, it prioritizes providers closer to the customer, cutting both delivery times and expenses.
To maintain product quality, the system allows for a maximum design scaling difference of 7% when switching providers. Sellers can also customize routing preferences, setting limits on additional costs per item and deciding whether to allow substitutions for similar products.
"The order routing feature ensures fast delivery, keeping customers happy and improving the overall experience. Highly recommend for anyone looking to streamline their print-on-demand business!" - Ranch Dressing
Once configured, this automated system requires no ongoing manual effort. It continuously selects the best fulfillment options based on your preferences, ensuring orders are processed efficiently and delivered on time.
Once you've streamlined supplier workflows and automated order management, the next step is ensuring strong communication with customers and having a solid backup plan in place. Even the most advanced systems can't eliminate every hiccup, so being prepared to handle disruptions is key.
Being upfront with customers builds trust, and trust is what keeps them coming back. Did you know that 60% of shoppers are more likely to choose a retailer that provides an exact delivery date at the time of purchase? Vague delivery promises like "ships in 3–5 business days" just don't cut it anymore.
Start by evaluating your actual capabilities - team size, warehouse efficiency, and daily order volume - to set realistic delivery expectations. For example, 74% of consumers want shipping costs displayed upfront, and 68% value knowing about free returns and estimated delivery times. Make this information easy to find on product pages, in the shopping cart, and during checkout.
"Accuracy is the cornerstone of customer confidence. Overpromising and underdelivering can harm your reputation."
Take a page from Tecovas, an Austin-based western-wear retailer. By using ShipperHQ's delivery date feature, they provided precise delivery timelines at checkout. This not only gave customers the ability to choose shipping options that worked for them but also reduced labor and shipping costs while improving satisfaction.
To account for unexpected delays, build in buffer time for holidays, weekends, and peak seasons. If your typical fulfillment time is 2–3 days, consider communicating a slightly longer timeframe. Customers are often happier when orders arrive earlier than expected rather than later.
Another helpful tip? Create a dedicated shipping information page on your website. Include details about shipping options, processing times, domestic and international delivery, return policies, and how you handle potential delays. Reinforce these expectations in order confirmation emails to ensure clarity.
Once expectations are clear, you can take things a step further by encouraging early orders.
Timing is everything, especially in print-on-demand businesses. When customers place orders early - whether for holidays, special events, or seasonal promotions - you gain extra breathing room to manage production and handle any unexpected bumps in the road.
Consider offering incentives like discounts or free shipping to motivate early purchases. Email campaigns highlighting upcoming holidays or limited-time offers can nudge customers to place their orders sooner, giving you more control over your production schedule and reducing the stress of last-minute surges.
Of course, even the best planning can't prevent every issue. That's where backup strategies come into play.
Think of redundancy as your safety net. When your main supplier faces challenges, having a backup plan ensures you can still fulfill orders and keep customers happy. A well-thought-out contingency plan strengthens your ability to deliver, even when the unexpected happens.
One strategy is diversifying your supplier base. Brady Maller, EVP of strategy and sales at POLYWOOD, advises sourcing materials from multiple regions to adapt to new regulations or closures:
"Making contingency plans for your supply chain to source from different regions as new regulations or closures occur are an essential part of any backup plan."
WDM Footwear & Accessories put this into practice in 2020. They vetted suppliers in different countries to secure alternative sources for raw materials and partnered with multiple shippers to avoid relying on a single logistics provider.
"We want to try to work with our supply base as much as possible. However, times like this are not entirely predictable and we have to be open to consider suppliers we may have not worked with previously if they can be helpful in a crunch situation." – Mark Kohlenberg, founder and CEO of WDM Footwear & Accessories
Talk to your current suppliers about contingency plans - they might be open to adjusting their processes to meet your needs during emergencies. Additionally, explore emerging technologies like 3D printing, AI-powered logistics, or IoT tracking systems that could offer alternative solutions when traditional methods fall short.
Proactive communication is just as important as having a backup plan. For example, during KFC's 2018 restaurant closures in the U.K., the company used social media for real-time updates, kept its website updated with available locations, and issued a sincere, witty apology that helped maintain customer loyalty. On the other hand, Peloton faced backlash during the pandemic due to vague messaging about supply chain delays, leading to frustrated customers, canceled orders, and a drop in stock value. The takeaway? Honest and timely communication during disruptions can actually strengthen your relationship with customers.
Finally, set up automated systems to pause promotional campaigns when fulfillment is delayed. Use email autoresponders to explain temporary issues and update your website with banners highlighting service disruptions. These small steps show customers you're on top of the situation and working to resolve it.
Keeping a close eye on your fulfillment process is critical for avoiding delays and ensuring smooth operations. By tracking meaningful metrics and regularly refining your workflow, you can boost efficiency and keep customers happy.
Key performance indicators (KPIs) are measurable metrics that show how well your business is meeting its goals. In the world of print-on-demand, tracking the right KPIs can mean the difference between happy customers and missed opportunities.
For instance, 69% of customers are less likely to return to a store if their delivery window isn’t met. Here are some key KPIs to consider:
To improve these metrics, focus on streamlining your pick–pack–ship process and refining internal workflows. Tools like Shopify Analytics and Google Analytics can offer valuable insights into both ecommerce performance and user behavior.
Frequent reviews of your fulfillment process ensure you can adapt to changing demands. Once you’ve set your KPIs, regularly assess your workflow to identify and fix bottlenecks. Start by mapping out the entire process - from design creation and product selection to order fulfillment and post-sale customer service. Breaking it down step by step helps uncover potential delays.
Involve all departments during these reviews. For example, your customer service team might notice recurring complaints that your operations team hasn’t addressed yet. Workflow automation tools can also highlight where delays are most frequent.
Liz Gilmour, Marketing Technology Consultant at Ricoh Europe, highlights the importance of efficient print management:
"It's not just the cost of print; it's the cost of shipping it, the people managing it, and the errors."
She adds:
"It's about making it sing", emphasizing how effective print management is key to overall efficiency.
Stay informed about new technologies, collaborate closely with your print service providers, and ensure your team is trained in resource management. Regular audits - tailored to your order volume and growth rate - can help you uncover inefficiencies and keep your operations aligned with your business goals.
While internal metrics are valuable, customer feedback offers insights that automation might overlook. Customers are the ultimate judges of your fulfillment performance, and their input can highlight areas that need improvement.
Provide multiple channels for feedback, such as email, phone, live chat, and social media. You can also encourage feedback through order confirmation emails, website prompts, or even packaging inserts. Monitoring online reviews and social media can also reveal candid opinions.
Timing matters when collecting feedback. Reach out shortly after a delivery with automated surveys via email to make the process easy and efficient. Simple tools like star ratings can encourage more responses.
Track feedback-related KPIs, such as customer satisfaction scores (CSAT) and Net Promoter Scores (NPS), to monitor progress over time. Most importantly, have a clear plan for acting on feedback. Define who will handle the input and outline the steps needed to implement changes.
As Tara Ramroop, Staff Writer, puts it:
"Customer feedback is a goldmine of insights - if you know how to get it and use it well."
Jeff Bezos of Amazon further reinforces this idea:
"Listening to customers is not enough – understand them!"
Avoiding order delays starts with creating a solid fulfillment system that addresses every part of your workflow. Let’s recap the essential strategies to keep your operations on track and your customers happy.
The backbone of a dependable fulfillment process is strong supplier relationships. Work directly with trusted suppliers, negotiate better terms like discounts or white labeling options, and regularly check product quality through sample reviews. These efforts ensure reliability and consistency in your supply chain.
Automation is another game-changer. Tools like Fuel POD streamline order management and routing, reducing manual errors and providing real-time updates on fulfillment progress. Automation not only speeds up processes but also ensures accuracy, leaving less room for mistakes.
Lastly, proactive communication is key. Setting clear expectations with customers builds trust, and having contingency plans - such as backup suppliers or expedited shipping options - shows that you're prepared to handle unexpected challenges. These measures reassure customers and demonstrate your commitment to delivering on time.
To keep your print-on-demand business running smoothly and avoid order delays, it’s crucial to cultivate strong relationships with your suppliers. Open and clear communication, setting expectations from the start, and regularly evaluating supplier performance can go a long way in ensuring everything stays on track. A good partnership with your suppliers often translates to fewer hiccups and more timely deliveries.
It’s also wise to diversify your supplier base. Relying on just one supplier can leave you vulnerable to disruptions. Having multiple options in place acts as a safety net and helps you adapt quickly if issues arise. In addition, keeping a close eye on your workflow and giving priority to critical orders can help you address potential problems before they escalate. Managing your suppliers effectively is a cornerstone of keeping your customers satisfied and your business thriving.
Fuel POD's automation tools take the hassle out of order processing by simplifying workflows and handling repetitive tasks such as data entry. This means orders get fulfilled faster, with fewer mistakes, leading to more precise and efficient operations.
Thanks to features like real-time tracking and integration with Shopify, Fuel POD ensures you can manage your operations effortlessly while providing a better, more seamless experience for your customers.
When it comes to addressing potential delays with your customers, setting clear expectations upfront is key. Make sure your product pages and checkout process include accurate production and shipping timelines. Be upfront about any factors - like seasonal demand or supply chain issues - that might impact delivery times.
Keep your customers in the loop with automated notifications. Whether via email or SMS, timely updates about order statuses, including any delays, can go a long way in reducing frustration. It also shows that you value their time and trust. For added reassurance, consider offering proactive solutions like adjusted delivery estimates or even discounts for delayed orders.
By focusing on clear and honest communication, you not only manage expectations but also improve customer satisfaction, leaving a lasting positive impression on your print-on-demand business.
