If you’ve ever ordered custom t-shirts, you’re familiar with the pain points. Perhaps the artwork didn’t align, the colors were printed incorrectly, or the boxes arrived late.
At Waaldo, we’ve seen it all, and our job is to ensure it never happens to you. From the first call to the moment you unbox the final tees, our focus is simple: keep projects on track, keep you updated, and make sure your shirts look and feel precisely the way you have planned.
This guide walks you through our step-by-step approach so you know exactly how an idea turns into finished apparel.
Who This Guide Is For and What You’ll Learn
This guide is for anyone managing merchandise projects. You might be in marketing, HR, or brand management. Maybe you’ve handled t-shirt orders before, or perhaps this is your first time. Either way, what you require is a process that feels clear and reliable.
We are not a massive factory pushing hundreds of orders at once. Waaldo is a boutique partner, which means fewer clients and ensures more focus on each project.
Here’s what you’ll take away: a transparent workflow, a checklist to prep your files, an overview of decoration methods, and practical tips on timelines, approvals, and shipping. Think of it as your behind-the-scenes look at how we turn ideas into shirts that people actually want to wear.
The Waaldo Overview: How We Work in Seven Stages
Merch projects can get messy when deadlines slip, approvals stall, and details get missed. To avoid that, we use a seven-stage system:
- Brief: We capture your goals, budget, and delivery date.
- Idea Deck: You receive curated options with pricing and lead times.
- Samples: Digital or physical proofs let you review before production.
- Purchase Order: Quantities, finishes, and specifications are confirmed.
- Production: Shirts move into print with built-in quality checks.
- Kitting: Bulk packed or kit-by-recipient, depending on needs.
- Drop-Ship and Tracking: We handle shipping and provide regular updates.
The rest of this guide explains how each stage works for custom t-shirt printing.
From Artboard to Apparel
Let us go through the process of custom t-shirt printing at Waaldo:
Step 1: Project Overview
Every project starts with clarity. Who are the shirts for, and when do you need them? Do you want neck tags, hem labels, or special packaging? At this stage, we create your t-shirt design brief. It includes audience size, sizing curve, shipping regions, and budget.
Based on that, we create an idea deck with 4 to 8 options based on your needs. Each includes pricing tiers, lead times, and method recommendations. You pick from curated solutions instead of guessing through endless choices.
Step 2: Artboard Setup for Custom T-Shirt Printing
Good results start with sound files. For custom t-shirt printing, we recommend vector art (AI, PDF, or SVG). High-resolution raster files at 300 DPI also work. Fonts should be outlined and Pantone colors listed for precise accuracy.
We also map out placements such as chest, oversized front or back, sleeves, or neck. Mockups clearly show where the design will be placed, what the garment blank looks like, and which colorways have been approved.
Step 3: Choosing the Right Print Method
Not every design works with every method. Here are the main options:
- Screen Printing: Great for bold, solid-color graphics and larger runs.
- DTF Transfers: Handle fine detail, work across fabric blends, and move fast.
- DTG: Ideal for gradients or photo-based designs on cotton.
- Embroidery and Puff: Add texture and a premium finish, though printing small text can be tricky.
We match your t-shirt design with a method that balances brand goals, budget, and timeline, ensuring that the project delivers what you envisioned.
Step 4: Sampling and Approvals
Before full production begins, you will receive a digital mockup or a physical sample, depending on your needs. This is your chance to check color accuracy, placement, and fit. Once you approve, production moves forward with confidence.
Step 5: Production, QA, and Finishing
This is where the artwork becomes a shirt. Each piece undergoes quality checks, including registration, color accuracy, and stitch quality, depending on the chosen print method.
You can add finishing details like custom neck tags, hem labels, folding, polybagging, or size stickers. Everything is documented in the purchase order, so there are no surprises. Check out some examples of our work!
Step 6: Kitting, Packaging, and Delivery
After production, we prepare your order for delivery. Some clients prefer bulk cartons, while others require recipient-level kits with extras, such as cards or inserts. We handle both!
We also manage shipping from start to finish. The goal is simple- shirts arrive where and when they need to.
Method Matrix: Quick Cheat Sheet
Choosing the proper print method can feel overwhelming if you haven’t done it before. Each one has strengths, limits, and timelines to consider. To make it easier, we’ve pulled together a simple comparison chart. This way, you can quickly see which option fits your design, budget, and delivery date.
| Goal | Best Methods | Pros | Watch-outs | Typical Lead Time | MOQ |
| Crisp solids (2–4 colors) | Screen (plastisol or water-based) | Durable and cost-effective | Very fine detail is harder | 10–20 business days | Mid-range |
| Photos or gradients | DTG or DTF | High detail, quick runs | Pretreat and fabric limits | 7–15 business days | Low |
| Premium texture | Embroidery or Puff | Adds depth, long-lasting | Not suitable for small texts | 12–20 business days | Mid-range |
These are average ranges. Final numbers depend on project scope, but the table helps narrow choices quickly.
POD vs. White-Glove: When to Skip Print on Demand Shirts
Print-on-demand (or POD) shirts are a good choice for creators testing designs or small-batch sellers. You upload the file, and order ships as they come in.
For brand-driven projects, POD often falls short. Colors can drift, packaging feels generic, and delivery dates are not guaranteed.
Waaldo takes a different path. Our managed, white-glove process covers proofs, quality checks, and global shipping. From artboard to delivery, your custom t-shirt printing project stays on track.
Timelines, MOQs, and Budgeting
Timelines and order sizes may vary depending on the print method. Some options take longer, while others are faster for small runs. We will guide you through what works best for your project, ensuring the plan is clear and realistic.
Budgeting depends on more than just the print method. Placements, number of colors, finishing details, and kitting all add up. Locking in your delivery date, sizing curve, final artwork, and packaging early ensures a smoother process.
File-Prep and Handoff Checklist
Here is what we need to move into production:
- Vector art (AI, PDF, SVG) or raster at 300 DPI
- Fonts outlined
- Pantone colors listed
- Placements and sizes marked
- Brand color or contrast rules, if needed
- Final approval
- Due dates confirmed
- Shipping regions and any special notes
Getting these details right at the start keeps production moving and prevents delays.
Your Next Steps and Waaldo
You bring the story, and we’ll turn it into shirts people keep. Whether it’s for an event, onboarding, or a PR drop, our role is to keep the process clear, deliver consistent quality, and ship on time.
All we need from you is the delivery date, audience size, and budget. From there, we’ll create a curated idea deck, recommend the best print method, and develop a timeline that suits your needs.
If you are ready to see how smooth custom t-shirt printing can be with the right partner like Waaldo, let’s get started.
