Artwork approval process
How we move your file from upload to finished product, what we sign off at each step, and where we archive the final master so reprints stay consistent.
How we protect your brand before we send to press
The approval workflow exists so nobody on the production floor has to guess. Every unit that leaves our facility in Mexico passes through three documented sign-offs: the digital PDF proof, the physical sample when applicable, and the final go-ahead before we release the full production batch. That closes the three points that cause most corporate merch errors: Pantone drift, off-center placement, and fonts that get substituted when the file opens on another workstation.
For orders shipping inside Mexico City and the metropolitan area we usually deliver physical samples within five business days from artwork approval. For the rest of the country, samples ship by express courier with a prepaid waybill that we credit against the final order once you confirm production.
The approved master file is stored for three years on our encrypted server. If within that window you need a quick reprint or a last-minute event, we can pull it back up without asking you to resend the file. After three years we ask you to resubmit so the file set stays current with your brand standards.
When your brand uses strict identity guidelines, we also archive the usage guide and font licenses. That way any new contact on your side can continue using the same criteria without losing visual consistency across regions or product lines.
If a last-minute change arrives after the sign-off —a new phone number, an updated domain, a slogan variant— we register it as a new version with its own validation round. Each signed version supersedes the previous one on your account file, so production never works from an ambiguous file. When the change arrives after screens are mounted, we evaluate whether to reprint the screens or adjust on press; we make that call with you in writing before we move a single unit.
For urgent orders we often skip the traditional approval format and go through an express channel with the brand lead on your side. That cuts the cycle from three days to under four hours when the change is just a number or a short text variant. For visual changes on an already approved piece we keep the normal flow because the defect risk multiplies. When your internal audit requires signed evidence of each decision, we archive the approval email with a timestamp, which serves as documentary support without extra paperwork.
Frequently asked questions about the approval process
What marketing and procurement teams most often ask before locking in a corporate order.
What file format do you accept first and how do you review it?
We accept .AI, .EPS, or .PDF with fonts converted to outlines. Prepress does the first review within 24 business hours. We check that layers are organized, that colors match your brand guide, and that the file opens cleanly without external font requests. If we spot an issue, we email a list before moving on.
What does the digital mockup you approve look like?
We email a PDF showing the piece from the front, the side profile when relevant, and a close-up of the print area. We include measurements in centimeters, the exact logo position, and the approximate color codes. For apparel we add the garment size and color. When your brand uses Pantone, each ink gets labeled with its reference so marketing can validate before press.
How many revision rounds are included before extra fees?
Three revision rounds are included at no extra cost. The first round covers layout, color, or size tweaks. The second usually brings minor typography changes. The third is the last sign-off before production. From the fourth round onward we charge a flat hourly rate, since it usually means the original brief was not fully defined.
Do I need to sign the mockup or is an email approval enough?
Both work. A token-signed PDF or a reply from an authorized corporate email gets archived on your account file. For orders above one hundred thousand MXN or for new customers, we usually request a token signature for stronger legal backing. For reprints using previously approved artwork, a confirmation email is enough.
What happens if I approve and production delivers something different?
When the signed approval says one thing and production executes another, we own it. We re-read the final file, compare it against the sign-off, and reprint at no charge. When the error came from a change after the sign-off that was not documented, we quote it separately so the rest of the batch stays on schedule.
Can I order a physical sample before producing the full batch?
Yes. We produce two to five units as a sample with a deposit that we credit back once the main order closes. For international trade shows we often ship two units per SKU with DHL Express and refund clients who produce with us. Samples take five to seven business days from mockup approval.
Do you keep my artwork for future reprints?
We store the approved file on our encrypted server for three years, alongside the signed mockup, the scanned physical sample when available, and the color codes used. After that we ask you to resubmit so the record stays current. If your data policy requires earlier deletion, we honor it and confirm it in writing.
Related FAQs
If your question is about the file itself, these may help too.
Got a non-standard approval flow?
Send us your file or your question in the form below. If the flow requires an NDA or a master services agreement, we sign that in writing before reviewing the first file.