Stop guessing what your embroidery orders actually cost.Finally know your numbers.
Craftybase is embroidery business management software that tracks your thread colours, stabilisers, blanks, and packaging — then calculates your exact cost per order, auto-deducts materials when you log a production run, and keeps your COGS ready for tax time. Built for embroidery makers, not accountants.
Thread counts in the hundreds. Custom orders with unique specs. Blanks that cost more than the thread itself. Most embroidery makers track all of this in spreadsheets — and most spreadsheets eventually break.
You have 200 thread colours, three stabiliser types, and a dozen blank styles — and no reliable way to know what you actually have on hand or when to reorder. Materials run out mid-production because no one told you stock was low.
Every custom order is different — different blank, different stitch count, different thread colours, different digitising cost. When the job is done and the customer pays, do you actually know what it cost you to make? Most embroidery shop owners don't.
Batch orders — a dozen shirts for a sports team, 50 caps for a corporate client — need a record of what was made, what was used, and what it cost. Tracking that in a spreadsheet is painful. Tracking it after the fact is worse.
Most embroidery shop owners price by feel — checking what competitors charge, rounding up a bit, and hoping for the best. That's backwards. If you don't know what it actually costs you to produce an order — blank cost, thread usage, stabiliser, digitising fee, and your time — you're guessing. And guessing is how busy embroidery businesses end up unprofitable.
Craftybase calculates a pricing suggestion for every product using your exact, real material costs. When blank prices increase or you switch thread suppliers, your cost per item updates automatically. You'll always know your true margin before you quote.
See how pricing guidance works →Craftybase has given me the tools & resources to accurately track my materials, recipes, and inventory. I love that I can build out my recipes and make adjustments to see my cost in real time.
With Craftybase, every embroidery order is assigned a material cost based on your complete inventory history — thread, stabiliser, blanks, and any additional supplies. Instead of scrambling through invoices at tax time, you build up your COGS tally as you make and ship throughout the year.
Craftybase calculations are GAAP compliant and use IRS-approved methods, making our COGS tracking ideal for U.S.-based embroidery businesses.
Track my COGS automatically →Being able to manage our inventory and accurately assess our cost of goods has allowed us to scale our business with confidence.
Craftybase tracks every material in your embroidery shop — thread colours by cone or spool, cut-away and tear-away stabiliser by the yard, blank t-shirts, hats, tote bags, and hoodies by size and style. Stock levels update automatically whenever you log a production run.
You can set low-stock thresholds so you're alerted before you run out mid-production, keep a full purchase history for every supplier, and let Craftybase auto-calculate your rolling average unit cost as prices change.
For embroidery shops working across Etsy, Shopify, or local wholesale — Craftybase is also the craft inventory software that keeps all your channels in sync.
Give me real-time inventory →I no longer have to do manual inventory — what else is there to say?! I love the manufactures and managing supplies... especially with two online channels and selling at shows.
Craftybase imports your embroidery orders automatically each night from every channel you sell on. When an order comes in, materials are deducted from stock based on your product recipes, and your finished goods inventory updates in real time — including your blanks.
Custom orders are handled through our manufactures feature — create a production record, log what you used, and Craftybase handles the rest. No more copying order details between tabs or trying to reconstruct material usage at year end.
Get this all-in-one dashboard →Craftybase allows us to be lean with our materials inventory so we won't have any overage. It provides a great easy-to-use analysis of COGS to help us better manage our margins.
Stop guessing whether your embroidery shop is making money. Craftybase generates reports that give you the full picture: Profit and Loss by product, Inventory Valuation, Expenditure & Revenue, and Schedule C (COGS) for tax time — all pulled automatically from the data you're already entering.
See which designs are your bestsellers, which blank styles drive the most revenue, and which custom order types are worth your machine time. And with Instant Profitability Guidance, you can see a full profit breakdown of any product or order in seconds.
Show me the money →Craftybase has helped me streamline my inventory expenses, keep consistent unit costs and allowed me to see through the Reports section, my business grow each year.
Everything an embroidery business needs to know its numbers
Everything in one place
Daily imports from Etsy, Shopify, and more
Pricing Guidance built in
COGS reports for tax time
Reports that make sense
Low stock alerts
No credit card required. Cancel anytime.
Trusted by makers worldwide
Dear maker...
Hi there! I'm Nicole, and I started Craftybase in 2011 to help small-batch makers get real insight into the production side of their business — the materials, the costs, the inventory.
Whether you're a machine embroidery shop turning around custom orders for local sports teams, a hand embroidery artist selling hoop art on Etsy, or somewhere in between — if you make things from materials and need to know what it's actually costing you, Craftybase was built for you.
I'd love for you to give Craftybase a try and see how much time it saves you on inventory, costing, and tax preparation. You can start your free, full-featured 14-day trial by clicking here — no credit card or commitment required.
Craftybase is inventory and manufacturing software built for embroidery makers who produce products from materials — thread, stabiliser, blanks — and need accurate per-order costing, production run tracking, and COGS reporting without building spreadsheets from scratch.
It's designed for:
Craftybase is not designed for retail-only resellers or large-scale manufacturers with complex ERP requirements. If you make embroidered products from materials and need to know what each one truly costs, it's built for you.
From sourcing blanks to shipping finished orders, Craftybase tracks every stage — so you always know your cost per item, what stock you have, and whether you're actually making money.
When your thread cones, stabiliser rolls, blank shirts, hats, or bags arrive, log the purchase in Craftybase. Stock levels update immediately, purchase prices are recorded, and your rolling average unit cost adjusts automatically. When the price of blanks goes up, your per-item cost updates everywhere without manual recalculation.
Create a recipe in Craftybase for each embroidered product you sell — listing the blank, thread colours (with quantities), stabiliser, and any backing or finishing materials. Craftybase calculates your exact cost per item the moment you save. Add digitising costs as a fixed overhead per design and they'll factor into every run that uses that design.
When you complete a batch — whether it's 10 custom caps for a local sports team or 50 personalised tote bags for an event — log a manufacture in Craftybase. Materials are automatically deducted from stock, finished goods are added to your product inventory, and a batch record is created for your records.
Track packaging materials — poly bags, tissue paper, hang tags, shipping labels — as separate inventory items in your recipes if you want true total-cost-to-ship figures. Or keep it simple and track them as an expense. Either way, your per-item cost is accurate before you ship.
When orders arrive from Etsy or Shopify, Craftybase syncs them automatically, decrements finished stock, and records COGS per order as you fulfil. At tax time, your Schedule C figures are already built — pulled from a full year of production and sales data you've already entered.
Embroidery shop management software is a tool that helps embroidery business owners track their thread, stabiliser, and blank inventory, calculate the true cost of each order or product, manage production runs, and track sales across channels like Etsy and Shopify. Unlike generic inventory software, it's built around the workflow of a maker who produces items from materials — logging what you used, calculating what it cost, and keeping your financial records accurate for tax time. Craftybase is used by both machine embroidery shops handling custom orders and hand embroidery artists selling on Etsy.
In Craftybase, you add each thread colour (or spool type) as a separate material with its own unit of measurement — cones, spools, or yards. When you create a recipe for an embroidered product, you specify how much thread each colour uses per item. Then every time you log a production run, Craftybase automatically deducts the correct thread quantities from your inventory. You can set low-stock alerts for specific colours so you know when to reorder before you run out mid-production.
Yes. Craftybase calculates your cost per embroidered item automatically using your actual purchase prices for thread, stabiliser, blanks, and any other materials in your recipe. It also lets you include a labour time cost and fixed overhead (like digitising fees per design) so your cost figure is complete. When blank prices or thread costs change, Craftybase updates your per-item cost across every product that uses those materials — so your pricing guidance always reflects the reality of what you paid.
Yes. Craftybase works for any maker who produces products from materials and needs to track costs and inventory. For machine embroidery shops, that means tracking thread cones, stabiliser, blanks (shirts, caps, bags), and production batch records for custom orders. For hand embroidery artists, it means tracking floss, fabric, hoops, backing, and packaging for hoop art or textile pieces sold on Etsy or at markets. The same recipe-and-manufacture workflow applies to both — you define what goes into each product and log each production run, and Craftybase handles the rest.
A spreadsheet requires you to manually update every stock level, recalculate costs when supplier prices change, and build your own formulas for COGS. With dedicated embroidery business management software like Craftybase, stock levels update automatically when you log purchases and production runs. Your per-item cost recalculates in real time. Orders import nightly from Etsy, Shopify, and other channels. And you get low-stock alerts, profitability reports, and tax-ready COGS figures without building any of it yourself.
14 days free. No credit card required. Cancel anytime.
