Embroidery Shop Management Software

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.

Embroidery shop management software showing thread inventory and cost per order tracking

Running an embroidery business means juggling a lot

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.

Thread and material chaos

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.

Custom order costing

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.

Production run tracking

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.

Know what every custom order costs —
with real Pricing Guidance

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.

Tiffany Jensen, Desert Bath Company
Tiffany Jensen
Desert Bath Company

Everything an embroidery business needs to know its numbers

Everything in one place

Your thread inventory, blank stock, order history, and financial reports — all in one secure, cloud-based place accessible from any device.

Daily imports from Etsy, Shopify, and more

Stop copying order numbers between tabs. Craftybase automatically imports your products and orders each night from Etsy, Shopify, Amazon, WooCommerce, and other channels.

Pricing Guidance built in

Know exactly how much it costs to make every embroidered product. Pricing Guidance keeps you on top of your margins, even when blank and thread costs change.

COGS reports for tax time

Track your cost of goods sold in real time as you produce and sell. Generate the numbers you need for your Schedule C at the touch of a button — no year-end scramble required.

Reports that make sense

Always know which designs and product styles are driving your growth. Detailed profitability reports, inventory valuations, and revenue charts — no spreadsheet formulas required.

Low stock alerts

Set reorder thresholds for your most important materials — specific thread colours, stabiliser rolls, blank sizes — and get alerted before you run out mid-production.
Start my free 14-day trial →

No credit card required. Cancel anytime.

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.

Nicole

Founder, Craftybase

Who is this embroidery business software for?

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:

  • Machine embroidery shops doing custom orders — Track blanks by size and style, thread by colour, and stabiliser by type. Log production runs for batch orders (team jerseys, corporate caps, event tote bags) and see your cost per item at a glance.
  • Hand embroidery artists selling on Etsy or at markets — Track fabric, floss, hoops, and backing materials. Know your true cost per hoop before you price a listing, and sync your Etsy orders automatically each night.
  • Personalised gifts and monogramming businesses — Handle the inventory complexity of offering many blank styles (shirts, bags, towels, hats) in multiple sizes with different thread colour options — without drowning in spreadsheets.
  • Embroidery makers selling across multiple channels — Etsy, Shopify, local wholesale, and craft fairs. Orders from each channel import automatically and your inventory stays in sync across all of them.
  • Embroidery businesses preparing for tax time — Craftybase automatically builds your Cost of Goods Sold as you manufacture and sell, generating Schedule C-ready reports without end-of-year scrambling.

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.

How Craftybase fits your embroidery workflow

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.

1

Source materials: log purchases against stock

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.

2

Set up your designs: build a recipe for each product

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.

3

Hoop and stitch: log your production run

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.

4

Trim and package: ready for despatch

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.

5

Ship and sell: COGS records itself

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.

Frequently Asked Questions About Embroidery Shop Management Software

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.

Know exactly what your embroidery orders cost to make.Start your free trial today.

14 days free. No credit card required. Cancel anytime.