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For large fashion brands, one production order often turns into a long email chain. Updates live in different places, people reply at different times, and suddenly you’re digging through 20–30 messages just to understand what’s approved and what’s not. The problem usually isn’t your supplier, it’s the lack of one shared space that keeps communication clear.
Vintly can help set a clear structure for your entire order management process, from order placement to physical delivery. Here’s a step-by-step summary of what the journey typically includes.
Step 1: Create the order with full specification
Create the order with everything attached from the start:
- style / article info
- sizes and quantities
- target dates (ETD/ETA)
- cost details
- EAN codes
- Attachments
If the order information is structured and clean, you avoid confusion later.
Step 2: Define your production steps
Every brand works differently, so the order should follow your journey from order placement to shipment. The steps could look like like:
Sales confirmation → Tech Pack sent to supplier → Strike-off approval → SMS (Salesman Sample) received → EAN13 barcode confirmed → Folding method & packaging confirmed → Factory QC report uploaded → Packing list & quantity control → Final inspection approved → Goods shipped
To stay in control during production, you can customise the workflow in Vintly to match the way your team works.
Step 3: Make ownership clear
Each step needs a visible owner. No guessing, no waiting. This alone removes majority of the email noise.
Example:
- Buying = Order placement and production tracking
- Logistics = Inbound planning and shipping
- Warehouse = Goods receival
Step 4: Collaborate with suppliers
Instead of emailing updates, suppliers provide relevant updates in the platform.
- Confirm PO
- Update progress
- Flag delays
- Upload documents and reports
Everyone sees the same status in real time in one place. This is where a proper SaaS workflow really matters. Because quality and timing depend on clear validation, not inbox guessing.
Step 5: Track progress as a timeline
Data is key and chasing updates i in the past. Easily share order status with people outside your team: Instead of restarting email threads, you can share a link to the exact milestone a supplier or external contact needs to confirm.
To conclude
Fashion production doesn’t fall behind because teams don’t work hard. It falls behind because communication gets messy. A clear workflow fixes that: one order, one timeline, shared updates, and fewer emails. That’s how you keep production moving, without losing control and track every step during the process to always thrive to be in your process.
