How Can I Efficiently Track Production and Samples?

For textile sourcing agencies, the most operationally intensive area is tracking production and sample processes. When working simultaneously with multiple clients, multiple suppliers, and numerous products, tracking sample approvals, revision cycles, and production stages becomes increasingly complex. A missed sample revision or forgotten approval process can cause an entire project to stall.

The sampling process is the most critical and error-prone stage of textile production. Different phases such as proto sample, fit sample, sales sample, and pre-production sample each contain their own revision and approval cycles. Tracking which sample is at which stage, what revision number it is on, and whose approval it is awaiting becomes particularly challenging when managing several projects simultaneously.

Communication breakdowns make this process even more complex. Sample feedback typically arrives through different channels — email, WhatsApp, and phone. A revision note sent by a client via email gets forwarded to the supplier through WhatsApp, and information gets lost or misinterpreted along the way. This fragmented communication leads to errors and unnecessary revision cycles.

Tracking the production process presents its own set of challenges. Knowing the status of each stage — fabric sourcing, cutting, sewing, quality control, packing, and shipping — is critical for on-time delivery. Even if the manufacturer tells you everything is on track, you need a systematic tracking mechanism to verify the actual status.

File and image management is another frequently encountered problem. Technical drawings, fabric swatches, sample photographs, and approval forms are typically scattered across different folders, email attachments, and message histories. Finding the right file when you need it steals valuable time and weakens your professional image.

For efficient process tracking, all revision history, approval records, files, and task assignments need to be managed from a single location. This way, you can see where a project stands at any moment, detect delay risks early, and provide your clients with reliable status updates.

If you want to manage your production and sample processes in a single workflow, preserve your revision history, and quickly access all your files, leave your email address and get in touch. We will inform you about our process management solutions specifically designed for agencies.