Order Intake
How to Set Up Client Order Forms for Your Longarm Quilting Business
7 min read
Your order form is the foundation of every quilt you take in. Get it right and every project starts with complete, accurate information. Get it wrong and you are chasing clients for missing details, guessing at thread colors, and quilting the wrong pattern on someone’s heirloom.
This guide covers exactly what a longarm quilting order form should capture and how to move from scattered Google Forms and paper notes to a clean, professional intake process.
What every longarm order form needs to capture
A strong intake form leaves no room for assumptions. Whether a client mails a quilt or drops it off, you should be able to load it and quilt it from the form alone, without a single follow-up text.
- Client name and contact details
- Quilt top dimensions (length and width)
- Backing and batting: who supplies it, type, and size
- Quilting style: edge-to-edge, custom, or semi-custom
- Chosen design or pantograph and thread color
- Special instructions, problem areas, and orientation notes
- Requested due date and any rush needs
- Add-ons: binding, pressing, backing seaming
Why generic form tools fall short
Google Forms, generic form builders, and paper intake sheets can collect answers, but the information then lives somewhere separate from your pricing, your quilt queue, and your invoices. That gap forces you to re-enter the same details two or three times, which is where errors and lost details creep in.
Every re-entry is a chance to transpose a measurement, miss an add-on, or forget a thread color. The goal is to capture intake once and have it flow straight into the quote and invoice.
Handle walk-ins and drop-offs, not just online orders
Plenty of clients hand you a quilt in person, at a guild meeting, or at a shop. Your intake process needs to work for those moments too, not only for a form someone fills out at home. A tool you can pull up on a phone or tablet lets you capture a walk-in quilt on the spot with the same completeness as an online order.
Turn intake details into an instant quote
The real payoff of a structured order form is that the dimensions and services a client selects can immediately calculate a price. When your intake and your square-inch pricing are connected, the client gets an accurate quote right away and you never quote from memory again.
Capture every order detail, once
Quilts Fully Loaded turns client intake into instant, accurate quotes and flows every detail straight into your quilt queue and invoices.
Frequently asked questions
- What should a longarm quilting order form include?
- At minimum: client contact info, quilt dimensions, backing and batting details, quilting style, chosen design and thread color, due date, special instructions, and any add-ons like binding. Capturing all of this up front prevents mid-project questions.
- Can I use Google Forms for quilting orders?
- You can, but the responses live separately from your pricing, quilt queue, and invoices, which means re-entering the same details multiple times. A dedicated longarm intake system captures the information once and carries it through to the quote and invoice.
- How do I take orders from walk-in clients?
- Use an intake tool you can open on a phone or tablet so you can log a drop-off quilt on the spot with the same detail as an online order, instead of scribbling notes you have to transcribe later.