Table of Contents
- Primer: What this system does—and when to use it
- Prep: Space, tools, and materials
- Setup: Bins, labels, and size lanes
- Operation: Unbox, sort, and store—step by step
- Quality checks: What “good” looks like
- Results & handoff: Stay stocked with the 10-shirt rule
- Troubleshooting & recovery
- From the comments
Video reference: “Craft Haul & Inventory Organization for My Embroidery Business” by Happy Gals
A tidy inventory is a faster paycheck. When your blanks and supplies live where your hands expect them, you can turn around custom orders without hunting for sizes or colors. This guide shows a streamlined, repeatable way to unbox, sort, and store t-shirt and bodysuit blanks—plus an easy reorder rule to keep you stocked.
What you’ll learn
- A fast flow for unboxing and staging supplies so your table doesn’t explode into clutter
- How to sort blanks by size into fabric cubes you can scan in seconds
- A simple reorder trigger (the 10-shirt rule) to batch purchases and reduce shipping spend
- Practical callouts to avoid mixed-size stacks, creases, and miscounts
Primer: What this system does—and when to use it This approach is built for makers running embroidery or tutu-focused shops who process a lot of white blanks and ribbon/tulle in weekly batches. You’ll set up a staging zone, validate size tags, fold uniformly, and file by size into fabric cubes on a shelf. The result: you’ll see what’s low at a glance and trigger your next order on a set cadence. If you also run a brother embroidery machine, consider keeping cubes near the machine so blanks flow straight to hooping.
- What it achieves: Neat, compact storage by size; quick visual inventory; fewer partial or emergency orders.
- When to use it: Weekly stock days, after a supply delivery, or anytime your blank shelf drifts into chaos.
- Constraints: This flow assumes consistent size labeling on blanks and enough shelf height to slide cubes in and out without crushing stacks.
Pro tip: Keep supplies zoned. Tutu materials (tulle and satin ribbon) live in a separate container from garment blanks so garment counts remain clear.
Watch out: Mixing sizes in one cube is the fastest way to miscount. If a cube must hold two adjacent sizes temporarily, card the midpoint (a scrap paper divider) until you can split them.
Prep: Space, tools, and materials Workspace
- A clear white table acts as your staging area for folding and size grouping.
- Shelved fabric cubes (the collapsible kind) to file finished stacks by size.
From the comments: The cutting/work table in the reference shop was custom-built by a family member. If you can’t commission one, any stable surface at hip height works; add a self-healing mat to protect it.
Tools
- Scissors for opening poly mailers
- Fabric cubes or bins that slide easily on your shelf
- Simple size dividers (scrap paper and circular stickers work well for temporary labeling)
Materials
- Blanks: white t-shirts and bodysuits in sizes such as 10, 12, 14
- Tutu supplies: tulle; ribbons in 7/8 inch and 1 1/2 inch widths, in colors such as hot pink, turquoise, black, and mint
Quick check: Clear the table before opening any mailers. A clean stage prevents ribbons and blanks from commingling.
Prep checklist
- Table cleared and wiped
- Empty fabric cubes within arm’s reach
- Scissors, stickers, and scrap paper ready
- Separate containers earmarked for garments vs. tutu materials
Setup: Bins, labels, and size lanes
- Assign a cube per size. Start with your most-used sizes to the front of the shelf.
- Label cubes on the pull tab or front edge; even a sticker with “10” saves time later.
- Create size lanes on the table: left-to-right in ascending size. This makes misfiles obvious.
- Keep a discard corner (for packaging) so plastic never overlaps with fabric stacks.
Why this order matters: Size lanes eliminate crossovers when you build multiple stacks. Labeling cubes before you fold avoids a late-stage shuffle when your hands are already full.
Pro tip: If you plan to add hooping tools near this station later, leave a small footprint for a compact conduit like a hoop master embroidery hooping station. The habits you form now will pay off when you start batching garments into hoops.
Setup checklist
- One cube per size with a visible label
- Left-to-right size lanes taped or mentally marked on the table
- Packaging discard zone set up and away from fabric
Operation: Unbox, sort, and store—step by step 1) Unpack supplies in batches Open poly mailers one at a time. Pull out ribbon and tulle and immediately route them to a non-garment container so your garment zone stays pristine. Verify widths and colors as you set them aside (e.g., 7/8 inch hot pink, 1 1/2 inch black and mint).
Outcome: A clean table with only garment blanks in view; ribbons/tulle are corralled elsewhere.
2) Stage an empty cube Bring down an empty black fabric cube from the shelf and place it at the top-right corner of the table. This position keeps stacks flowing rightward into the cube without reaching over fabric.
Quick check: Cube labeled and oriented? If not, label now—far easier before it’s filled.
3) Size-check every blank Open the clear plastic bag of blanks and remove garments in small handfuls. Check the tag on each before it touches the table. Here, tags read “CORB Blanks,” with sizes like 10.
Watch out: Tags look similar—reading “12” for “14” is easy when you’re moving fast. Say the size aloud as you place it to anchor the habit.
4) Fold for uniform height Fold each blank the same way—half lengthwise, sleeves tucked consistently—so stacks sit flat and don’t topple. Uniformity is more important than a particular fold pattern.
Pro tip: When your hands memorize one fold, the stack compresses cleaner and you gain 10–15% storage efficiency—especially helpful if you later store pre-hooped items with tools like a dime snap hoop.
5) Build table stacks by size Create distinct piles for 10, 12, 14, and so on. Keep 1–2 inches between stacks to prevent drift. If you must set something down mid-fold, place it at the top of the correct stack and finish the fold there.
Outcome: A row of crisp, clearly separated stacks—no mix-ups, no overlapping seams.
6) Transfer stacks into the cube Move the most complete stack first. Align edges to the cube’s back wall and front edge for a tight pack. Add the next size stack, or—ideally—keep one cube per size.
Quick check: Each stack aligns with the label on the cube. If mixed temporarily, insert a paper divider until you can split sizes into different cubes.
7) Compress gently to maximize space Use a flat palm to press down squarely. Avoid shoving from one side; that causes bulges and creases.
Outcome: The cube closes with stacks sitting slightly below the rim—no fabric catching on the shelf.
8) Repeat for the next cube and size Return the filled cube to its shelf, bring down another, and continue the same flow. Confirm each size before folding and transferring.
Decision point: One size per cube—or combined?
- If you move a high volume of a size: dedicate the entire cube to that size.
- If a size is slow-moving: you may store two adjacent sizes in one cube temporarily, but only with a clear divider and front labels for both.
Operation checklist
- Ribbons/tulle cleared to a separate container
- Every item size-checked pre-fold
- Stacks uniform and separated by at least an inch on the table
- Cubes filled, gently compressed, and re-shelved
Quality checks: What “good” looks like Good inventory storage is obvious at a glance:
- Cubes sit flush on the shelf; stacks are level and slightly below the rim.
- Labels match contents; a quick peek shows one size per cube or a clearly divided pair.
- Stacks in the cube don’t ripple or bow; folds are consistent.
- Table staging is clear after each cube is filled—no orphan garments in the middle.
Quick check: Randomly pull one garment from each cube and recheck the tag. If any are misfiled, pause to correct the rest of that cube.
Pro tip: If you eventually move filled blanks near your hooping area, consider tools that limit handling. Many shops prefer magnetic hoops for embroidery machines to reduce fabric distortion during repeat hooping cycles.
Results & handoff: Stay stocked with the 10-shirt rule Once your cubes are organized, the ordering strategy is simple: - The 10-shirt rule: If a given blank size drops to 10 or fewer, don’t place a micro-order midweek. Instead, roll it into your next weekly restock. This keeps shipping consolidated and your workflow predictable.
- Weekly tally: As you finish organizing, count each cube’s current total and jot it on a scrap paper tracker. The creator used scrap paper rather than a printed spreadsheet for the session shown, with a promise to share a spreadsheet method later.
Outcome: A short weekly order list, no surprise outages, and fewer partial shipments.
From here, feed blanks directly into your embroidery queue. If you run a multi-needle setup—say you’re planning for a model in the same class as a brother pr680w—this arrangement lets you stage tomorrow’s sizes ahead of stitching.
Troubleshooting & recovery Symptom: Mixed sizes inside a cube
- Likely cause: Skipping the size divider or adding a different size “just for now.”
- Fix: Pull the cube, separate stacks on the table by size, add a paper divider, and relabel the cube. Batch a second cube for the overflow size.
Symptom: Creases or wavy stacks
- Likely cause: Inconsistent folding or pressing down from one side only.
- Fix: Standardize your fold; compress with a flat palm across the whole stack.
Symptom: Table chaos mid-session
- Likely cause: Unboxed ribbons and packaging mingling with garments.
- Fix: Reinforce zones—ribbons/tulle to a separate bin, packaging to the discard corner, blanks only in the fold lane.
Symptom: Under-ordering and running out midweek
- Likely cause: Ordering immediately for small shortages.
- Fix: Batch purchases weekly and use the 10-shirt rule to trigger restock—no piecemeal shipping.
Pro tip: If you eventually pre-hoop blanks for speed, standardize one compact frame size that fits most youth/adult fronts, such as a commonly used option in the same footprint family as a mighty hoop 5.5. Uniform frames simplify stacking and reduce handling.
Quick check: After a full session, your table should be clear, cubes labeled, and a short restock note captured. If anything remains unfiled, it needs either a label or a decision.
From the comments
- Workspace question: A reader asked where the cutting/work table came from; it was custom-built by a family member. If you don’t have access to a builder, use a sturdy fold-out table and add weight-bearing shelves beneath for cubes.
- Dog cameo: Another reader cheered on the studio pup. Consider a small bin with pet-safe distractions away from fabric to keep your workflow smooth.
Looking ahead In the session covered here, tracking happened on scrap paper, with a plan to show a spreadsheet approach in a future walkthrough. Whether you stick to paper or move digital, keep the rules the same: count cubes after each session, log low sizes, and bundle orders weekly.
Pro tip: As your shop grows, it’s common to add tools like magnetic embroidery hoops or a quick-align aid like hoopmaster. Keep your storage layout tight and consistent now so those upgrades slot in without a full re-org.