s your print business feeling the strain of increasing demands? The secret sauce to scaling is outsourcing. Before you turn away jobs, consider how subcontracting some of your apparel decoration could be the game-changer you’ve been looking for. Collaborating with specialized partners allows your print shop to handle larger orders, offer more decoration techniques, and take on volumes beyond your in-house capabilities.

Outsource Apparel Decoration Successfully

With the right partners and these six tips, you can maintain quality, streamline your operations, and focus on what you do best – growing your sales.

Tip #1: Choose your subcontractor partners wisely.

When selecting a subcontractor for decorating services, focus on reliability and how well they align with your quality standards. Start by looking for a track record of consistent, high-quality work that meets or exceeds your shop’s specifications.

“Since we’re our biggest critics on behalf of our clients, we have a pretty high, but reasonable, tolerance level on ‘quality,’ so we surround ourselves with contract decorators we have great business relationships with and that we know have similar tolerances in quality.”
- Shawn LaFave, president and chief branding consultant at NGA Promotions

“The quality of a subcontractor’s work is most important,” says Jane Swanzy, owner of Swan Threads. “If it doesn’t meet my standards, then I won’t use them.” The best way to evaluate these factors is to develop a strong relationship with the subcontractor and ask for examples of their work or references.

“Look at several samples so you can see the consistency, or lack of, in their work. You can also research their online presence to read reviews and see how they interact with other customers through digital platforms. That can indicate how well they communicate and what others think of their work.”
- Lisa Kadz, apparel consultant at Big Frog Custom T-Shirts & More

Like many screen printers, Eric Peterson, owner of Ashley’s Design, likes to use vendors recommended by friends in the industry or even by members of Facebook groups or forums. ‘I don’t mind paying a little more for the quality or a reliable turnaround time,” he says.

Evaluating pricing goes beyond simply choosing the lowest quote. Think of it in terms of value – are you receiving the quality and service you need at a price that keeps you competitive? Gain a clear understanding of the subcontractor’s cost structure and any potential hidden fees. Don’t hesitate to negotiate rates if you plan on sending regular work their way, and check if they offer bulk or loyalty discounts.

Tip #2: Communicate clearly.

Maintaining strong communication during the subcontracting process begins with setting clear expectations. A standardized system for placing and tracking orders—such as shared documents, order forms, or project management software—will keep everyone on the same page.

To ensure accuracy, provide detailed instructions and visual references like mockups, production guides, and color codes to minimize mistakes. After placing an order, follow up with a confirmation email summarizing key details, delivery dates, and specific requests.

These proactive steps help catch and correct potential errors early on, so NGA Promotions creates SOPs for almost everything. “That allows us to communicate as much information as the decorator needs to know to reduce delays and increase their understanding of how we want the order processed,” LaFave says.

Another effective approach is to request a sample proof, especially for custom or first-time projects, to review and adjust before full production.

Regular check-ins are also helpful, especially for larger or more complex projects. A brief call or video chat at key stages can prevent minor issues from escalating. Additionally, having a dedicated point of contact at each end keeps things organized, so there’s no confusion about who handles what.

“Put everything in writing and, if necessary, talk to them in person,” says Swanzy, whose subcontractor uses a different brand of thread than her. “If I need an exact match or as close as possible, I take a spool of my thread to them, and we do a visible match to what they have. They’ll also show me a test sewout to approve.”

Tip #3: Balance deadlines.

Balancing tight timelines between client expectations and subcontractor availability requires clear communication about your client's deadlines and the subcontractor’s capacity.

“Since we’ve worked with specific decorators for some time, we get to know the ebbs and flows of their production and lead times. We set our client's expectations based on the workflow of other decorators, ensuring we meet and exceed those expectations once their orders are completed.”
- Shawn LaFave, president and chief branding consultant at NGA Promotions

Similarly, with Swanzy’s subcontractor, a big shop that does a lot of screen-printed and embroidered sports merchandise, her biggest challenge is turnaround time. “I know my order either needs to get to them before their next big event or it’ll have to wait until afterward,” she says.  “Fortunately, my clients know this, and we all work to make it happen.”

When rush orders come in, contact your subcontractor immediately to confirm their schedule and discuss any potential flexibility. A good working relationship helps here, as a subcontractor who knows your business and its demands is often more willing to accommodate last-minute requests. Also, be upfront with the client about realistic timelines to avoid surprises later.

LaFave typically doesn’t run into issues unless his clients need a rush. “Rush orders always come with heightened attention as you and the sub-decorator are now under the gun, and expectations are a little more difficult to attain,” he says.

Another approach is to build a small buffer for unexpected delays, giving you some breathing room if something doesn’t go as planned. If the subcontractor suddenly can’t meet your client’s in-hand date, can you pre-explore alternatives like splitting the order between two subcontractors or finding a reliable backup?

Tip #4: Manage quality control.

As we said earlier, when you book the job with your subcontractor, provide clear, detailed instructions to ensure that the subcontractor meets your client’s specific requirements. This includes sharing mockups, design specifications, and branding guidelines so the subcontractor fully understands the client's expectations. A good practice is to review the details together on a call or through a project management platform to address any questions upfront. It’s also helpful to provide examples of past work or reference images to set the visual standard, especially when dealing with intricate designs or specific brand elements.

“Spell out clear descriptions and have the correct art files. We also include images of the decoration and if it has been produced in the past for reference. You want to confirm the capacity of your sub-decorators before selling anything to your clients.”
- Shawn LaFave, president and chief branding consultant at NGA Promotions

Building checkpoints into the process can make a big difference in quality control. Requesting a sample proof or initial test run lets you review the work before full production begins. This way, any issues can be corrected early on. Regular updates and photo checks during production can help catch mistakes before they affect the entire order.

When the order is completed, perform a final quality inspection before delivering it to the client. Creating a clear line of communication and setting these checkpoints will increase your chances of getting results that match the client’s vision. However, building long-term relationships is the best way to ensure quality.

“Knowing the subcontractor and the quality of their work means I don’t have to worry about that vs. a new partner. It’s a trust thing. I trust them to do it right every time.” - Jane Swanzy, owner of Swan Threads

Tip #5: Bridge the gap with distributors.

Good subcontracting relationships between promo product distributors and decorators start with clear communication. Distributors often send blank garments for screen printing without fully grasping all the moving parts.

It’s worth getting to know a print shop’s timelines, equipment limits, and design constraints so you’re not overpromising delivery times. Touching base regularly helps keep everyone in sync and avoids those last-minute fire drills.

“Communicating our process and timelines is the most important step. Although we all offer similar products, everyone has a different process. It’s just the nature of the beast in a non-standardized industry.”
- Eric Peterson, owner of Ashley’s Design

Decorators play a key role in guiding distributors, which helps them better serve their clients. “Explaining the decorating techniques to distributors and asking questions about the result they want for their client helps us guide them to the best technique,” Kadz says.

“Since garment decorating is what we do daily, we’re experts in the process. Educating a distributor empowers them to serve their client better and instills trust in their relationship with us, so they want to return repeatedly.”
- Lisa Kadz, apparel consultant at Big Frog Custom T-Shirts & More

Keeping expectations realistic and staying honest builds trust on both sides. Distributors should communicate any potential issues—like delays or design challenges—early on. It’s always better to be upfront than to overpromise. Setting clear deadlines and sharing updates creates a more collaborative environment where decorators feel supported, not rushed. When decorators get feedback on finished products, they can improve for the next time.

Tip #6: Keep your profit margins intact.

Dealing with pricing and margins while subcontracting is about balancing cost and quality. One approach is to clearly understand your subcontractor’s pricing structure upfront so you can factor in all fees and set your prices accordingly. To maintain profitability, it’s a good idea to regularly review your margins and adjust them as needed, especially if your subcontractor periodically raises their rates.

"Set your pricing upfront when quoting clients and ensure that the sale doesn’t turn into a commodity-driven decision. Charge what’s right for your skills and your decorator’s abilities. Give accurate lead times so you’re not always rushing your decorator’s production schedule. While we all want to help others, this is still your business—don’t be afraid to charge a little more if your service justifies it."
- Shawn LaFave, president and chief branding consultant at NGA Promotions

Other common pricing pitfalls often involve underestimating hidden costs or failing to account for variables like rush fees, shipping, or extra touches requested by clients. Another mistake is focusing solely on getting the lowest price from a subcontractor, which can compromise the final product and lead to customer dissatisfaction. Instead, think about the value of the subcontractor’s track record and reliability, not just the cost of the service.

Start Searching for Great Subcontractors Today

Outsourcing might seem like a giant leap, but it’s often the smart move for print shops looking to grow. At Replica Screenprinting, co-owner and designer Heather Streible has found success working with shops that complement her team’s strengths. “We handle screen printing for them, and they take care of embroidery for us,” she says. “This kind of collaboration allows us to offer services we couldn’t on our own while helping both businesses meet more customer needs and expand our reach. Build partnerships with other businesses.”

Building strong subcontracting partnerships allows you to expand your service offerings, free up your team, and keep up with demand without sacrificing quality. If you're looking to scale up, finding the right partners could give your business the supportive boost it needs.

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