How to manage multiple manufacturing partners Without Losing Your Mind!
Let’s be honest—working with multiple manufacturers can feel like herding cute, baby kittens. It’s a lot. In the beginning, I was overwhelmed. Between emails, quotes, lead times, and trying to remember if I’d even received a sample or not, at times it felt like chaos. But once I created a simple system, everything started to feel manageable.
Here’s exactly how I manage multiple manufacturing partners now—and how you can too.
1. Start with a Master Spreadsheet (I use Airtable)
This is the brain of your manufacturing operations. I keep track of:
Manufacturer name
Products they produce
Minimum order quantities (MOQ)
Pricing
Lead time
Contact info
Whether I’ve received samples
Every order placed and the cost of each order (so I always know my cost per product)
When I say “dump everything you know into this spreadsheet,” I mean it. Once it’s all in one place, it’s like clearing out mental clutter—you’ll immediately feel more in control.
2. Organize Your Inbox
Every manufacturer I work with gets their own folder in my email. That way, when I need to reference an old conversation or find a shipping quote, I don’t have to dig through a sea of unrelated threads. It’s a small step that makes a huge difference.
3. Keep Communication Channels Consistent
I use Alibaba messages when I’m first connecting or when communication is moving quickly. For detailed conversations or anything related to orders, I shift over to email. Keeping communication clear (and logging it in my spreadsheet!) helps avoid misunderstandings. It’s really easy to forget quick conversations, so I always go back to the spreadsheet!
4. Establish a Communication Rhythm
If you’re in production, don’t wait until the deadline to check in. I set aside time to check in regularly with manufacturers—especially when an order is in progress. Knowing where your products are at throughout the process will really help you feel in control… and get your really excited for your order to arrive.
5. Document Everything
In Dropbox, I organize each product with its own folder. Once a product is made, all relevant files—artwork, proofs, packaging details—live in that folder. This makes reordering super easy. I can just copy and paste the entire folder structure into a new order folder, saving tons of time and guesswork.
6. Track What’s Working (and What’s Not)
Inside Airtable, I also note how reliable each manufacturer is. Are they on time? Is the quality consistent? Would I work with them again? This becomes super valuable when planning future launches or if you ever need to replace a vendor.
Managing multiple manufacturers doesn’t have to feel like chaos. Once you build your system—whatever that looks like for you—it becomes a whole lot easier to keep everything moving. You’re not just an artist or a business owner; you’re a project manager now (and a pretty good one, if I may say so).