Artwork, Uploading & Proofing

Getting your labels printed starts with your artwork. You have two ways to handle it — either send us a print-ready file, or send us your raw materials and let our design team build the production file for you. Either way, you'll review and approve a digital proof before anything goes to press.

Path 1 · Free

I have print-ready artwork

Upload your finished, press-ready file. Our pre-press team reviews it, sends a proof, and prints it once you approve.

No design fee

Path 2 · Design service

I need help making it print-ready

Upload whatever you have — a logo, a sketch, a brand guide, a Word document. Our designers build a press-ready file for you.

$45 first version · +$25 each additional · See how it works

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Preferred file format: Press-ready PDF (.pdf)
PDF files preserve fonts, colors, and layout exactly as intended and produce the most reliable print results. Below, we walk through how to make one.

Why Print-Ready Matters

"Print-ready" means your file has every detail a printing press needs to reproduce your label accurately and consistently — the right size, the right color mode, embedded fonts, sufficient resolution, and proper bleed. A print-ready file removes the guesswork and protects you from surprises on the printed labels.

Color accuracy CMYK files print the colors you actually see on screen. RGB files shift unpredictably when converted.

Sharp text & logos Vector artwork and 300+ DPI raster images stay crisp at any size. Low-res files come out fuzzy.

No font surprises Outlined fonts (or embedded fonts) print exactly as designed. Linked fonts can fall back to defaults.

Clean trim edges Bleed extends color past the cut line so you never see white slivers along the label edge.

Faster turnaround A print-ready file usually moves to press the next business day. Files that need fixes take longer.

You stay in control What you submit is what gets printed. No surprises — exactly what you approved on the proof.

How to Create a Print-Ready PDF

If you're designing your own artwork, follow these specifications to make sure your file is press-ready.

Artwork Specifications

Document Size Set the artboard or canvas to your finished label size + bleed. Example: a 3″×3″ label = 3.125″×3.125″ document.

Bleed 0.0625″ (1/16″) on every side. Extend background colors and images all the way into the bleed area.

Safe Zone Keep all important text, logos, and graphics 0.0625″ in from the trim edge so they don't get cut off.

Color Mode CMYK only. RGB colors will shift when converted for print — convert before exporting.

Resolution Vector artwork preferred. Raster images: 300–600 DPI at final print size.

Fonts Convert all text to outlines (paths). If that's not possible, embed all fonts in the PDF.

Images Embed all linked images directly into the file. Don't rely on external links.

Black Use rich black (C30 M30 Y30 K100) for large solid black areas. Pure K100 only for small text and fine lines.

Free Templates

Skip the math — download a free template at the exact size of the label you're ordering. Configure your label in our quoter, then click Download Template. The template comes pre-set with your die line, bleed, and safe zone marked, so you can design directly into it in Illustrator, Inkscape, or any vector editor that opens SVG.

Step-by-Step in Your Software

Click your design software below for export instructions:

Adobe Illustrator

Set up your document at label size + 0.0625″ bleed on each side. Set Color Mode to CMYK under File → Document Color Mode.
Design your artwork. Extend background colors and images all the way into the bleed area.
Convert text to outlines: select all text, then Type → Create Outlines (Cmd/Ctrl + Shift + O).
Embed any linked images: open the Links panel, select all, and click the embed icon.
Export: File → Save As, choose Adobe PDF, and select the [PDF/X-4:2008] preset.
In the export dialog, go to the Marks and Bleeds tab and check Use Document Bleed Settings. Don't add crop marks — we'll handle the cut.
Save the PDF and upload it.

Adobe Photoshop

Create a new document at label size + 0.0625″ bleed on each side. Set Color Mode to CMYK and Resolution to 300 PPI minimum.
Design your artwork. Extend backgrounds and images to the document edges (the bleed area).
Flatten the image: Layer → Flatten Image. This embeds all elements.
Save as PDF: File → Save As, choose Photoshop PDF.
In the dialog, choose the [PDF/X-4:2008] preset and uncheck Preserve Photoshop Editing Capabilities.
Save and upload.

Tip: Photoshop is fine for photo-heavy labels, but vector software (Illustrator, Affinity Designer, Inkscape) produces sharper text and logos.

Adobe InDesign

Set up your document at label size with 0.0625″ bleed in File → Document Setup → Bleed and Slug. Set Color Mode to CMYK.
Design your label, extending backgrounds into the bleed.
Export: File → Export, choose Adobe PDF (Print).
Choose the [PDF/X-4:2008] preset.
Under Marks and Bleeds, check Use Document Bleed Settings.
Click Export and upload the resulting PDF.

Affinity Designer / Affinity Publisher

Create a new document at label size with 0.0625″ bleed set in the document properties. Color Format: CMYK.
Design your label and extend artwork into the bleed.
Convert text to curves: select text, then Layer → Convert to Curves (or right-click → Convert to Curves).
Export: File → Export, choose the PDF preset, then select PDF (for print) from the preset dropdown.
Make sure Include bleed is checked. Don't include printer marks.
Export and upload.

Inkscape (free)

Set the document size to label dimensions + 0.0625″ bleed on each side: File → Document Properties.
Inkscape doesn't have a CMYK mode natively — use sRGB but choose colors carefully (avoid bright fluorescent colors that won't reproduce in CMYK).
Convert text to paths: select text, then Path → Object to Path.
Save as PDF: File → Save As, choose Portable Document Format (.pdf).
In the dialog, set Convert text to paths on, set PDF version to 1.5 or higher, and click OK.
Upload the PDF. Our pre-press team will convert color to CMYK during preflight.

Canva, Figma, or other web design tools

Most web-based design tools work in RGB, not CMYK. That's okay — just know your colors will shift slightly when we convert for print.
Set the canvas size to label size + 0.0625″ bleed.
Extend backgrounds to the canvas edges so there's no white showing at the trim.
Export as PDF for Print (Canva: choose "PDF Print"; Figma: Export → PDF).
Upload your file. If you're uncertain about color or quality, our design team can review and rebuild it as a print-ready file (see Path 2 above).

Honest take: web tools are great for layout but limited for press work. If color accuracy matters to you, ask our design team to rebuild your file in vector format.

Microsoft Word, PowerPoint, or other office tools

We don't recommend designing labels in office software — the export quality typically falls short of what's needed for sharp print.
If it's all you have: set the page size to your label dimensions, design your label, and export as PDF.
Send it as-is along with any logo or image files you have, and choose the design service pathway when you upload. Our team will rebuild it as a press-ready file (see how it works).

Not a designer? No worries. Skip the technical stuff entirely. Choose the design service pathway when you upload, send us whatever you have (a logo, a sketch, a brand guide, even just product info), and our designers will create a press-ready file for you. See pricing & details →

Upload Your Artwork

You can upload artwork at any of three points in the order process — whatever's most convenient. Pick the spot that fits your workflow, and feel free to mix them.

Three Places You Can Upload

Before you order

In the quoter

While configuring your label, each version row has an Upload button. Click it, choose your pathway (print-ready or design service), then drag-and-drop your file or click to browse. Files upload as you build your quote — no waiting until checkout.

Right after checkout

On the order confirmation page

Didn't upload while quoting? You'll see an upload section per version on the thank-you page right after your order is placed. Same two pathways — print-ready or design service.

Anytime

From your account

Log in and go to My Account → Orders, click your order, and you'll find the upload section there. Use this to add files later or replace files you've already uploaded.

Each label version gets its own upload slot. If you ordered three versions, you'll see three slots — you can mix-and-match pathways across versions (e.g., upload a print-ready PDF for version 1, ask our designers to build version 2).

Accepted File Types

Format	Extension	Notes
Press-ready PDF	.pdf	PREFERRED — Best for production
Adobe Illustrator	.ai	Excellent for vector artwork
EPS	.eps	Universal vector format
Adobe Photoshop	.psd	For raster/photo-based designs
High-res TIFF	.tif / .tiff	For photographic images
PNG	.png	Acceptable if 300+ DPI
JPEG	.jpg	Acceptable if 300+ DPI

Maximum file size: 50 MB per file. If you have something larger, email us at info@labelswift.com and we'll send a transfer link.

Cross-Device & Saved Progress

Files you upload in the quoter are saved against your draft for up to 48 hours, even if you close the browser. If you're logged in, you can pick up your quote on a different device. Once you place the order, your files are permanently attached to it — you'll find them in My Account → Orders.

Review & Approve Your Proof

Once your artwork is uploaded (or designed by our team), our pre-press team reviews everything and prepares a digital proof for your approval. Nothing goes to press until you approve it.

The Proof Approval Process

Our team checks your artwork for correct size, bleed, resolution, color mode (CMYK), and overall print readiness. Files going through the design service skip this step — we built it print-ready from the start.
We upload a digital proof to your order. You'll receive an email notification that your proof is ready.
Log into your account and open your order to review the proof. The proof shows your artwork laid out on the dieline so you can see exactly how it'll trim and where the safe area is.
For each label version, click Approve Proof or Request Changes.
If you request changes, add a comment describing what needs to be fixed. Our team will revise and send a new proof.
Once all versions are approved, your order moves into production automatically.

Important Please review your proof carefully for die lines, misspellings, color accuracy, and any other artwork issues before approving. Once approved, your labels go into production. LabelSwift is not responsible for artwork-related issues on approved proofs.

Can I change my mind after approving? Yes — as long as not all versions are approved yet, you can replace your artwork or re-upload for any version. Once all versions are approved and the order enters production, changes require contacting customer service and may incur additional fees.

Track Your Order

You can track your order's progress at every stage through your My Account area.

Order Status Steps

Status	What It Means
Order Placed	Your order has been received and is being processed.
Awaiting Artwork	We're waiting for you to upload your artwork (or we're waiting on your design service review).
In Design	Your design service version is being built by our team.
Artwork Received	All your files are in and our pre-press team is preparing your proof.
Proof Sent	Your digital proof is ready for your review and approval.
In Production	All proofs approved — your labels are being printed!
Shipped	Your order is on its way! Check your email for tracking info.

When your order ships, you'll receive an email with your carrier and tracking number, plus a link to track your package in real time.

Upload Tips for Best Results

Use short, clear filenames — e.g., Coffee_Label_12oz.pdf
Upload one file per label version. If your order has multiple versions, each gets its own upload slot.
PDF is always the safest choice. It preserves fonts, colors, and layout exactly as you designed them.
Make sure your internet connection is stable — large files may take a moment to upload.
If you need to replace a file after uploading, just click "Replace" on the version card.
Mixing pathways across versions is fine — some print-ready, some design service, in any combination.
Maximum file size: 50 MB per file.
Not sure if your file is print-ready? Upload it anyway. Our pre-press team flags issues during proof prep, and you can always switch to the design service if it needs a rebuild.

Common Questions

What if my artwork isn't print-ready?

You have two options: upload the file as-is and our pre-press team will flag any issues during proof prep (small fixes are usually free, larger issues may need rework), or choose the design service pathway and we'll rebuild it as a press-ready file from the start ($45 first version, +$25 each additional). The design service is the safer bet if you know upfront that your file isn't print-ready — you avoid the back-and-forth.

Can I upload a mockup, screenshot, or placeholder file?

Yes — if you choose the design service pathway. We'll use your mockup as a reference and build a press-ready file from it. If you upload a mockup as "print-ready," we'll have to come back to you for the real file before we can print.

Do I have to upload artwork before checkout?

No. Upload is completely optional during quoting and checkout. You can place your order with no artwork and upload later from your My Account area. We'll send you a friendly email reminder if we haven't received your files.

Do you offer design help?

Yes. Our in-house design team can build your label from the ground up. Choose the design service pathway when you upload — $45 for the first version, +$25 for each additional version. Includes 2 revision rounds and a proof for your approval. See full details →

Do you have free templates?

Yes! When you configure your label in our quoter, click Download Template to get a free SVG template at the exact size of your die, with bleed and safe-zone marked. Open it in Illustrator, Inkscape, or any vector editor and design directly into it. Free to download whether you order or not.

How do I know when my proof is ready?

You'll receive an email notification with a link to review your proof directly in your account. You can also check your order status anytime from My Account → Orders.

What happens if I reject a proof?

Just add a comment explaining what needs to change. Our team will revise and send a new proof for your review. This cycle continues until you're happy and approve.

Can I mix print-ready and design service across versions?

Absolutely. Each version is independent. Upload a print-ready PDF for version 1, ask our designers to build version 2, and upload a TIFF for version 3 — all on the same order. The design fee only applies to versions where you use the design service.

Will the design service delay my order?

A little — figure 1–2 extra business days for design, plus the time it takes for you to approve the proof. Your production turnaround estimate kicks in once the proof is approved.

Still Need Help?

Our team is here to help with artwork, file setup, or any questions about your order.

📞 1-877-329-0578 📧 info@labelswift.com

Monday – Friday, 8am – 5pm CST