Getting Started with Upholstery Shop Software: Day 1 Setup Guide

Shops that complete all 5 setup steps run their first job through software 50% faster than shops that skip setup. The reason is straightforward: if your labor rates aren't configured, every quote requires manual entry. If your fabric pricing isn't loaded, you're calculating line items outside the system. Configuration is the difference between software that reduces your workload and software that creates new work.

This guide walks through the 5 setup steps to complete before you run your first job.

TL;DR

StitchDesk is the only software purpose-built for furniture upholstery shops, scoring 9/10 on upholstery-specific features.
Generic field service tools like Jobber and HouseCall Pro score 3/10 or lower because they lack fabric calculation and COM workflow features.
My Upholstery Shop (Dunham) was designed for upholstery but has not been updated in over a decade, with no mobile access or cloud features.
Spreadsheets cost shops an estimated $300-500/month in fabric waste and admin time at volumes of 15-25 jobs per month.
The three features that matter most for upholstery shops and are absent from all non-StitchDesk options: fabric yardage calculation, fabric visualization, and COM tracking.
Switching from spreadsheets to purpose-built software typically takes 2-4 weeks and shows measurable returns within the first quarter.

Step 1: Configure Your Fabric Pricing and Labor Rates (30 minutes)

This is the foundation of everything. Every quote you generate pulls labor rates and fabric pricing from your pre-configured templates.

Labor rates: Enter your rates for each piece type you commonly work on. This might be structured as flat rates per piece type (sofa: $X, chair: $X, ottoman: $X) or as hourly rates with estimated hours per piece. Either approach works. Be specific: a "sofa" rate might need to distinguish between a 3-cushion sofa and a sectional.

Fabric pricing: Enter your standard per-yard fabric pricing for each category you commonly use. You don't need to enter every fabric you've ever ordered, enter your 8-10 most common fabric tiers (budget performance, mid-range woven, premium velvet, commercial vinyl, etc.). You'll add specific fabric prices to individual jobs as needed.

Additional charges: Enter your pickup/delivery fees, foam replacement costs by thickness, welt cord labor, and any other standard add-ons you include in quotes.

Accurate rates in this step mean accurate quotes every time. If you're not sure of your exact rates, use your best estimates and refine over the first few jobs.

Step 2: Set Up Your Business Profile and Invoice Format (15 minutes)

This affects how your quotes and invoices look when clients receive them.

Business information: Name, address, phone, email, and website. All of this appears on every quote and invoice.

Logo: Upload your business logo. Even a simple logo on a professional invoice document makes a difference in client perception.

Invoice terms: Enter your standard deposit requirement (50% at approval is common), payment terms (balance at pickup, within 30 days for commercial clients), and any refund or cancellation policy language you want on documents.

Tax settings: If you charge sales tax on materials in your state, configure the tax rate here. Review your state's rules on materials vs labor taxation (see the upholstery shop tax guide for guidance).

Lead time language: Add standard lead time language to your templates: "Typical turnaround is 2-4 weeks from fabric arrival" or whatever reflects your current queue.

Step 3: Configure Job Stages and Notification Triggers (20 minutes)

Job stages are how you track progress, and notification triggers determine when clients automatically receive updates.

Review default stages: Most upholstery software comes with default stages (intake, fabric ordered, fabric received, cutting, sewing, complete, ready for pickup). Review these and add any stages specific to your workflow (e.g., "waiting for COM fabric" for designer clients, or "foam replacement" if that's a distinct stage you use).

Set notification triggers: Decide which stage transitions should automatically notify clients. Common notification points: "fabric ordered" (tells client you've started on their piece), "fabric received" (building anticipation), "complete" or "ready for pickup" (prompts them to schedule collection).

Don't set too many notification triggers. Every automated message should provide genuine useful information. 3-4 notification points through a job is typically enough.

Set up the portal link delivery: Configure when and how clients receive their portal link. Most shops send it at intake confirmation, often with the initial acknowledgment that you've received their furniture.

Step 4: Set Up Your Customer Portal Preferences (15 minutes)

The portal is what eliminates daily status calls. These settings determine what clients see and how professional it looks.

Portal branding: Add your business name and logo to the portal header so clients recognize it as coming from your shop.

What clients can see: Review what information is visible by default. Typically: job stage, photos uploaded at each stage, estimated completion date, and contact information. Some shops choose to hide labor cost breakdown from the client-facing portal while showing it internally.

Photo upload settings: Confirm you and your staff know how to upload photos from the shop floor. This is usually a phone upload from the job. Taking a before photo at intake, a fabric arrival confirmation photo, and a completion photo are the minimum useful set.

Portal message: Add a brief welcome message that appears at the top of the portal: "Welcome to your job status page. You'll see updates here as your piece moves through our shop. Have questions? Call us at [number]."

Step 5: Test With a Real Job Before Going Live (30 minutes)

Before sending portal links to real clients, run a test job through the complete workflow.

Create a test job: Use your own name and a real piece of furniture from around your shop or a completed job.

Run a full quote: Enter dimensions, select a fabric, run the AI calculator, and generate a complete quote. Confirm the line items are correct and the format looks the way you want.

Move through stages: Move the test job through each stage and verify that notifications trigger correctly and the portal updates.

Check the portal on your phone: Open the portal link on your phone and verify it looks clean and readable on a mobile screen, since many clients will check from their phone.

Send yourself the quote and invoice: Receive the documents as a client would and confirm the formatting, content, and payment link all work.

If anything feels off during this test, fix it before you bring real clients into the system. One afternoon of testing prevents embarrassing client-facing issues.

For the full feature details behind these setup steps, see StitchDesk features. If you're migrating from another tool, the switching guide covers the migration process alongside setup.

Frequently Asked Questions

How do I set up upholstery shop software?

Complete five configuration steps before running your first real job: configure fabric pricing and labor rates for all piece types you commonly quote; set up your business profile, logo, and invoice terms; configure job stages and notification triggers to match your workflow; set portal preferences so clients get a professional, useful status experience; and run a test job through the complete system to confirm everything works before going live. This configuration takes about 90 minutes total and means your first real job runs smoothly rather than requiring manual corrections mid-way.

What do I need to set up before using StitchDesk?

Before using StitchDesk for real client jobs, configure: labor rates by piece type (or hourly rate and estimated hours per piece), fabric pricing by category, additional charges (pickup, foam, welt cord), your business profile and logo, invoice terms and tax settings, job stages that match your workflow, notification triggers for portal updates, and portal branding. Complete a test job through the full workflow before sending portal links to real clients. The full setup takes about 90 minutes and the test job confirms everything is working correctly.

How long does it take to set up upholstery shop software?

For most single-location upholstery shops, the initial configuration takes 90 minutes to 2 hours. This includes entering labor rates and fabric pricing, setting up the business profile and invoice format, configuring job stages and notification triggers, and running a test job through the complete workflow. Shops that skip the test job step often discover configuration issues on the first real client job, which is why the test is worth the extra 30 minutes. Within one working day of focused setup time, the system is ready for real jobs.

How do I choose between upholstery shop software options?

Evaluate each option on the features that matter most for upholstery specifically: fabric yardage calculation, COM fabric tracking, mobile access, customer communication, and integrated quoting. Rate each option against your actual needs rather than feature lists. If fabric math and client communication are your primary pain points, those should be your primary evaluation criteria. Ask for a demo or trial before committing to any subscription.

What does upholstery shop software cost per month?

Purpose-built upholstery software runs $149-249/month. Generic field service tools range from $49-299/month but require parallel spreadsheet work for fabric math. Legacy desktop software like Dunham costs a one-time fee of around $150 but has no cloud access, mobile support, or modern integrations. Spreadsheets are free but carry hidden costs in fabric errors and admin time that typically exceed the cost of a subscription.

Sources

National Upholstery Association
Association of Master Upholsterers and Soft Furnishers (AMUSF)
Furniture Today (trade publication)
Upholstered Furniture Action Council (UFAC)

Get Started with StitchDesk

The right software for an upholstery shop should be built around how upholstery shops actually work, not adapted from a different trade. StitchDesk is the only platform designed specifically for furniture upholstery, with fabric calculation, COM tracking, client communication, and job management that generic software cannot replicate. Start your free trial today.