How to Price Custom Orders on Etsy (Quotes That Protect Your Time)

Pricing custom orders on Etsy starts with a clear quote that pays you for materials, labor, and the behind-the-scenes time buyers don’t see. A good custom quote spells out exactly what’s included (size, finish, files, shipping), what costs extra, and when the design is considered approved. Build your price to cover Etsy fees, packaging, and a realistic processing time, then protect your schedule with boundaries like a revision limit, a rush option, and an expiry date on the quote. Most sellers lose money not on supplies, but on unlimited messages and last-minute changes that never get priced in.

What counts as a custom order on Etsy?

Personalization vs listing variations vs fully custom

On Etsy, “custom” can mean a few different things, and the difference matters for pricing.

Personalization is the lightest version. It is usually a standard product where the buyer types in a name, date, short message, or small detail. The base item stays the same, and your extra work is predictable.

Listing variations are still not truly custom. Variations are pre-built options you already offer, like size, color, finish, or add-ons. The buyer is choosing from a menu you set, which makes quoting fast and repeatable.

Fully custom is when you are designing, sourcing, or building something that is not already defined in your listing options. This is where hidden time creeps in: concepting, back-and-forth messages, mockups, revisions, and special materials. If the buyer can’t self-serve their choices from the listing, treat it like a custom quote and price accordingly.

When to use a custom listing instead

Use a private custom listing when the final product, price, and timeline depend on the buyer’s specific request, and you need the order terms to match that one situation. Etsy’s custom order flow lets buyers send a request and allows you to turn that request into a private listing that only that buyer can purchase. It won’t show in your shop or search before purchase, which helps prevent other shoppers from buying the “wrong” configuration. You can review how Etsy frames custom requests and private custom listings in How to Offer Custom Items.

This approach is also useful when you need to spell out boundaries in the listing description (like revision limits or rush fees) so your quote is clear and enforceable at checkout.

Enabling custom order requests and setting expectations in Etsy

Turning on “Request Custom Order”

If you want buyers to come to you with custom requests (instead of starting with a vague message), enable Etsy’s built-in custom order request feature. Etsy notes that custom order requests can only be turned on from Etsy.com, not the app.

In your Shop Manager, go to Settings → Options, then find Custom order requests and set it to Enabled. Save your changes. Once it’s on, buyers will see a Request Custom Order button on your shop homepage.

Before you enable it, decide what you will and won’t do, and put those expectations somewhere easy to find (shop announcements, FAQ, or your message templates). Custom requests tend to invite big ideas, tight deadlines, and unclear specs. Your goal is to guide buyers into giving you the details you need to quote accurately: size, quantity, materials, wording, and their “need by” date.

One important constraint: Etsy states the maximum processing time you can set on a custom order is 6 to 8 weeks, so plan your workflow and deadlines with that ceiling in mind. For Etsy’s current step-by-step guidance, see How to Offer Custom Items.

Private custom listings vs public listings

A private custom listing is the cleanest way to sell a one-off custom item. It’s created from the custom request (or a message thread) and is only purchasable by that specific buyer. It won’t appear in your shop or Etsy search before it’s purchased, which helps you avoid someone else buying the wrong configuration.

A public listing is better when the custom work is actually repeatable, like “choose your color + add a name.” If multiple buyers can order it with the same options and price structure, build it as a normal listing with variations or personalization so your quoting time stays close to zero.

Pricing a custom Etsy order using time, materials, and profit

Paying yourself for design and messaging time

The most reliable way to price a custom Etsy order is to treat it like a small project. Start with the three buckets you control: materials, time, and profit.

Time is the one most sellers forget to bill for, especially on customs. Make your quote include:

Design time: sketching, layout, mockups, sourcing, test cuts, sampling.
Messaging time: clarifying details, answering questions, sending photos, confirming changes.
Production time: making the item, finishing, curing/drying, packing, label prep.

A practical method is to set an hourly rate you can defend, then multiply by the estimated hours. If you routinely spend 30 to 60 minutes just getting to a final spec, that is real labor. Put it in the quote as “custom design + setup” or “proofing.” Buyers accept it more easily when it’s clearly named.

Also remember Etsy’s standard selling fees when you set your price. Etsy lists a $0.20 listing fee and a 6.5% transaction fee on the total order amount (including shipping you charge), plus payment processing fees that vary by country in Etsy Payments. You can verify the current numbers in What are the Fees and Taxes for Selling on Etsy?.

Building in overhead and a margin buffer

Custom work has more variables, so you need room for the stuff that does not fit neatly into “materials + hours.”

Include overhead in every quote, even if it’s a simple flat add-on. Overhead can include tools and blades, printer ink, studio rent, software, electricity, packing supplies, and the time spent on admin work.

Then add a margin buffer. This is not padding for the sake of it. It protects you when:

materials cost a bit more than expected,
a process takes longer than usual,
you need to remake something because a detail changed.

If a custom order feels even slightly unclear, price it with more buffer or slow the process down until the scope is clear. Clear scope first, accurate quote second, and only then a firm delivery date.

Quote add-ons that protect your time and boundaries

Rush fees, revisions, and extra options

Custom quotes go sideways when “just one more change” is free. The fix is to price your boundaries into the quote, so you can say yes without resentment.

A simple approach is to separate your base price from add-ons that only apply when needed:

Rush fee: Charge extra when a buyer needs you to move them ahead of existing orders or work outside your normal schedule. Tie the rush fee to a clear promise, like a shorter processing time, and be specific about the cutoff (for example, “rush applies only after final approval is received”).
Revisions: Include a small number of revisions in the base quote (often one round), then charge per additional revision or per 15 minutes of design time. This makes scope creep visible fast.
Extra options: Price anything that adds steps, not just materials. Examples include gift wrap, upgraded hardware, extra proofs, premium packaging, photo requests, complex fonts, or multiple names/versions of the same design.

It also helps to put an expiry on the quote. Custom material prices and your production calendar change quickly. A “valid for 7 days” line keeps you from honoring an old number after a long pause.

Minimums, deposits, and nonrefundable work

Custom orders have a real risk: you can do hours of work and still end up with no sale. A few guardrails protect your time.

Minimum order amounts work well when setup time is the same whether the buyer orders one or ten. For example, personalized party favors or batch-made items often need a minimum quantity to make the labor worthwhile.

For high-effort customs, use a deposit structure. Many Etsy sellers handle this by creating a first listing for “design/setup” and a second listing for the remaining balance once the buyer approves the final details. If you do this, make the deposit terms plain in Etsy Messages and in the custom listing description, so the buyer sees it at checkout.

Finally, be clear about nonrefundable work. Once you’ve started custom design, created a proof, or purchased special materials, that labor and those supplies usually can’t be reused. Label that portion as nonrefundable in your quote language, and avoid starting work until the buyer has purchased the custom listing.

What to ask buyers before you send a quote

Details to confirm: size, materials, files, wording

Before you send a price, get the request into a “quote-ready” shape. The goal is to remove guesswork so you do not underprice the custom Etsy order or overpromise your timeline.

At minimum, confirm:

Size and quantity: exact dimensions, count, and whether sizes vary.
Materials and finish: wood type, metal color, fabric, paper weight, stain/paint, glossy vs matte, indoor vs outdoor use.
Files and artwork (if relevant): what the buyer can provide (SVG, PNG, PDF), whether you need vector files, and who is responsible for proofreading. If they only have a screenshot or low-res image, say that upfront because redraw time affects the quote.
Wording and personalization: exact spelling, capitalization, dates, punctuation, and any language or character requirements.
Reference photos: what style they want and what they do not want. Two or three examples is usually enough.
Deadline and shipping address country: “Need by” date, event date, and whether they need shipping upgrades.

If you sell digital proofs or mockups, say how many are included and what counts as approval. “Approval” is a pricing term as much as a design term.

Handling vague requests and scope creep

Vague requests are normal. Buyers often don’t know what details matter. Your job is to turn “Can you make something like this?” into a defined scope you can price.

Use a short set of clarification questions, then offer two paths:

a budget-friendly option with limited choices and one proof, or
a premium custom option with more design time, more back-and-forth, and a higher price.

Scope creep usually shows up as new features after you’ve already started. Instead of debating, restate the original scope, then price the change. Keep it calm and factual. “Happy to add that. It will be $X and will extend the processing time by Y days.”

Re-quoting after changes

Re-quoting is not rude. It’s standard project hygiene.

If the buyer changes any of the following, treat it as a new quote or an add-on quote: size, quantity, materials, design direction, number of names/versions, or delivery date. Send one clear message that includes:

what changed,
the updated total price,
the updated processing time,
what happens next (approve, then purchase the custom listing).

This keeps the custom order profitable and avoids surprises on both sides.

Processing time and delivery dates for custom Etsy orders

Setting realistic timelines and cutoffs

For custom Etsy orders, your processing time is not just “making the item.” It includes everything you must do before you can hand the package to the carrier: confirming details, creating proofs, waiting on buyer approval, sourcing materials, producing, and packing.

A good rule is to base your timeline on your busiest season, not your best week. If you usually need 5 business days but it becomes 10 when orders stack up, set 7 to 10 and ship early when you can.

Set clear cutoffs so deadlines do not become a debate:

Approval cutoff: your clock starts only after the buyer approves the final proof. If approval is delayed, the ship-by date moves.
Change cutoff: changes after approval either extend the timeline or require a rush fee.
Capacity cutoff: if you can only take a certain number of customs per week, say so and offer the next available ship window.

Also note that Etsy limits the processing time you can place on a custom order to 6 to 8 weeks, so if your true timeline is longer, you may need a waitlist or a different product strategy.

Shipping upgrades and international delivery factors

Shipping upgrades can help buyers hit a deadline, but they do not replace production time. In your quote, separate processing time (your work) from transit time (the carrier). Etsy’s estimated delivery dates are based on both, using your processing time and carrier transit times. That’s why changing either one can shift what Etsy shows the buyer as “arrives by.” You can review how Etsy defines this in its guide to the estimated delivery date.

For international custom orders, build extra buffer. Customs inspections, local carrier handoffs, and address formatting issues can add days or weeks. Buyers may also owe duties, taxes, or tariffs at delivery depending on the destination and shipping method, so it’s smart to mention that possibility in your quote language to prevent surprise and returns.

Best practices for smooth custom orders without surprises

Clear approvals, mockups, and final sign-off

Smooth custom orders on Etsy are mostly about documentation. You want the buyer to feel guided, and you want your shop protected if there’s a dispute later.

Start by summarizing the full scope in one message before you create the custom listing: size, quantity, materials, colors, wording, and the ship-by window. Then keep approvals simple.

A good approval flow looks like this:

Mockup or proof sent: one image is usually enough. Label it clearly “Proof 1.”
Buyer approval in writing: ask for a direct “Approved” reply. If they respond with new changes, it is not approval yet.
Final sign-off reminder: confirm the details they are approving, especially spelling and dates.

Also be explicit about what you do not control. You can control production quality and ship date. You cannot control carrier delays. Setting that expectation early reduces stress when the tracking takes longer than expected.

If you do personalized text, repeat it back exactly as you will produce it. Most issues come from assumptions, not bad intentions.

When to say no or raise the price

Not every custom request is worth taking. Saying no is sometimes the best customer service you can offer, because it prevents a late shipment, a rushed build, or an unhappy buyer.

Raise the price or decline the order when:

the buyer is vague but demands a firm deadline,
the request is outside your normal materials or equipment,
they want “unlimited revisions,”
the buyer’s tone suggests they will be hard to please,
the timeline requires nights, weekends, or skipping other orders.

A helpful way to handle it is to offer a clear alternative: a simplified version, a later ship date, or a ready-to-order listing with defined options. If none of those work, it’s fine to politely pass. Protecting your time and your standards is how you keep custom Etsy orders profitable long term.