Digitizing Software — Cloud-Based Operation & Management System

All-in-One Cloud Solution

Tired of managing everything manually?

Digitizing businesses juggle emails, artwork attachments, designer hand-offs, and payment follow-ups every day. Our Cloud-Based Operation & Management System simplifies your workflow: clients request quotes and place orders online, designers work from their own panel, admins check every file before release, and invoices and payments are handled automatically.

Built for embroidery digitizing, vector art conversion, patch makers, and design studios that need one place to run quotes, orders, designers, and billing — not a patchwork of email threads and spreadsheets.

24/7

Access for Team & Clients

Centralized Order System

Role-Based Panels

Secure

& Scalable Cloud Platform

nexuscodelab.com/digitizing/admin

Digitizing order management admin panel showing a list of digitizing orders with order number, client/company, unpaid amount, type, files, assigned designer, priority, sent date, status, and release action

From Quote to Delivery

End-to-end order management

From quote to file upload — manage everything smoothly with just a few clicks, with automatic email updates at every step.

1. Client Registers

Clients create their own account online in minutes — no manual setup on your end.

2. Free Quote Request

Artwork and requirements are submitted online for a free quote before any commitment.

3. Order Placed

Approved quotes become real orders with one click, no re-entering details.

4. Designer Assigned

Admin assigns the job and the designer sees it immediately in their own panel.

5. Files Uploaded

The designer uploads the finished digitized or vector files straight to the order.

6. Scrutiny & Release

Admin reviews quality first, then releases the finished files to the client.

7. Invoice & Payment

An invoice is generated automatically and paid securely by card through PayPal.

8. Download Anytime

Clients can download their files and invoices 24/7, from any device.

Powerful Features

Core features you'll love

Every feature below is built around one goal — fewer manual steps between a client's quote and their finished files.

Onboarding Clients

Online User Registration

New clients sign up themselves through a simple online form. No manual account setup and no back-and-forth emails — they're ready to request a quote straight away.

Clients create their own account and register for the client panel.

Sales Quotes

Free Quote Entry & Order Placement

Clients upload artwork, add size, format, and colour requirements, and request a free quote. Once the price is approved, the quote turns into an order instantly.

Quote entry screen — artwork, specs, and pricing in one request.

Access Control Panels

Dedicated Panels: Admin | Client | Designer

Every role gets its own panel, so everyone sees exactly what they need and nothing more. Admins stay in control, clients serve themselves, and designers focus on the work assigned to them.

Admin — price quotes, assign designers, scrutinize & release, invoices & payments
Client — request free quotes, place & track orders, pay via PayPal, download files 24/7
Designer — assigned jobs only, client artwork & notes, upload finished files, new-job alerts

Three role-based panels — Admin, Client, and Designer.

Automation Notifications

Auto Email Alerts at Every Step

Quote received, price approved, order assigned, files released, invoice issued — clients, designers, and admins are notified automatically at every stage.

Automatic status emails at every step of an order.

Billing Invoices

Invoice Generation, Payment & Download

Invoices are created automatically for completed orders. Clients can view, pay, and download them from their panel, keeping your billing organized.

Auto-generated invoices, viewable and payable from the client panel.

Delivery File Access

24/7 Order File Access

Every released file stays in the client's order history, so they can re-download their DST, EMB, AI, EPS, or PDF files whenever they need them — day or night.

Order history — every delivered file available for download, any time.

Payments PayPal

Credit/Debit Card Payments via PayPal

Get paid faster with secure card payments through PayPal. Clients pay online in a few clicks — no manual payment chasing.

Secure checkout — clients pay by card through PayPal.

Quality Control Release

Order Scrutiny & Release System

Designer uploads don't go straight to the client. Admins review every file for quality first, then release it — so every delivery meets your standard.

Admin scrutiny before release — quality checked on every order.

Who It's For

Designed for digitizing, vector, patches & designing businesses

If artwork comes in, gets quoted, gets designed, and goes back out — this system was built for that workflow.

Embroidery Digitizers

Manage logo digitizing orders and deliver machine-ready files.

Vector Art Services

Handle raster-to-vector conversions from quote to delivery.

Patch Makers

Track patch design requests, approvals, and production files.

Design Studios

Run client work, designers, and billing from one system.

FAQs

It is designed for embroidery digitizing companies, vector art conversion services, patch makers, and design studios that receive artwork from clients, quote it, assign it to designers, and deliver final files.

Yes. Clients register online, submit a free quote request with their artwork and requirements, and can turn an approved quote into an order from their own panel.

Invoices are generated automatically and clients can pay by credit or debit card through PayPal, then download their invoice from the client panel.

Each role gets its own panel. Admins manage quotes, orders, designers, invoices, and releases. Clients place quotes and orders, pay, and download files. Designers see only the jobs assigned to them and upload finished files.

Finished files uploaded by a designer are reviewed by the admin before they are released to the client, so every delivery is checked for quality first.

Yes. It runs in the browser, so your team and your clients can access orders and files 24/7 from any device without installing software.