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If you’ve been running your quilt shop with a notebook, calculator, and a few spreadsheets, it’s a familiar story. Many shop owners stick with pen and paper because it feels comfortable.
You know your system. You can do the math. You’ve made it work for years.
But the hassle that comes with doing everything by hand adds up.
Miscalculating a fraction of a yard here, losing track of what’s left on a bolt there, spending nights updating spreadsheets instead of enjoying your evening — over time, it chips away at your schedule and your profits.
Going digital can change all that. And when you do, you can focus on the fun stuff, like choosing fabrics, inspiring customers, and building your community.
So, how exactly does pen and paper hold you back, and what can a digital system do to make your quilt shop run more smoothly?
Let’s break it down.
Why Manual Pen and Paper Systems Fall Short in Quilt Shops
On the surface, pen and paper seem fine. It’s cheap, simple, and you don’t have to remember any passwords. But when you look closer, the cracks start to show. For example:
- Fractional yardage math: Most of your customers don’t just ask for a clean two yards. It’s 2 ⅜, a fat quarter, or just enough for binding — doing that math by hand over and over again is a recipe for errors. One slip, and you’ve shorted someone or overcut your stock.
- Inventory confusion: You think you’ve got five yards left, but someone grabbed three yesterday and you didn’t write it down yet. Now you’re stuck either disappointing a customer or rushing to place an emergency order.
- No online sales: Customers love your shop, but when they’re home at midnight and can’t browse your shelves, guess where they click instead? Amazon. Without an online option, you’re missing out on sales you could have had.
- Hours of extra work: Updating binders, tracking orders, and writing down sales all take time — and that time usually comes after the shop closes, when you’d rather be relaxing or sewing something for yourself.
When you see it laid out like this, it’s easy to understand why so many quilt shop owners feel stuck, but there’s a way forward.
Common Fears Quilt Shop Owners Have About Going Digital
Even knowing the drawbacks of pen and paper, moving to a digital system can feel intimidating. It’s normal to have thoughts like these:
- “What if I mess something up and lose all my data?” That fear is real. Your shop records are precious, but a good system doesn’t just throw you in the deep end. It backs up your data automatically and makes restoring information simple and stress-free.
- “Learning new software will take more time than it saves.” Nobody wants to spend weeks figuring out a complicated tool. The truth is, if you pick a system built for fabric shops, it’s not like that. It’s designed to be intuitive, and there’s help when you need it.
- “What I have works. Why change?” It does work, but at what cost? If your system leaves you second-guessing yardage, scrambling for fabric, or losing sales online, maybe it’s not working as well as you think.
- “Technology is too complicated for me.” This one is probably the most common. But if you can check your email or order something online, you already have the skills to manage a digital system confidently.
Related Read: 7 Fabric Store Software Features You Can't Live Without [+ 5 Top Providers]
How Going Digital Can Make Quilt Shops More Money
Once you get past the nerves, the benefits of digital tools become clear — and the best part is, they help you save time and boost profits.
63% of global executives say going digital improved profitability or performance, and 56% of U.S. executives report better-than-expected return on investment (ROI).
Here are some more solid benefits of going digital:
- Accurate inventory = more sales: You never again think you have fabric that’s already gone or order too much of something that doesn’t sell.
- Online store = more reach: Your customers can buy from you at any time.
- Time back = more customers served: Instead of crunching numbers, you can host classes, plan displays, or simply chat with the quilters who walk in.
- Better reports = smarter buying: Instead of guessing what sold well last season, you see the numbers — which means fewer mistakes, better margins, and more money left over.
Each of these benefits builds on the last, creating a system that frees your time and protects your profits.
The Hidden Costs of Sticking With Old Systems
It’s easy to think, “Well, what I do works just fine.” But does it really? When you look closer, the hidden costs add up:
- It works until you short a customer because of a math slip.
- It works until you tie up cash in fabric that won’t move.
- It works until the shop down the street launches an online store and your customers start drifting over.
Old-school methods might feel safe, but they quietly cost you time, sales, and peace of mind. Making a switch can feel like a leap, but the payoff is huge.
Related Read: The Best Fabric Store POS System To Run Your Store: 5 Top Options
How Like Sew Makes Running Your Quilt Shop Easier
Like Sew, an all-in-one point of sale (POS) solution, is built specifically for quilt and fabric shops, which means it handles the exact challenges that pen and paper create, such as:
- Fractional yardage math solved automatically: No more pulling out the calculator every time someone wants ⅜ of a yard.
- Instant, accurate inventory tracking: Every sale and every cut adjust in real time, so you always know what you have.
- No more confusing menus or clunky systems: The menus are simple, the buttons are clear, and customer service reps actually understand what a fat quarter is.
- Support that understands fabric shops: No more explaining your business to someone who doesn’t know fabric. The support team already speaks your language.
- Built-in online store: Your products can be browsed and bought online without managing a separate system.
See which Like Sew Build and Price customization is the best match for your quilt shop, and start setting your store up for success today.
by Spencer Wright
