From Sample to Bulk Order: How the Toppaq Ordering Process Works

The most common packaging mistake in food service is not choosing the wrong material. It is ordering the wrong quantity of the wrong size in the wrong colour without ever having held the product in your hands — and discovering the problem when 2,000 units arrive at your door.

The Toppaq ordering process is designed to eliminate this failure mode. It starts with a physical sample kit, moves through artwork approval and a press proof, and only then proceeds to bulk production. Every stage exists to catch a problem before it becomes an expensive one.

This guide walks through each stage of the process so you know exactly what to expect, what decisions you need to make at each step, and how to move through the process efficiently without delays.

Why the Process Matters

Custom branded packaging involves three types of decisions that are difficult or impossible to reverse once production begins: material decisions (which container, which bag, which GSM), design decisions (logo placement, colour, print finish), and quantity decisions (how many units of each SKU).

A process that catches errors in each of these decision categories before production begins saves money, time, and the operational disruption of receiving unusable packaging. The Toppaq process is structured around three checkpoints — the sample kit, the artwork proof, and the press proof — each designed to catch a specific category of error.

For the broader context on why custom branded packaging is worth the investment, see How to Start Custom Branded Packaging Without Burning Your Working Capital.

Stage 1: The ₹499 Brand Sample Kit

The starting point for every Toppaq custom order is the Brand Sample Kit. At ₹499, it is the lowest-cost decision you will make in the packaging process — and the one with the highest return on investment.

The sample kit contains physical samples of our core packaging range: kraft bags in standard sizes, bagasse containers, PLA clear bowls, wooden cutlery, and tamper seal stickers. These are the actual materials — not photographs, not digital renders, not spec sheets. You hold them, you pack your actual menu items into them, and you confirm they work before committing to a bulk order.

What to Do with Your Sample Kit

When your sample kit arrives, work through this testing protocol before making any ordering decisions:

1. Pack your actual menu items. Fill the containers with your actual food — not a substitute. A biryani behaves differently in a container than a salad. A soup behaves differently than a dry item. Test with the real thing.
2. Simulate a delivery journey. Pack the filled containers into the bag, seal it with the tamper sticker, and leave it for 30 minutes. Then open it. Does the container hold? Does the bag hold? Is the food presentation intact? This is the test that matters.
3. Check the GSM under load. Fill the bag to your typical order weight and lift it by the handles. Does it hold? Does it feel secure? For orders above 800g, confirm you are testing the 120 GSM bag, not the 100 GSM. For the full GSM guide, see What GSM Actually Means for Food Packaging.
4. Test in monsoon conditions if relevant. If you are ordering during or approaching monsoon season (June–September), test the bag in humid conditions. Leave a filled bag in a humid environment for 30 minutes and check for moisture absorption and handle integrity. For the full monsoon guide, see Monsoon-Proofing Your Packaging.
5. Confirm your size selection. The sample kit includes multiple sizes. Confirm which size works for your menu before placing your bulk order. A container that is too large allows food to move during transit; a container that is too small compresses the food.

Order your Brand Sample Kit here. Delivery is pan-India.

Stage 2: Artwork Submission and Approval

Once you have confirmed your material and size selection from the sample kit, the next stage is artwork submission. This is where your logo and brand identity are applied to the packaging design.

Artwork Requirements

Custom packaging printing requires vector artwork. This is non-negotiable — raster files (JPEG, PNG, PDF exported from a raster source) will not produce clean print results at packaging scale. Before submitting artwork, confirm you have:

• Vector source file: AI (Adobe Illustrator), EPS, or SVG format. If you only have a JPEG or PNG logo, have it recreated in vector format by a designer before proceeding. This is a one-time cost that pays for itself on the first order.
• CMYK colour values: Screen colours (RGB) and print colours (CMYK) are different colour spaces. A colour that looks correct on screen can print significantly differently without CMYK conversion. Confirm your brand colours in CMYK values with your designer before submitting.
• Brand guidelines (if available): If you have a brand guidelines document specifying logo usage rules, clear space requirements, and colour specifications, share it at the artwork stage. This ensures the design is applied consistently with your brand standards.
• Any specific placement instructions: Where on the bag or container do you want the logo? Centred on the front panel? Top-right corner? Full-bleed? Specify your preference at the artwork submission stage.

The Artwork Proof

After artwork submission, we produce a digital artwork proof — a scaled representation of how your logo and brand elements will appear on the packaging. Review this proof carefully against the following checklist:

• Logo is the correct version (not an outdated version)
• Logo colours match your CMYK specifications
• Logo placement is as specified
• Any text (website, social handle, tagline) is correct and legible at the printed size
• The overall design reads correctly at the scale of the packaging item

Do not approve the artwork proof until you are satisfied with every element. Changes after artwork approval and before press proof are straightforward. Changes after press proof approval require a new production run.

Stage 3: The Press Proof

The press proof is a physical sample of your branded packaging — a small number of units produced using your approved artwork on the actual production equipment. It is the final checkpoint before bulk production begins.

What the Press Proof Confirms

The press proof catches the category of errors that a digital artwork proof cannot: how the colours actually print on the specific material, how the logo reads at the actual size of the packaging item, and whether the print finish (matte or gloss) matches your expectation.

When reviewing your press proof, check:

• Colour accuracy: Does the printed colour match your CMYK specification? Colours can shift slightly between digital proof and physical print due to material absorption characteristics. If the colour is not correct, this is the stage to flag it.
• Print clarity: Is the logo sharp and clean at the printed size? Fine details in logos (thin lines, small text, intricate elements) can lose definition at small print sizes. If any element is not reading clearly, it should be simplified before bulk production.
• Finish: Does the matte or gloss finish match your expectation? Matte finishes reduce glare and photograph better for social media; gloss finishes are more vibrant but can create glare in photography.
• Overall brand impression: Hold the press proof at arm’s length. Does it look like your brand? Does it communicate the quality level you want your customers to experience?

Only approve the press proof when you are fully satisfied. This is your last opportunity to make changes before bulk production begins.

Stage 4: Bulk Production and Delivery

Once the press proof is approved, bulk production begins. Standard production turnaround is 10–15 working days from press proof approval, depending on the item and quantity. Delivery is pan-India via courier.

Production Lead Times by Item

Add 3–5 working days for delivery to your location. Total time from press proof approval to stock in your storeroom: 13–20 working days for most items.

Important for festive season orders: Production capacity is constrained during September–October (Diwali) and November–December (New Year). Add a 1-week buffer to all lead times during these periods and place your order earlier than you think you need to. For the full festive packaging planning guide, see Packaging for Festive Season Orders.

Stage 5: Receiving and Auditing Your Order

When your bulk order arrives, conduct a receiving audit before signing off on delivery. This is standard practice for any B2B packaging order and protects you in the event of a production or shipping discrepancy.

Receiving Audit Checklist

1. Count the units. Verify the delivered quantity against the order quantity on your invoice. Discrepancies should be flagged immediately.
2. Check a sample against your press proof. Pull 10–20 units from different positions in the delivery and compare them against your approved press proof. Colour, print clarity, and finish should match.
3. Check for transit damage. Inspect the outer cartons for damage. If cartons are damaged, inspect the packaging inside before signing off.
4. Verify the GSM. If you specified a particular GSM, confirm the delivered item matches. A 100 GSM bag and a 120 GSM bag feel noticeably different when handled.
5. Store correctly. Store packaging in a cool, dry location away from direct sunlight. PLA containers in particular should be stored below 40°C — in Indian summers, storerooms without air conditioning can exceed this threshold.

Reorder Planning: Never Run Out

The most operationally disruptive packaging event is running out of branded packaging mid-month and reverting to generic packaging. Customers who received your branded packaging last week notice the inconsistency this week — and it undermines the brand investment you’ve made.

Set your reorder trigger at 30% of your stock level. When you have 300 units remaining from a 1,000-unit order, place your next order. At a 13–20 working day total lead time, your new stock arrives before you run out. For the full inventory management framework, see Packaging for High-Volume Weekend Service.

GST Invoicing and ITC

All Toppaq orders are invoiced with GST-compliant B2B documentation. Your invoice includes the HSN code, GST rate, and supplier GSTIN required for Input Tax Credit claims. At 18% GST, a ₹15,000 packaging order generates ₹2,288 in ITC recovery — recoverable in your next GST return. For the complete ITC process, see How to Claim 18% GST Input Tax Credit on Restaurant Packaging.

The Complete Process at a Glance

Total time from sample kit order to bulk stock in your storeroom: approximately 4–6 weeks for a first-time order. Reorders (where artwork is already approved) take 13–20 working days from order placement to delivery.