The Print Order Checklist That Saved Us $14,000: Lightning Source, FedEx Labels, and Packaging Mistakes to Avoid

Most print mistakes aren't made by the printer. They're made before you upload the file—wrong specs, wrong shipping label, wrong box. I've made all three, and the total bill was close to $14,000 over seven years.

The cheapest order is the one you don't have to redo. If you're using Lightning Source / Ingram for print-on-demand, or shipping anything heavier than a letter, read this before you click 'approve.'

If you've ever had a print run come back with a thin white edge on every spread, you know that sinking feeling. I do. Here's how I stopped making the expensive mistakes.

Why I sound so sure

I've been handling print production orders for seven years. I've personally made (and documented) 11 significant mistakes, totaling roughly $14,000 in wasted budget. Now I maintain our team's pre-order checklist so nobody repeats them.

In Q1 2024, I submitted a catalog to Lightning Source (via Ingram) with no bleed. It looked fine on my screen. The result came back with a white edge on every spread. 2,500 copies, $3,200, straight to the trash. That's when I learned to trust spec sheets more than previews.

The most frustrating part: this was a fully 'approved' order. You'd think the review process would catch it. It didn't. The system checks certain technical specs, but it can't tell you if the design actually looks right.

The five mistakes I keep seeing

1. Treating Lightning Source / Ingram as a 'just upload and pray' system

Lightning Source LLC is one of the most reliable POD platforms I've used. But its file checker is not a safety net for creative judgment. It validates trim size, page count, and similar technical points. It will approve a book with the wrong cover file if that cover file is formatted correctly.

I once uploaded a revised manuscript with the old ISBN file. The system approved it. We didn't catch it until the author's copy arrived. (Note to self: always check the title page and copyright page in the proof PDF, even when it looks fine.)

Trust me on this one: open the spec sheet, read the file checklist, and download the proof. The system checks, but you're the publisher.

2. Picking the wrong Lightning Source facility (like Sharjah when you needed the US)

Lightning Source has facilities in several regions, and the one you choose affects both freight cost and delivery time. If your market is the Middle East or North Africa, the Lightning Source Sharjah facility can be a game changer. If your buyers are mostly in the US, printing in Sharjah will cost you time and money.

I had one project where the numbers said go with Sharjah—the per-unit price was a little lower. My gut said the route was wrong because 90% of our orders went to the US. We tested a small batch. It took almost two extra weeks to reach our distributor. We switched back to the North American facility and saved about $1.10 per book.

The lesson: choose the facility based on where your buyers are, not where the unit price looks lowest.

3. Guessing FedEx shipping label cost instead of looking up rates

I get asked about FedEx shipping label cost more than anything else. The honest answer: it depends on weight, zone, and whether you buy the label at retail or online. If you walk into a FedEx Office location, you'll pay the retail rate. If you create the label online and drop it off, the rate is usually lower.

For a small box under a pound, I've seen FedEx Ground labels run about $10–$15. For a 10-pound box going a few zones, budget closer to $20–$35. These are ballpark numbers as of early 2025—verify current rates at FedEx.com.

The mistake I made: I approved a $400 order without checking shipping. The $12 ground label became a $31.50 rush shipment because I'd set the wrong pickup date (ugh). I really should have built in one extra day.

So decide who pays for shipping before you submit. Don't let the print vendor auto-ship everything at expedited speed unless you've compared rates.

4. Using a cardboard heart shaped box as a shipping box

A cardboard heart shaped box is a delightful gift box. It is not a shipping carton. If you fill it with product, tape it shut, and drop it in a poly mailer, the corners will get crushed. I learned this the expensive way.

We once shipped 50 specialty gift boxes in padded envelopes. More than half arrived with dented corners. The product inside was fine, but the customer saw a beat-up package and assumed the product was damaged.

The fix is simple: if the heart-shaped box is your retail packaging, put it inside a slightly larger corrugated carton with void fill. Or choose a sturdier printed box. Just don't skip the outer layer.

5. Using tape that isn't made for the job (no, duct tape is not electrical tape)

Since we're talking about packaging: duct tape is not the same as electrical tape. They look similar on a roll, but they aren't interchangeable. Duct tape has a cloth or plastic backing and isn't rated to insulate wires. Electrical tape is made from PVC and is designed to resist voltage.

If you're ever tempted to use duct tape on a wire inside a product you're shipping, don't. It's a fire hazard and can void your liability coverage. So, if the question is 'is duct tape same as electrical tape?'—the answer is a straightforward no.

For sealing boxes, use proper packing tape—acrylic or water-activated tape—and enough of it to make a secure closure. A tape dispenser is worth every penny.

Not every mistake is avoidable—and not every solution fits

I'm not saying you should avoid Lightning Source/Ingram or local short-run printers. I recommend Lightning Source for print-on-demand books, but if you need 100 perfect-bound copies in three days, a local short-run printer might be the better call. The system works for 80% of my orders. Here's how to know if you're in the other 20%: your files are unusual, your deadline is impossible, or your packaging needs are complicated. In those cases, ask a human before ordering.

Honestly, the most useful thing I've built is a one-page checklist. It has four lines:

• File spec check (bleed, trim, font embedding)
• Facility check (which Lightning Source location is closest to your buyers)
• Shipping label check (online rate, weight, and delivery date)
• Package check (outer carton, tape, and void fill)

It's not fancy. But since I started using it, we've caught 47 potential errors in 18 months. That's 47 orders that didn't become clients' problems.

Pricing and shipping costs change; verify current rates at FedEx.com or Lightning Source's official site before you order.