Crowdfunding Fulfillment: How to Ship Your Kickstarter or Indiegogo Project

Shipping a crowdfunding campaign is one of the most complex logistics challenges an entrepreneur can face. This guide covers everything you need to know to fulfill your Kickstarter or Indiegogo project successfully.

The Crowdfunding Fulfillment Challenge

Why It's Different

Unique complexities:

• Large one-time shipment
• Multiple reward tiers
• Global backers
• Pledged vs. actual shipping costs
• No second chances for customer experience

Common failure points:

• Underestimating shipping costs
• Customs and duties issues
• Address collection problems
• Warehouse coordination
• Timeline delays

The Stakes Are High

Impact of poor fulfillment:

• Negative reviews hurt future projects
• Chargebacks and disputes
• Community trust damaged
• Platform reputation affected
• Personal financial liability

Planning Before Your Campaign

Shipping Cost Research

Do this BEFORE launching:

• Get actual product samples
• Weigh and measure accurately
• Get carrier quotes
• Research international shipping
• Factor in packaging weight

Estimate methodology:

Create sample package

Weigh complete package (product + packaging)

Measure dimensions

Get quotes from multiple carriers

Add 10-20% buffer for increases

Setting Pledge Tiers

Shipping approaches:

Option 1: Shipping included

• Higher pledge amount
• Simpler for backers
• You absorb variances
• Risk: underestimating costs

Option 2: Shipping added later

• Lower pledge amount
• Collect actual shipping post-campaign
• Better cost accuracy
• Risk: sticker shock, dropouts

Option 3: Regional flat rates

• Different shipping tiers by region
• Balance of simplicity and accuracy
• Most common approach

Geographic Strategy

Shipping region tiers:

• Domestic (US): Most affordable
• Canada: Slightly higher
• Europe/UK: Moderate
• Australia/Asia: Higher
• Rest of World: Highest/case-by-case

Consider not shipping to:

• Countries with customs challenges
• Areas with high loss rates
• Regions where costs exceed product value

Budgeting for Fulfillment

Cost Components

Shipping costs:

• Carrier charges (bulk of cost)
• Fuel surcharges (fluctuate)
• Residential delivery fees
• Dimensional weight charges

Packaging costs:

• Boxes/mailers
• Void fill and protection
• Branded elements
• Tape and labels

Fulfillment costs (if using 3PL):

• Receiving fees
• Storage fees
• Pick and pack fees
• Kitting for multi-item rewards

Hidden costs:

• Address corrections
• Failed deliveries
• Reshipping damaged items
• Customs broker fees
• Platform cut of shipping funds

Budget Template

International Shipping Considerations

Duties and taxes:

• DDU (Delivered Duty Unpaid): Backer pays
• DDP (Delivered Duty Paid): You pay
• Most campaigns use DDU
• Communicate clearly to backers

Customs documentation:

• Commercial invoices required
• Accurate product descriptions
• HS codes for products
• Declared values matter

Post-Campaign Fulfillment Process

Step 1: Address Collection

Survey tools:

• BackerKit (most popular)
• PledgeManager
• CrowdOx
• Platform native tools

Survey best practices:

• Clear deadline with reminders
• Address validation
• Confirm reward selections
• Collect additional shipping if needed
• Phone numbers for international

Common issues:

• Non-responsive backers (5-15%)
• Address changes
• Incomplete addresses
• Survey errors

Step 2: Manufacturing Coordination

Timeline alignment:

• Production completion date
• Quality inspection
• Packaging at factory vs. fulfillment center
• Shipping to fulfillment location
• Buffer for delays

Quality control:

• Inspect samples before bulk
• Set acceptance criteria
• Plan for defect handling
• Reserve replacement units

Step 3: Fulfillment Partner Selection

Options:

Self-fulfillment:

• Best for: <500 units, simple rewards
• Pros: Control, lower per-unit cost
• Cons: Time-intensive, space needed

Crowdfunding-specialized 3PL:

• Best for: 500+ units, complex rewards
• Pros: Experience, efficiency
• Cons: Fees, less control

Manufacturers direct:

• Best for: Simple single-SKU projects
• Pros: Consolidated, potentially cheaper
• Cons: Less control, customer service issues

Recommended 3PLs for crowdfunding:

• Floship (international specialist)
• Shipwire
• ShipBob
• Whiplash
• Easyship

Step 4: Kitting and Assembly

Multi-reward projects:

• Create kitting instructions
• SKU each reward tier
• Plan assembly sequence
• Quality check process

Add-ons handling:

• Separate from core rewards
• Integration into shipping
• Inventory tracking

Step 5: Shipping Execution

Shipping timeline:

• Early bird/highest tiers first
• Domestic before international
• Batch by region
• Communicate throughout

Tracking management:

• Collect all tracking numbers
• Upload to BackerKit/platform
• Automated notifications
• Monitor delivery status

International Fulfillment Strategies

Option 1: Ship Everything from One Location

Pros:

• Simpler logistics
• Single inventory location
• Easier quality control

Cons:

• Higher international shipping costs
• Longer delivery times
• Customs complexity
• Duties for backers

Option 2: Regional Fulfillment Centers

Approach:

• Ship bulk to regional warehouses
• Fulfill locally within regions
• Reduces per-unit shipping
• Faster local delivery

Common setup:

• US warehouse for Americas
• EU warehouse for Europe
• Asia/Australia hub

Trade-offs:

• Higher setup complexity
• Inventory split risk
• Coordination required
• Beneficial at 1000+ international units

Option 3: Hybrid

Popular approach:

• Domestic from primary warehouse
• Partner with international 3PL
• Bulk ship to international hub
• Local fulfillment from there

Communication with Backers

Update Strategy

Key updates to send:

• Campaign end thank you
• Manufacturing start
• Production photos/videos
• Survey launch
• Shipping timeline
• Tracking information
• Delivery confirmation

Managing Expectations

Timeline communication:

• Realistic estimates
• Proactive delay notifications
• Reason for delays
• Updated timelines

Shipping expectation setting:

• Regional delivery estimates
• Customs delay warnings
• Tracking limitations
• Contact for issues

Handling Problems

Common issues and responses:

Lost package:

• Verify delivery attempt
• File carrier claim
• Reship if confirmed lost
• Document for records

Damaged item:

• Request photos
• Assess responsibility
• Reship or partial refund
• Improve packaging

Wrong item received:

• Apologize sincerely
• Ship correct item
• Prepaid return label if needed
• Root cause analysis

Customs issues:

• Provide documentation
• Explain process to backer
• Offer guidance
• Case-by-case resolution

Post-Fulfillment

Handling Returns and Replacements

Defect policy:

• Define return window
• Replacement vs. refund
• Shipping responsibility
• Reserve budget

Remaining Inventory

Options for excess:

• Retail sales
• BackerKit pre-orders
• Website direct sales
• Wholesale to retailers
• Gift/promotional use

Lessons Learned

Document for next project:

• Actual vs. estimated costs
• Timeline accuracy
• Partner performance
• Backer feedback
• Process improvements

Cost-Saving Strategies

Packaging Optimization

Reduce costs:

• Right-size packaging
• Minimal but protective
• Consider poly mailers
• Bulk ordering

Shipping Optimization

Save on shipping:

• Regional rate boxes
• Cubic pricing where eligible
• Zone skipping for bulk
• Consolidator services

Volume Negotiations

Leverage your volume:

• Get quotes from multiple carriers
• Highlight total shipment volume
• Ask for crowdfunding rates
• Consider group buying with other campaigns

Common Mistakes to Avoid

Mistake 1: Underestimating International Costs

Reality check:

• International often 2-3x domestic
• Customs adds complexity
• Remote area surcharges
• Currency fluctuation

Mistake 2: Poor Address Collection

Get it right:

• Use validated survey tools
• Multiple reminder emails
• International address formats
• Phone number collection

Mistake 3: Unclear Customs Information

Prevent issues:

• Accurate product descriptions
• Correct HS codes
• Reasonable declared values
• Clear DDU communication

Mistake 4: No Buffer Budget

Plan for problems:

• 15-20% contingency
• Covers rate increases
• Handles reshipping
• Addresses errors

Mistake 5: Ignoring Timeline Reality

Be realistic:

• Add buffer to every estimate
• Communicate delays early
• Under-promise, over-deliver
• Factor in all dependencies

Fulfillment Checklist

Pre-Campaign

• [ ] Get product samples
• [ ] Calculate accurate weights/dimensions
• [ ] Research carrier rates
• [ ] Set realistic shipping estimates
• [ ] Plan geographic limitations

Post-Campaign

• [ ] Launch backer survey
• [ ] Collect addresses and shipping fees
• [ ] Finalize manufacturing timeline
• [ ] Select fulfillment partner
• [ ] Confirm packaging specifications

Pre-Fulfillment

• [ ] Receive and inspect products
• [ ] Complete kitting instructions
• [ ] Test pack sample orders
• [ ] Finalize shipping labels
• [ ] Communicate timeline to backers

Fulfillment

• [ ] Execute shipping by region
• [ ] Upload tracking information
• [ ] Monitor deliveries
• [ ] Handle exceptions promptly
• [ ] Send delivery confirmations

Post-Fulfillment

• [ ] Process returns/replacements
• [ ] Document lessons learned
• [ ] Thank backers
• [ ] Plan for retail/next project

Key Takeaways

Plan shipping before campaign: Accurate costs prevent financial disaster

Use specialized tools: BackerKit and similar save enormous time

Communicate constantly: Backers forgive delays, not silence

Budget for problems: Things will go wrong; be prepared

Consider regional fulfillment: Saves money and time at scale

Document everything: Your future self will thank you

Crowdfunding fulfillment is challenging, but with proper planning, realistic budgeting, and clear communication, you can deliver a great experience that builds your brand for future projects.