How to fulfill an Indiegogo campaign: Complete 2025 guide

The moment your Indiegogo hits its funding goal, a terrifying countdown begins.

You’ve got hundreds—maybe thousands—of supporters expecting their rewards. Your inbox floods with questions. Manufacturing timelines feel impossibly tight. And you know that most crowdfunding campaigns fail during this exact phase.

Here’s what creators don’t realize: fulfillment success isn’t determined after you get funded—it’s locked in before you even launch.

The difference between projects that thrive and those that collapse isn’t luck. It’s preparation. Smart creators plan for fulfillment challenges before they happen.

This guide reveals the proven framework that transforms nervous first-time creators into confident business owners. You’ll navigate every challenge from shipping costs to international customs while keeping supporters happy.

What you’ll learn

Why fulfillment planning starts before you launch

Fulfillment isn’t a post-funding afterthought—it’s a pre-launch strategy that directly impacts your budget, perk pricing, and project momentum. The difference between successful and failed projects often comes down to preparation, not execution.

The “momentum trap” catches countless creators off guard. The excitement of reaching your funding goal can quickly turn to frustration among supporters if there’s a long, silent gap between completion and product delivery. Pre-planning prevents this dangerous lull and keeps supporters engaged throughout the process. Research shows that 85% of crowdfunding projects fail overall⁸, with poor fulfillment planning being a primary contributor to this staggering failure rate.

Understanding the 15-20% budget rule is crucial for survival. This percentage of all funds raised will likely go to shipping and fulfillment—a cost that must be factored into your initial goal, not treated as an afterthought. Studies indicate that projects should budget 10-15% of funds for shipping, potentially up to 20%¹¹ depending on product complexity and international reach.

Successful creators also leverage this planning phase to build relationships with potential fulfillment partners and secure better rates. Early quotes for different order volumes help inform perk pricing strategies and prevent the common mistake of undercharging supporters while absorbing losses on every order. This forward-thinking approach protects your margins while ensuring supporters pay fair prices for actual delivery costs.

Your fulfillment costs directly impact perk pricing strategy. Obtaining early shipping quotes allows you to set appropriate prices for each reward tier and associated shipping costs, preventing costly mistakes that eat into your funding.

Calculate your Indiegogo shipping costs early

Estimating shipping costs presents one of the biggest challenges for creators, but breaking down all components beyond basic postage rates makes the process manageable and accurate.

The five core cost components include packaging materials like boxes, mailers, protective filler, and tape; postage rates charged by carriers; handling costs covering your time for DIY fulfillment or 3PL fees; customs and duties for international shipments; and contingency buffers for returns, damages, and reshipments. Research shows that 3PL pick and pack fees typically range from $1.50-$2.50 per order¹³, providing a baseline for professional fulfillment cost calculations.

Essential calculation tools include platforms like Easyship’s shipping calculator, but remember that accurate inputs matter more than the tool itself. You need final product weight, exact box dimensions, and comprehensive destination country lists to get meaningful estimates. The calculator is only as good as the data you provide.

Building costs into your project requires strategic fee structures on Indiegogo. You can choose flat-rate shipping for simplicity or regional pricing for accuracy, but both approaches need to account for these comprehensive costs in stretch goal planning and reward tier pricing.

Consider exploring different 3PL pricing models when discussing handling fees, as understanding various cost structures helps you budget accurately for professional fulfillment services.

Map a realistic fulfillment timeline

Understanding the sequence from completion to final delivery helps set realistic expectations for both you and your supporters, preventing the overcommitment that damages relationships and reputations.

The fulfillment clock starts ticking when Indiegogo disburses funds approximately 15 business days after completion. This marks “Day 0” of your actual fulfillment timeline, not the end date that supporters might expect.

Your critical path includes funds release taking 15 business days, manufacturing lead time spanning weeks or months depending on product complexity, freight transportation to your warehouse requiring days to weeks, receiving and inventory sorting consuming additional days, pick-pack-ship operations lasting days to weeks based on order volume, and final last-mile delivery adding more days or weeks to the total timeline.

The buffer rule cannot be overstated: add 2-3 months to your publicly stated timeline to protect supporter relationships from inevitable delays. Manufacturing hiccups, shipping disruptions, customs delays, and quality control issues will extend your timeline beyond initial estimates. This protective buffer maintains trust and prevents the angry communications that damage reputation and future sales potential.

Understanding common delay causes helps creators prepare contingency plans. Weather disruptions, port congestion, quality control failures, and supplier capacity constraints all contribute to timeline extensions. Building awareness of these potential issues into your planning helps you communicate proactively with supporters before delays become crisis situations.

Choose your fulfillment model: DIY vs. 3PL

Two primary fulfillment paths exist for creators: handling operations yourself or partnering with a professional third-party logistics (3PL) company that specializes in storage, picking, packing, and shipping operations.

Understanding what a 3PL is provides the foundation for making this critical decision. A 3PL manages your inventory storage, order processing, and shipment coordination, allowing you to focus on business growth rather than operational logistics.

DIY fulfillment works best for smaller projects under 100 supporters, simple single-item perks, and primarily domestic shipping scenarios. This approach requires sourcing packaging materials, printing shipping labels, coordinating daily post office visits, managing inventory storage, and handling customer service inquiries. While initially cost-effective, DIY fulfillment quickly becomes overwhelming as order volume increases.

3PL partnership becomes essential for projects exceeding 100 supporters, complex orders requiring kitting or assembly, international shipping reach, or heavy and bulky items requiring specialized handling. Professional fulfillment providers manage storage, picking, packing, shipping, and often customer service, allowing you to scale efficiently without operational bottlenecks.

For guidance on selecting the right fulfillment partner, explore how to choose a 3PL partner that aligns with your project’s specific requirements and growth objectives.

Consider researching the best fulfillment service companies specializing in crowdfunded project fulfillment to find providers with relevant experience and competitive pricing structures.

Mastering packaging and shipping logistics

Transitioning from strategy to execution requires focusing on cost optimization and brand experience through smart packaging and shipping decisions that protect your products while controlling expenses.

Dimensional weight represents a critical concept where carriers charge based on package size rather than actual weight. Using appropriately sized boxes prevents overpaying for wasted space, making right-sizing essential for cost control. When shipping big and heavy fulfillment items, understanding how size impacts costs becomes even more crucial for budget management.

Creating memorable unboxing experiences builds brand loyalty while serving practical purposes. Eco-friendly materials appeal to environmentally conscious supporters, while thoughtful packaging creates social media sharing opportunities. For complex orders requiring multiple items, professional kitting and assembly services ensure consistent presentation and reduce shipping costs through consolidated packaging.

Efficient label generation and order batching streamline operations, whether you’re handling fulfillment personally or working with a 3PL provider. Generating shipping labels in bulk reduces processing time, while batching similar orders accelerates picking and packing workflows. Professional fulfillment centers use sophisticated systems to optimize these processes automatically.

Understanding packaging requirements for different product types helps prevent damage during transit. Fragile items need additional padding, electronics require anti-static materials, and food products must meet specific safety standards. Working with experienced fulfillment providers ensures compliance with all packaging requirements while maintaining cost efficiency.

Managing supporter data accurately

Even perfect logistics plans fail without accurate shipping information, making data integrity a critical success factor that determines whether products reach their intended recipients.

Address collection methods vary from Indiegogo’s basic survey system to comprehensive tools like BackerKit for complex projects involving add-on sales or multiple reward tiers. The platform choice depends on project complexity and the level of customization your supporters expect.

Verification and data locking processes prevent costly shipping errors and delivery failures. Send a “final call” email requiring supporters to confirm shipping addresses before exporting data for fulfillment processing. This verification step catches address changes and corrections before products ship to the wrong locations.

Address change management requires established procedures for handling inevitable “I moved!” emails while maintaining operational efficiency. Create a clear timeline for accepting changes and communicate the cutoff date prominently to manage expectations and prevent last-minute disruptions.

Data security considerations become increasingly important as you collect and store personal information. Ensure your chosen platform complies with relevant privacy regulations and provides secure data handling throughout the fulfillment process.

Navigating customs, duties, and international taxes

International shipping complexity requires understanding customs regulations and tax obligations to prevent delays and surprise charges that frustrate international supporters and damage the project’s reputation.

DDP versus DDU represents a fundamental choice affecting supporter experience and your cost structure. Delivery duty paid (DDP) means you pay all fees upfront, providing the best supporter experience but requiring higher upfront costs. Delivery duty unpaid (DDU) transfers fee responsibility to supporters, potentially creating surprise charges and negative experiences upon delivery.

Regional compliance requirements vary significantly across major markets. The European Union eliminated the €22 VAT exemption, meaning all shipments now incur value-added tax². The IOSS (Import One-Stop Shop) system simplifies VAT collection for items under €150³, streamlining the process while ensuring compliance.

The United Kingdom maintains separate VAT rules following Brexit, with all goods subject to 20% VAT and duties applying to items over £135⁴. Understanding these specific requirements prevents costly delays and ensures smooth delivery to UK supporters.

Canada’s de minimis threshold sets duty obligations at CAD$150 and tax requirements at CAD$40¹, creating clear guidelines for Canadian shipments but requiring careful value declarations to avoid unnecessary fees.

Communication transparency becomes essential for maintaining international supporter relationships. Clearly explain on your project page how duties and taxes will be handled, whether you’ll use DDP or DDU, and what additional costs supporters might face upon delivery.

Supporter communication: The key to successful fulfillment

Consistent, transparent communication represents the single most important factor in maintaining supporter trust, especially during inevitable delays that test supporter patience and loyalty.

Establishing an update cadence creates predictable touchpoints that keep supporters informed and engaged throughout the fulfillment process. Implement monthly updates as a baseline minimum, supplemented by milestone communications like “Manufacturing complete!” or “Shipping begins!” to celebrate progress and maintain excitement.

Delay communication templates help manage difficult conversations professionally and transparently. When problems arise, acknowledge the issue immediately, explain the cause simply without technical jargon, present the new realistic timeline, and thank supporters for their patience while reassuring them of your commitment to delivery.

Using Indiegogo’s official update feature ensures all supporters receive information simultaneously and creates a permanent record of communications. This single source of truth prevents confusion and demonstrates your commitment to transparency throughout the fulfillment process.

Building community during fulfillment helps maintain engagement and excitement. Share behind-the-scenes content, manufacturing updates, and quality control processes to keep supporters invested in the journey rather than just focused on delivery dates.

Post-campaign growth: From Indiegogo to ecommerce

Successfully fulfilled projects mark the beginning, not the end, of long-term brand building that transforms one-time supporters into loyal customers and brand advocates.

Indiegogo InDemand allows continued selling on the same project page, leveraging the social proof and momentum you’ve already built. This program extends your project’s life beyond the original funding period, capitalizing on fulfillment success to drive additional sales.

Transitioning to independent ecommerce represents the natural evolution from crowdfunding to sustainable business operations. The post-fulfillment period provides the perfect opportunity to launch a Shopify store or other ecommerce platform, converting satisfied supporters into your first customer base with proven product demand.

Understanding ecommerce fulfillment requirements helps bridge the gap between project fulfillment and ongoing business operations, ensuring a seamless customer experience across all sales channels.

Fulfillment continuity becomes crucial during this transition period. The same 3PL partner that handled your project fulfillment can seamlessly manage ongoing ecommerce orders, maintaining service quality while you focus on marketing and business development. Consider exploring Shopify 3PL solutions that integrate with your ecommerce platform for streamlined operations.

10 common Indiegogo fulfillment mistakes to avoid

Learning from others’ costly errors helps you navigate fulfillment challenges without experiencing expensive setbacks that can derail success and damage supporter relationships.

Your Indiegogo fulfillment quick-start checklist

This actionable checklist guides your fulfillment process from planning through final delivery, ensuring no critical steps are overlooked during project execution.

To bring together all the strategies covered in this guide, here’s a simple checklist to guide your fulfillment process from start to finish:

Transform fulfillment from challenge to competitive advantage

Successful fulfillment represents what truly defines a triumphant crowdfunding project, building the trust and satisfaction that converts one-time supporters into loyal customers and brand advocates for years to come.

While the complexity of project fulfillment can seem overwhelming, it becomes entirely manageable with proper planning, realistic timelines, and the right partners supporting your efforts. The strategies outlined in this guide provide the framework for turning fulfillment from a daunting obligation into a competitive advantage that sets your brand apart.

Remember that professional fulfillment expertise can make the difference between success and failure. If your project is ready to scale beyond DIY capabilities, exploring professional 3PL services can be the most important decision you make for long-term business success.

Citations

1. Canada Border Services Agency. “Implementation of the CUSMA de minimis threshold.” CBSA, 2 May 2020. https://www.cbsa-asfc.gc.ca/publications/cn-ad/cn20-18-eng.html.
2. Parcel Monkey. “New EU VAT rules for sending packages to Europe.” Parcel Monkey, 2024. https://www.parcelmonkey.com/eu-vat-changes.
3. Vertex Inc. “Going Deeper with VAT Compliance – OSS vs IOSS.” Vertex, 20 Feb 2025. https://www.vertexinc.com/resources/resource-library/going-deeper-vat-compliance-oss-vs-ioss.
4. International Logistics Group. “Shipping from US to UK: Duties & Taxes to Expect.” ILG, 27 Nov 2024. https://www.international-logistics-group.com/uk-en/insights/shipping-from-the-us-to-the-uk-160338/.
5. ShipStation. “Do I have to pay Value Added Tax (VAT) when shipping to the UK.” ShipStation Help, 23 Aug 2024. https://help.shipstation.com/hc/en-us/articles/360052074631-Do-I-have-to-pay-Value-Added-Tax-VAT-when-shipping-to-the-UK.
6. Mollick, Ethan. “The Kickstarter Fulfillment Report.” AVC, 8 Dec 2015. https://avc.com/2015/12/the-kickstarter-fulfillment-report/.
7. van Otterloo, Sieuwert. “Measuring project success: the fulfillment rate of crowdfunded projects on Kickstarter.” ICT Institute, 2022. https://ictinstitute.nl/wp-content/uploads/2022/05/CSRJ-Otterloo-2022-4-Measuring-project-success-crowdfunding-kickstarter.pdf.
8. Floship. “10 Reasons Why Crowdfunding Campaigns Fail.” Floship Blog, 5 Mar 2020. https://www.floship.com/blog/_why-crowdfunding-campaigns-fail/.
9. LaunchBoom. “Indiegogo vs Kickstarter: What’s the Difference in 2025.” LaunchBoom, 15 May 2025. https://www.launchboom.com/crowdfunding-guides/indiegogo-vs-kickstarter-whats-the-difference/.
10. SendFromChina. “The True Cost of Kickstarter: 2025 Fees, Hidden Expenses, and Budget Tips.” SendFromChina, 12 Jul 2025. https://www.sendfromchina.com/NewsCenter/kickstarter-fees-guide.html.
11. Indiegogo Education. “How to Budget Shipping Costs for Crowdfunding.” Indiegogo, 2023. https://entrepreneur.indiegogo.com/education/article/how-to-budget-shipping-costs-for-crowdfunding/.
12. eFulfillment Service. “Pricing your Crowdfunding Campaign: A Guide for Success.” eFulfillment Service, 14 Nov 2023. https://www.efulfillmentservice.com/2023/11/pricing-your-crowdfunding-campaign-a-guide-for-success/.
13. OpenSend. “7 Fulfillment Cost per Order Statistics For eCommerce Stores.” OpenSend, 20 Apr 2025. https://www.opensend.com/post/fulfillment-cost-per-order-ecommerce.