How to Start a Longarm Quilting Business
A Step-by-Step Guid For Beginners
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So… you’re thinking about turning your longarm into a business.
Maybe your friends keep telling you, “You should be charging for this!” Or maybe you’ve already quilted a few tops for others and now you’re wondering: Could I really make this work as a side hustle—or even a full-time gig?
The answer? Yes, you absolutely can.
But (you knew that was coming), there’s more to launching a successful longarm business than just saying “yes” to the next customer.
Whether you’re taking your first step into the world of professional quilting, or formalizing a side hustle into a real business, there’s more to running a successful longarm quilting business than just turning on the machine and stitching away.
There are real logistics involved—things like insurance, taxes, business structure, and pricing.
Yes, it’s exciting to imagine getting paid to do what you love. But before you start filling your calendar with customer quilts, it’s important to think things through. In this post, we’ll explore everything from setting business goals and pricing your services, to choosing software and getting insurance. (Spoiler alert: you probably need more coverage than you think.)
Before you panic and dive into a sea of paperwork, take a breath. I’ve been there, and I’m here to walk you through the nuts and bolts so you can build a business that works for you—and still leaves you time to enjoy quilting.
Start With a Vision (Not Just a Machine)
Ask yourself: What do I want this business to look like?
Do you want to supplement another income or go full-time?
Will you focus on edge-to-edge designs, specialty custom work, or a little of both?
How many quilts can you realistically do each month?
While you’re dreaming up your business model, let me save you some time: It’s easy to let enthusiasm lead the way and agree to quilt for everyone, anytime. But trust me: boundaries are your friend.
Decide when customers can drop off, or pick up, their quilts and stick to those days. I like to schedule several appointments on just one or two days a week—it keeps me focused and productive the rest of the time.
Start as you mean to go on. It’s much easier to set expectations up front than to try to reset them later.
Sole Proprietor or LLC? It’s Not Just Alphabet Soup
When it comes to legal structure, you’ll need to choose: do you want to be a sole proprietor or set up an LLC? There are pros and cons to each. A sole proprietorship is the simplest structure, but an LLC may offer more protection, and this is where a quick chat with your accountant can really pay off.
You’ll also need a tax ID number (often called an EIN). This is used for everything from wholesale accounts to filing taxes and is usually free to obtain online through your state’s revenue department or the IRS.
Don’t forget—you’re now the boss, the HR department, and payroll. That means paying your own taxes, Social Security, (twice the amount as you are now both employer and employee) and Medicare. You can usually file quarterly, but trust me: work with an accountant to get it right and avoid IRS headaches later.
Don’t Sleep on Sales Tax
Almost every state requires small business owners to collect sales tax on tangible goods. Some, like my home state of Nebraska, also tax services—including quilting. My current state of Missouri doesn’t tax services, but it does tax goods, if they are more than 15% of the cost of the service. Be sure to check your own state’s rules.
Bonus tip: Depending on your revenue, some states will let you file sales tax once a year, or quarterly, instead of monthly. That’s fewer spreadsheets and more sewing time.
Your New Best Friend? Bookkeeping Software.
Let’s be honest: most of us didn’t start quilting because we love QuickBooks. Quilting is fun. Paperwork? Not so much. But it’s a necessary evil—and the right software can make a huge difference.
I personally love Machine Quilters Business Manager. It’s made for longarm quilters and includes customer databases, quilt logs, intake forms, and financial tracking. It even lets you add your logo, create waitlists, email your clients, upload pics of clients quilts and more! Having it all in one place is a huge time-saver—and makes your accountant very happy come tax season.
Want to save $25 off a purchase of the MQBM Software? Enter your email address and click get code.
(Limited time offer, affiliate link may apply)
Intake Forms: Not Just for Hospitals
If you’re not already using an intake form, start now. It doesn’t have to be fancy—but it should clearly list what the customer is requesting, any issues with the quilt, your estimated finish date, and any materials you’re providing (like batting or thread).
It should include:
Completion date
Pricing
Services included
Notes about the quilt (loose seams, fullness, etc.)
Thread color and batting
This is especially helpful for mail-in customers you never meet face-to-face. A solid intake form prevents misunderstandings and builds trust from the start.
Download a free editable PDF copy of my intake form here.
(This is the hard copy I used before I got MQBM)
Pricing: The Trickiest Stitch of All
Don’t forget to charge separately for:
Batting
Thread
Turning quilts
Backing seams
Repairs
- Rush Jobs
Here’s the million-dollar question. Pricing can be tricky. There are a lot of ways to charge—by the inch, by the square foot, flat rates—but what matters most is making sure you are charging enough!
Start by calculating your baseline monthly expenses:
Utilities
Advertising
Thread/batting/backing
Insurance
Maintenance
Then figure out how much time each job takes. If you don’t add this in you are working for FREE! Once you know your labor and overhead, double, or triple, that number. Why? Because that’s your gross income—you’ll still need to set aside money for taxes and savings.
You’re not just covering costs—you’re running a business, and yes, it’s okay to make a profit doing what you love. Keep in mind that your customers have spend 100’s of dollars, and countless hours on their quilts, it is not your job to make their hobby more affordable.
If your market doesn’t support à la carte pricing, roll those services into a higher base fee. i.e. don’t show them as a separate line item, but make sure you’re still valuing your time and costs.
Your new motto is “If It Costs You Time, It Costs Them Money!”
Insurance: Boring, But Crucial
I get it—insurance isn’t exciting. But it is critical. Most homeowners’ policies won’t cover business-related tools or customer quilts. The minute you start using your machine for business it is no longer covered.
You might think you are covered because you have a blanket amount for your personal possessions, but keep in mind that is for a total loss. What happens if you have a flood? A lightning strike? Smoke damage? You need a policy that protects:
Your longarm and other machines
Customer quilts (especially if they’re irreplaceable)
Liability (if someone slips in your studio) a must if you are a sole proprietor.
Look into policies made for home-based crafters. I’ve used Allstate, but there are others. Just don’t assume your regular insurance will cover you—it probably won’t.
Wrap-Up: It’s a Lot… But You’ve Got This
Yes, starting a longarm business has a learning curve—but it’s completely doable when you take it one step at a time.
Here’s your roadmap:
Define your business goals and schedule.
Choose your legal structure and apply for your Tax ID.
Understand your state’s sales tax requirements.
Get bookkeeping software (and use it!).
Create an intake form and price your services with confidence.
Don’t skip the insurance.
Local resources—like your small business development center or chamber of commerce—may also offer free help for new entrepreneurs.
The quilting world needs your talent. Don’t be afraid to treat your gift like a real business—because it is. You are just as skilled as the plumber, electrician, computer tech…. value yourself!
Want More Tips Like This?
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I regularly share tips on machine quilting, running your sewing business, and making your creative life a little more stress-free.
👇 Leave a comment if you’re already running your own quilting business, or just getting started, I’d love to hear what you’ve learned!
Thanks Kris
I took a class years ago at Road2CA. You are so generous with sharing tips. I’ve been quilting for ten years. Very good information.
You are most welcome. I’m so glad you liked it.