How to Avoid Print Delays and Launch Day Disasters
I compiled The Indie Author’s Survival Guide to KDP & IngramSpark: How to Avoid Print Delays and Launch Day Disasters because I know independent authors rarely talk about it on launch day. Still, many, including people I’ve known, have the same nightmare story: you plan a specific publication date, upload to KDP and IngramSpark . . . and discover at the worst possible moment that your files aren’t print-ready, your book is “in review,” or copies can’t even ship to the country you need.
Let’s fix that.
Below is a practical, no-nonsense guide from an editor’s perspective to help you avoid last-minute disasters on both KDP and IngramSpark, including some international and EU-specific gotchas that don’t show up in the marketing copy.
1. The Silent Killer: “Not Print-Ready” PDF
Both KDP and IngramSpark will accept your upload . . . and then quietly reject it, stall it, or produce ugly proofs if your files aren’t prepared to their exact specs. So, how do you avoid print delays?
Interior File Traps
On KDP, a print-ready PDF with bleed must be slightly larger than your trim size (0.125” extra on three sides, 0.25” extra in height). (Kindle Direct Publishing) IngramSpark has very similar requirements and expects one complete interior PDF with no separate chapter files. (IngramSpark)
Common mistakes that cause delays:
- Wrong trim size: You designed at 6×9 but selected 5.5×8.5 in the dashboard.
- No bleed set up: Images meant to go to the edge stop short because you didn’t extend them past the trim line.
- Fonts not embedded: Both platforms require embedded fonts; non-embedded fonts can trigger errors or reflow issues. (Kindle Direct Publishing)
- Low-resolution images: Anything under 300 dpi risks rejection or fuzzy printing.
- Odd page counts: Certain bindings require a minimum/maximum page count; covers may be rejected if spine width doesn’t match the page count and paper type.
How to prepare:
- Use KDP’s and IngramSpark’s own trim size charts and PDF setup guides before you lay out your book. (Kindle Direct Publishing)
- Export your PDF as PDF/X-1a or PDF/A with fonts embedded.
- Run a “preflight” check in InDesign, Affinity Publisher, or Acrobat to catch non-embedded fonts, RGB images, or wrong page sizes.
Cover File Traps
KDP requires all covers to include a bleed and provides a cover calculator/template that factors in trim, page count, and paper type. (Kindle Direct Publishing) IngramSpark does the same via downloadable templates.
Authors often lose days over:
- Using an old template after changing the page count.
- Forgetting to update the spine text when the page count changes.
- Background colour or image not extending to the bleed.
Prep tip: Every time you change the page count, regenerate the cover template for both platforms and rebuild your print cover from that.
2. Platform Gotchas: KDP vs IngramSpark
ISBNs and Exclusivity Landmines
- If you own your ISBN, you can use both platforms, but don’t turn on KDP’s Expanded Distribution if you also use IngramSpark for print distribution—they overlap and can conflict. (IngramSpark)
- If you use a free ISBN from IngramSpark, they are listed as the publisher of record, which may matter for your brand and for moving the title elsewhere later. (IngramSpark)
Review and Approval Timelines
- KDP typically reviews books within 24–72 hours, but it can take longer during peak times or if its automated checks flag an issue.
- IngramSpark can take several business days for file checks, and once approved, it can take additional time for the metadata to fully propagate through the global retail network. (IngramSpark)
Plan for this:
If you have a hard launch date, upload final files at least 3–4 weeks before:
- Week 1: Upload to KDP, order a proof, and fix anything you don’t like.
- Week 2: Upload corrected files to IngramSpark and order a proof there.
- Weeks 3–4: Approvals, distribution feed, retailer listing delays, and any reprints.
3. International Realities: EU, Shipping and Trade Policies
Here’s where things get messy—and where many indie authors are blindsided.
KDP Print in Europe
KDP Print uses Amazon marketplaces and regional print plants (for example, Poland now handles much of KDP’s EU printing post-Brexit). (KDP Community)
However:
- Some authors in EU countries, such as Ireland, have reported being unable to order proof or author copies to their address from certain marketplaces, even when the book is “live.” (KDP Community)
- Availability can differ between retail sales (customers ordering a copy) and proof/author copies (you ordering at cost).
There isn’t a clean public “these EU countries are excluded” list—availability can change by marketplace, address, and even by temporary logistics disruptions—so you need to test.
Prep tip (EU authors):
- Once your book is live, try ordering proofs/author copies from several Amazon marketplaces (.de, .fr, .it, .es, .co.uk) to see which will ship to you. (Reddit)
- Don’t assume that if one marketplace says “cannot ship to this address,” you’re completely blocked.
IngramSpark and the EU
IngramSpark prints for Europe from the UK, and often ships into EU countries as imports. That means:
- Customs and VAT: Since Brexit, EU shipments from the UK often incur import VAT, handling fees, and customs delays. IngramSpark has acknowledged changes in shipping costs and processes for books moving from the UK into the EU27. (IngramSpark)
- Declared value issues: Some authors report that IngramSpark overstated the value on customs forms, leading to higher taxes and, in some cases, making author copies prohibitively expensive. (Reddit)
- Direct sales limits: IngramSpark’s Share & Sell terms note that certain transactions cannot be shipped outside the US, UK, or Australia, meaning EU readers may need to order via retailers rather than your direct link. (IngramSpark)
On top of that, broader EU trade and sanctions policies restrict or complicate shipments to Russia, Belarus, Crimea, and some non-government-controlled areas of Ukraine. Many carriers and platforms either won’t ship there at all or face heavy compliance checks. (Sanctions & Export Controls Blog)
Prep tip (international & EU focus):
- Expect higher costs and longer timelines for EU author copies from IngramSpark; build that into your launch schedule and budget.
- For “problem” countries or regions under sanctions, consider ebook-first launches and/or partnering with a local printer that can legally handle domestic distribution.
4. Metadata, Pricing, and Legal Fine Print that Cause Delays
Even if your PDFs are perfect, the following can hold your book back:
- Territory rights not clearly set: KDP requires you to declare where you hold rights; if you choose worldwide when you shouldn’t, or mis-set territories, you can run into availability or rights disputes. (Kindle Direct Publishing)
- EU VAT in pricing: KDP automatically adds VAT to EU Kindle store prices when you “calculate” from your US price, but print pricing and retailer discounts require careful thought to avoid a zero or negative royalty. (Kindle Direct Publishing)
- Incomplete account setup: Missing tax information, unverified identity, or bank details can block royalty payments and sometimes delay title approvals on both platforms. (IngramSpark)
Prep checklist:
- Have your imprint name, ISBNs, tax ID, and bank info ready before you even start uploading.
- Decide in advance whether you’ll use publisher-standard discounts (often 53–55% on IngramSpark) to make your book attractive to brick-and-mortar stores. (Holly Brady | Publishing Strategist)
- Write clean, retailer-friendly metadata (categories, BISAC codes, keywords). Good metadata also helps your book travel better globally. (IngramSpark)
5. A Realistic Self-Publishing Timeline
To avoid last-minute heartbreak, think backwards from your desired pub date:
8–10 weeks before launch
- Final edit and proofread
- Choose trim size, format, and distribution strategy (KDP only, IngramSpark only, or both).
6–8 weeks before
- Layout and design interior and cover using current templates
- Preflight files
4–6 weeks before
- Upload to KDP and IngramSpark as “drafts.”
- Order physical proofs from both (especially if you’re outside the US/UK).
3–4 weeks before
- Fix any issues revealed in proofs (fonts, margins, colour, paper choice).
- Approve files once you’re genuinely happy—don’t rush this step.
2+ weeks before
- Allow for review times, metadata propagation, and any surprise shipping or customs delays.
Self-publishing on KDP and IngramSpark is absolutely doable. Now that you know how to avoid print delays and launch day disasters, you’ll have a much smoother ride if you treat file prep, timelines, and international logistics as seriously as the writing itself. Build cushions into your schedule, test your shipping options early—especially in the EU—and your launch date will be something to celebrate, not survive.
For more information on how to publish on KDP and IngramSpark, review my step-by-step guide for indie authors. And if you’ve encountered an issue that hasn’t been addressed here, please let me know in the comments.