If you’re preparing files for PCB assembly, even one missing or mislabeled document can cause days – or even weeks – of production delays.
That’s why preparing your files correctly before sending them to your manufacturer is crucial. Whether you’re using Altium, KiCad, Eagle, OrCAD, PADS, or another design tool, the fundamentals of PCB file submission remain the same.
At Henway Tech, our engineers work directly with customers to ensure CAD packages are correct, complete, and production-ready. By following a few best practices, you’ll reduce back-and-forth communication, minimize errors, and speed up the entire PCB production cycle.
The Complete File Set Every Manufacturer Needs
A proper CAD export should include all the files your assembler requires to manufacture and assemble your PCB. Here’s the standard checklist:
Gerber files for every layer
Each PCB layer – copper, solder mask, silkscreen, and the board outline – needs its own layer in the Gerber file.
Drill files in NC format
Drill files should clearly define hole sizes and locations. NC (Numerical Control) drill files are the industry standard.
Bill of Materials (BOM)
Include manufacturer’s part numbers, descriptions, package types, values, and manufacturer preferences. A well-prepared BOM helps sourcing move quickly.
Pick-and-place file (PnP/XY)
For SMT assembly, this file contains the X/Y coordinates, rotation values, and reference designators for each part.
README or fabrication notes
Optional, but recommended. Notes clarify special requirements, design quirks, or mechanical restrictions.
Why File Naming Conventions Make a Difference
While Henway can work with nearly any file naming structure, poor labeling increases the risk of errors.
- Clear names like TopCopper.GTL or BottomSolderMask.GBS make it obvious which file belongs where.
- Vague names like Final-v4.gbr can confuse both engineers and automated PCB manufacturing software. Best to come up with a unique and human friendly Board Name and Version e.g. Relay Controller V2
At Henway, real people review every file you send. If something is unclear, we’ll ask questions. That said, clear names reduce unnecessary back-and-forth emails and speed up the quoting process.
Double-Check Your Gerber Export Settings
Gerbers are the foundation of PCB production, so errors here are costly. Before submission, ensure that:
- The board outline is included and clearly visible
- The drill file matches the stack-up
- Apertures and units are consistent across all files
👉 Pro Tip: Use a free Gerber viewer such as Gerber Viewer by KiCAD to validate your export before sending it. Henway engineers also check Gerbers before quoting, but catching mistakes early prevents delays.
Making Your BOM Easy to Interpret
Your BOM is the roadmap for component procurement and assembly. A well-structured BOM should include:
- Part number, quantity, and value
- Reference designator (e.g., R1, C3, U7)
- Footprint/package type
- Preferred manufacturer(s)
- Alternates for hard-to-source components
- DNP (Do Not Populate) flags where needed
📂 File format matters: Submit your BOM as Excel or CSV. Avoid screenshots or PDFs, which often cause errors and delays.
At Henway, if you’re missing information, we’ll help you fill in BOM gaps as a free service—one of the many ways we support customers.
Cleaning Up the Pick-and-Place File
PnP files (sometimes called XY files) are notorious for causing problems if not prepared carefully.
- Ensure the PnP matches your BOM and layout 100%.
- Double-check footprint orientation and rotation values—these are common error points.
At Henway, clients don’t need to stress about perfect formatting. Our specialized CAD software automatically validates and cleans PnP files, reducing errors and saving you time.
Flagging Special Requirements Early
Special requests can change the way boards are fabricated and assembled. Examples include:
- Lead-free assembly
- Conformal coating
- Non-standard or oversized components
- Mechanical restrictions or enclosures
To avoid surprises, flag these requirements in your README.txt file. And since Henway assigns you a dedicated engineer, mentioning them in an email works just as well. Real people review every order, ensuring nothing gets overlooked.
Coordinating File Submission with Henway
At some PCB houses, you upload files to a portal and hope for the best. Henway takes a different approach.
- Preferred method: Email submission
- Contact: [email protected]
- Process: Your email gets routed immediately to an engineer with the right expertise for your project. From there, you’ll have direct conversations with experts—not just automated responses.
This human-first approach ensures better communication and fewer production delays.
Requesting a File Review Before Production
Even experienced engineers miss details in their CAD exports. That’s why Henway offers:
- Free simple reviews: Basic checks of your CAD package before quoting.
- Advanced reviews: Comprehensive DFM (Design for Manufacturability) checks and design reviews to spot mismatches between design intent and project requirements.
These services prevent costly mistakes and help you move into production with confidence.
How Henway Assists Clients at Every Stage
Henway goes beyond file review—we act as a true partner in your design-to-production journey:
- Free DFM reviews: Ensuring your design is manufacturable.
- Advanced gap analysis: Identifying and solving mismatches in design intent vs. actual performance.
- Filling in missing BOM components: Helping clients source or substitute parts.
- Direct engineer access: You can always schedule a call with a design engineer for expert advice.
This hands-on engineering support is what sets Henway apart from traditional PCB houses.
Henway’s CAD File Submission Checklist
To make life easier, here’s a quick summary of what Henway expects:
✅ Gerbers for each PCB layer
✅ Drill files in NC format
✅ BOM in Excel or CSV (not PDF)
✅ Pick-and-place file (PnP/XY)
✅ README.txt with special notes
✅ Native CAD files or ODB++ accepted
✅ Optional: physical samples for reverse engineering
Conclusion: Smoother PCB Production Starts with Better CAD Prep
Preparing your CAD files properly is one of the simplest ways to ensure faster turnaround times, fewer errors, and smoother communication with your PCB manufacturer.
At Henway Tech, we don’t just process files—we partner with clients to review, optimize, and validate their designs before production begins. By emailing your CAD package directly to our engineers, you’ll benefit from real human expertise, flexible file acceptance, and engineering-driven feedback.
Whether you’re a startup building a prototype or an established company scaling production, Henway makes PCB assembly faster, smarter, and easier.
Frequently Asked Questions
Q1: What formats does Henway accept besides Gerbers?
We accept Altium, Eagle, KiCad, OrCAD, PADS, and ODB++, along with Gerbers.
Q2: Can I send early-stage designs for review?
Yes. Henway provides free DFM reviews and feedback even before your BOM or Gerbers are finalized.
Q3: Does Henway provide a CAD checklist or guide?
Yes. We provide a submission checklist (see above) and help clients navigate missing or incomplete data.
Q4: Who should I contact with CAD questions?
Email [email protected] and you’ll be connected directly to the right engineer.
Q5: How does Henway handle missing or unclear BOM details?
Our engineers will fill in missing parts or suggest alternates, often as a free service.
Q6: Will Henway review my files before quoting?
Yes. We perform free simple reviews, with advanced DFM and gap analysis available as part of our turnkey services.