Promotional Merchandise - Corporate Gifting Quote to Fulfilment

Log the inquiry as a lead with recipient count, tier structure, product categories, in-hands date, budget per recipient, and decoration and artwork requirements.

Quote product unit cost, PMS colour references, decoration method, setup fees, run charges, kitting charge, per-recipient freight at confirmed rates, and management fee. Include quote validity and freight escalation clause.

On acceptance, issue the order confirmation with full spec including proof approval deadline and consequence clause. Create job record linking order confirmation, quote, and artwork files.

Raise separate POs for blank goods supplier and decorator with in-hands date prominently stated. Chase written acknowledgment from each supplier within 2 working days.

Send proof to customer immediately on receipt. Enforce written approval deadline - no production without written sign-off. Run a mid-production check at 50% of lead time.

Count every unit against the order confirmation before signing the delivery note. Reconcile all supplier invoices against POs. Issue customer invoice the same day goods are confirmed as correct and sync to accounting.

The quote is built from list prices rather than confirmed landed costs, so when supplier invoices arrive the actual costs exceed what was quoted and margin is lower than expected.

Proof approval is chased informally with no written deadline or sign-off gate enforced, so production either starts on unconfirmed artwork or the in-hands date is missed because approval was delayed.

Supplier invoices for blank goods, decoration, and freight arrive at different times after the customer invoice has been sent, making accurate job-level margin reconciliation impossible.