When does the client sample approval workflow apply?

Physical sample approval applies to new product setups, colour-critical decoration briefs, high-value branded apparel, and any order where the client has not previously approved that exact product and decoration combination. For reorders of a previously approved specification, a sample may not be needed - but confirm this in writing with the client before proceeding to production.

What happens if the client rejects the sample?

Document the specific rejection reasons - colour mismatch, decoration quality, sizing issue - and raise a revised sample request with the supplier noting the required corrections. Resampling adds time to the project, so notify the client immediately if the originally agreed delivery date is no longer achievable and get their written acknowledgment of the revised schedule.

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Workflow Scenario

Promotional Merchandise - Client Sample Approval

Sample approved. Spec on record. Production green-lit.

Step by step

Confirm sample requirementJobs

After quote acceptance, determine whether a physical sample is required. Record against the job what the sample must demonstrate - decoration method, PMS colour, garment fit, or product spec.

Request sample from supplierRFQs

Raise a direct sample request or RFQ to the supplier specifying decoration method, PMS colour references, product spec, sizing, and finishing requirements. Log the expected arrival date.

Inspect sample on arrivalJobs

Check the sample against the original spec: decoration quality, PMS colour accuracy, product weight and finish, sizing, and any special finishing details. Record findings in the job record.

Send to client for approvaleForms

Send the sample to the client with a written approval request, a clear response deadline, and guidance on what to check and sign off.

Record client decisionJobs

Log the client's response - approved, approved with amendments, or rejected with documented reasons. If rejected, note corrections required and revise delivery schedule.

Authorize bulk productionPurchase Orders

Send written confirmation to the supplier that the sample is approved and bulk production can proceed, referencing any amendments agreed at sample stage.

What this workflow solves

The client sat on the sample for two weeks and the deadline passed before we got a decision - now production is backed up and we're tight on delivery.

The supplier's sample didn't match the PMS colour we specified, but we had no written record of what we'd originally asked for, so the dispute went nowhere.

We verbally approved a sample and the client later claimed the finished goods weren't what they expected - we had no paper trail to fall back on.

Frequently asked questions

Modules used

Jobs RFQs Purchase Orders eForms Quotes

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