Promotional Merchandise - Managing a Client Loyalty Gifting Programme

Client's programme brief captured as a lead. Document recipient segments, gift tiers and values, despatch frequency, estimated annual volume, and delivery requirements.

Quote produced per gift tier covering product cost, decoration method and run charges, setup fees, warehousing fee if applicable, and per-despatch fulfilment charge. Versioned if tiers are revised.

Programme contract agreed covering minimum committed volume, fixed pricing per tier, billing schedule, stock holding terms, and cancellation provisions.

RFQs raised to product suppliers for blank goods per tier. Decoration supplier briefed on artwork, PMS colour specs, and expected volumes. Spec samples requested and approved before production.

Purchase orders placed with approved suppliers. Delivery notes raised on receipt. Decorated stock quality checked and logged into inventory against the client programme.

Each despatch cycle triggered by client instruction or scheduled date. Job raised per batch; delivery notes issued per recipient batch or delivery address; inventory updated after each despatch.

Invoice raised per despatch batch or on the agreed billing schedule. Invoice lines reference programme contract pricing. Synced to accounting software.

Programme orders arrive in unpredictable batches with little forward notice, making it hard to maintain the right stock level without tying up excess capital in decorated goods.

Managing multiple recipient tiers and gift values within a single programme means quotes and fulfilment records become complex to track without a system linking contracts to stock and despatch.

Invoicing each despatch cycle separately and reconciling it against the programme contract requires manual matching at month end that takes hours and introduces billing errors.