Promotional Merchandise - Seasonal Gifting Campaign Management

Capture the client brief - products, quantities, decoration requirements, delivery date, and budget. Flag immediately if the lead time is tight against supplier production windows.

Build a quote covering all product lines, decoration methods, setup fees, run charges, and delivery costs. Include tiered quantity pricing where quantities are not yet confirmed.

Send the quote for client approval and set a follow-up date. Seasonal deadlines compress fast - an unanswered quote directly affects supplier order timing.

Raise POs to each supplier covering agreed products and quantities. Multi-product campaigns may require separate POs to three or more decoration suppliers.

Collect client-approved logo files and share specifications with each decorator. Record formal sign-off so there is a clear approval trail if colour or positioning queries arise.

Track supplier production against the campaign delivery date. If a confirmed lead time puts delivery at risk, escalate immediately and document all supplier confirmations in writing.

Confirm the delivery split with the client - individual addresses, branch offices, or event venues. Issue delivery notes covering each destination before despatch.

Raise the sales invoice on confirmed despatch. For large campaigns, consider a deposit invoice at order confirmation and a balance invoice on despatch rather than a single end invoice.

Artwork approval delays push production start dates back without any warning, leaving the deadline intact but the delivery window impossible to meet.

Multi-supplier campaigns are tracked across email threads and spreadsheets, making it hard to see at a glance which orders are confirmed, in production, or at risk.

Seasonal orders frequently involve multiple delivery addresses, and managing those splits manually leads to missed consignments and client complaints after despatch.