What is the minimum lead time I should allow for a multi-supplier kit run?

The minimum lead time is determined by the longest component: production lead time plus proof cycle time plus kitting and dispatch time. For a standard promotional kit with one embroidered line (5-7 day production plus 3-5 day sew-out) and two hard goods lines (5-7 days), allow at least three weeks from order confirmation to dispatch. Rush production is available but carries a 10-30% premium that must be quoted and recovered.

How should I handle a partial component delivery that would delay kitting?

Notify the customer in writing the same day you identify the shortage. Confirm the revised delivery date from the supplier in writing. Assess whether the shortage affects the full kit quantity or only part of the run. If a partial run can proceed, confirm with the customer whether partial dispatch is acceptable before beginning assembly. Update the job record and adjust the dispatch date formally.

When should assembly costs be quoted as a named line item versus embedded in unit pricing?

Assembly costs should always be a named line item in the customer quote. Embedding kitting labor in product unit pricing makes the charge invisible to the customer and impossible to reconcile against actual assembly time at cost reconciliation. A named line at $1.25-$2.75 per kit is easier to defend and easier to track than a margin that has quietly absorbed the labor cost.

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Workflow Scenario

Promotional Merchandise - Multi-Supplier Kitting and Fulfilment

8 steps. Every kit inspected. Every cost confirmed.

Step by step

Confirm Kit SpecificationJobs

Confirm every component line in writing: product code, PMS colour reference, decoration method, artwork file version, quantity per kit, total quantity, recipient type, packaging spec, and dispatch method.

Map the Critical PathJobs

Identify the component with the longest combined lead time (production plus proof cycle). Set the kitting date from that line. All other lines must be ordered to arrive on or before that date.

Raise Supplier POsPurchase Orders

One PO per supplier with in-hands date prominently stated. Separate POs for blank goods and decorator if different suppliers. Chase written acknowledgment within two working days.

Send Artwork Briefs and Manage Proof ApprovalWorks Orders

Send artwork briefs to decorators immediately after POs are raised. Request correct proof type by decoration method. Set and enforce a written proof approval deadline with the customer.

Inspect All Components on ArrivalDelivery Notes

Count every line against the PO. Check decoration against the approved proof. Photograph discrepancies and notify the supplier in writing the same day. Do not begin assembly until all lines pass inspection.

Assemble and Record CostsJobs

Log assembly labor at burdened rate ($0.50-$2.75 per kit depending on complexity, Productiv Mar 2026). If using a fulfilment partner, match their invoice to the PO before approving payment.

Dispatch Against Verified ManifestDelivery Notes

Verify every recipient address before dispatching. Flag residential addresses not quoted with a residential surcharge. Obtain tracking references and send to customer within one working day.

Reconcile Costs and InvoiceInvoices

Match all supplier invoices against POs. Raise the customer invoice same day as dispatch confirmation with component lines, assembly charge, and freight as separate named line items.

What this workflow solves

A kit arrived at the customer with one defective component line because assembly started before all deliveries had been inspected, requiring a costly partial rework and reshipment.

Freight was quoted as a flat rate and the run included 140 residential addresses, resulting in $630 in unrecovered residential surcharges absorbed as an overhead cost.

The customer invoice was raised before all supplier invoices had been received, so the job margin was unknown at billing and two supplier costs arrived the following week at above-PO values.

Frequently asked questions

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