Promotional Merchandise - New Client Account Setup

Request and receive the client's brand guidelines. Confirm logo files are in vector format (EPS or AI), and record PMS colour references, approved typefaces, and any restrictions on decoration methods or product categories.

Create the client record with the agreed markup structure, volume discount thresholds, and any client-specific pricing for regularly ordered lines. Confirm credit terms and payment method.

Establish which decoration methods the client approves - embroidery, screen print, digital print - and which decorator suppliers are on the approved list for each method. Agree default decoration choices by product category.

Add the client's regularly ordered products with agreed costs and selling prices. Include run charges, setup fees, and minimum order quantities for each decoration method so quotes can be built accurately without manual calculation.

Confirm who within the client's organization can authorize orders, whether artwork sign-off is required before production is released, and how order confirmations should be communicated to the client.

Document how the client will supply artwork for each order - reuse of stored files or new artwork submission - how proofs will be reviewed, and the expected turnaround time for approvals.

Process the client's first order through the full workflow: quote, order confirmation, purchase order to supplier, delivery note. Confirm all pricing, documentation, and communication meet expectations before the account goes into regular operation.

We take on a new client and their first order is a rush job before we've agreed how their artwork approval works - proofs sit unreviewed and deadlines get missed.

Pricing errors on first orders happen because we haven't set up a proper rate card for the account - run charges and setup fees get forgotten until the invoice stage.

We don't have the client's brand assets stored in one place, so every new order involves chasing for logo files and PMS references we've had before.