Ordering branded merchandise for your business does not need to take two weeks of back-and-forth. This is the exact step-by-step process, with the details most first-time buyers learn the hard way.

Step 1. Get your logo files ready

Before you even browse products, make sure you have:

Your logo in vector format (.ai, .eps, .svg, or high-resolution .pdf). Suppliers cannot brand from a low-res .png pulled from your website.
Your brand colours as Pantone (PMS) or CMYK values. Pantone gives the most accurate colour match.
A secondary logo version if your main logo is complex. Sometimes a simplified icon brands better on small items.

Step 2. Nail down the brief

Answer these five questions before requesting quotes. It saves days of rework:

How many units? MOQs typically start at 25 to 100 per product. Going below MOQ usually means the supplier cannot run it at all.
What is the per-unit budget? Branding included and VAT clarified.
By when do you need it? Standard is 7 to 14 working days after artwork approval. Add delivery on top.
Where does it deliver? One location or multiple? Multiple locations usually cost more.
What is the branding position and size? Logo on the front, back, sleeve, side? Each position is usually priced separately.

Step 3. Select your products

Traditional suppliers make you request catalogues, wait for availability checks, and chase quotes for every item. Modern platforms like Brandful show live pricing, volume discounts, and available branding methods on every product page. You can filter by budget, category, or rush availability.

Step 4. Request a formal quote

A proper quote should include:

Product unit cost (ex VAT)
Branding cost per unit, per position
Setup fee per branding position
Quantity and unit price breaks
Delivery cost
VAT line
Lead time from artwork approval
Payment terms

If any of these are missing, ask for them in writing. On Brandful, quotes are generated instantly with all of these line items visible before you submit.

Step 5. Approve artwork and proofs

The supplier will return a digital artwork proof or mockup. Look at:

Logo placement and scale relative to the product.
Colour match against your brand guidelines.
Spelling on any text elements.
Alignment across sizes (for apparel).

Artwork approval is the clock-start for production. Any changes after this point cost time and often money.

Step 6. Confirm and pay

Most South African suppliers require 50% deposit to start production and 50% on completion before dispatch. Accounts with established companies can sometimes get 30-day terms.

Step 7. Production and delivery

Production runs 7 to 14 working days depending on branding method and quantity. Embroidery is usually faster than screen print on large runs. Nationwide delivery in South Africa adds 2 to 5 days.

Step 8. Quality check on delivery

Open and inspect within 48 hours. Check:

Correct quantity (count 5-10% of the order)
Branding position and colour
Product quality and defects
Correct sizes (for apparel)

Flag issues immediately in writing. Any legitimate supplier will remake defective items.

The modern shortcut

The old process took 10 to 14 days just to get to a signed quote. Platforms like Brandful compress that to under an hour: live pricing on the product page, quote generated instantly, artwork uploaded, production kicks off once approved. For teams ordering merchandise regularly, it is the difference between "merchandise is an admin burden" and "merchandise is a solved problem."

Browse the catalogue or contact the team to get started.