Bulk Order Checklist: From Quote Request to Delivered Stock
A first bulk order is where a promising store either gains margin or learns an expensive lesson. The difference is almost always preparation.
Before you ask for a quote
- Know your sell-through for the design, from real orders
- Decide the maximum cash you can have tied up without stress
- Check storage space and conditions
- Confirm which sizes actually sell
If you cannot answer the first item with data, you are not ready for bulk. Keep running print on demand until you can.
What the quote must state
| Item | Why it matters |
|---|---|
| Unit price per size | Sizes are priced differently; one number hides that |
| Quantity break points | Shows whether ordering slightly more is materially cheaper |
| Setup or file fees | Changes the true first-order cost |
| Production lead time | Determines when your cash becomes stock |
| Packaging included or not | A hidden cost that adds up per unit |
| Payment terms | Deposit, balance, and when |
| Defect and reprint policy | Your only protection after delivery |
A quote missing any of these is a conversation, not a quote.
Proofing
Ask for a physical proof for any design where colour matters, and always for personalised text layouts. Screen proofs do not show fabric behaviour.
- Approve colour on the actual substrate
- Check text size at real dimensions
- Confirm hem and trim on a finished sample
One proof costs less than one wrong batch.
Payment and risk
- Never pay the full amount before seeing a sample
- Keep the deposit proportionate to the work done
- Get the delivery date in writing
- Confirm who pays if the carrier damages the shipment
On delivery
- Inspect before signing where possible
- Count units against the invoice immediately
- Photograph any defect with the packaging visible
- Report defects in the window stated in the policy
- Store flat and dry — folded creases can become permanent
Late defect reports are the most common reason a claim gets refused.
Reorder triggers
Do not wait for zero stock. Set a reorder point based on your actual production lead time:
- Weeks of cover = current stock ÷ weekly sales
- Reorder when cover drops below lead time plus a safety margin
- Review the number monthly, not once
Sellers who reorder on instinct either run out during a spike or sit on dead stock for a year.
Mixing designs in one order
If your supplier allows mixed designs, you can spread risk across several patterns instead of betting everything on one. Ask whether mixing changes the unit price or the lead time.
The checklist, condensed
- Sales data, not optimism
- Cash limit decided in advance
- Quote covering all seven items above
- Physical proof approved
- Payment staged, delivery date in writing
- Inspection and defect report on arrival
- Reorder point calculated from lead time
Work through it once and the second order is routine.
Common questions
What should a wholesale quote include?
Unit price per size, quantity break points, setup fees, production lead time, whether packaging is included, payment terms and the reprint policy.
Should I pay for a bulk order upfront?
No. Stage payment — a deposit before production and the balance before dispatch — and get the delivery date in writing.
Need wholesale pricing?
We print custom shower curtains and bathroom sets in the USA and ship domestically.