Approval packet
Student org approval packet
Get your club's merch order past the treasurer and advisor without a dozen emails — a vendor one-pager, the purchasing facts, a budget-justification template, and a neutral vendor-comparison sheet. Fill the prices in from your own free quote.
Get it approved without the back-and-forth
Every student org runs into the same wall at budget time: the exec board or the student-government finance board wants to see exactly what they're approving before they release funds. Vague plans get tabled. This packet turns your merch idea into the concrete, reviewable request a treasurer or advisor can sign.
It has four parts. The vendor one-pager states who we are, what we provide, and our published minimum, quote turnaround, and production window. The purchasing-facts sheet covers purchase orders, W-9s, and itemized invoicing for the orgs that route through a university account. The budget-justification template is a fill-in structure — purpose, quantity, per-unit, total, budget line, approver — that turns your quote into a line-item request. And the vendor-comparison criteria sheet gives you neutral columns to compare any vendors you're weighing.
No price is ever pre-filled. You drop in the real per-unit and total figures from a free, itemized quote, so the board approves a real per-member cost instead of a guess. Pair it with our student org budget template to run the per-member math, and when you're ready for the numbers, request a quote and we'll turn your items and quantities into the exact figures.
Prints the four-part packet below. Fill the price fields from your own free quote.
Part 1 · Vendor one-pager
Your Merch Factory
What we provide
- Custom branded merch made or sourced to order — apparel, drinkware, bags, caps, and desk & event items.
- A free mockup with every quote, so you approve exactly what will be produced before anything is made.
- Itemized, delivered pricing — standard shipping to one US address is included in the per-unit price.
- A published minimum of 50 units per item, with the per-unit price dropping as the quantity rises.
- A quote, typically within 12 hours; production runs about two weeks from an approved mockup.
- Delivery to one address or many, with every piece inspected before it ships.
- A make-it-right guarantee: if we get your print wrong, we reprint it free.
Part 2 · Purchasing facts
How ordering and payment work
- Purchase orders
- We accept purchase orders. You approve a quote, your office issues the PO against it, we produce and inspect the order, and we invoice.
- Net terms
- Net 30 for schools and districts. Companies can pay by card or check, and we handle corporate POs case by case.
- W-9
- A current W-9 and remittance details are sent on request, so accounts payable can set us up as a vendor before the PO goes out.
- Invoicing
- We invoice against your purchase order once production is scheduled. Every invoice is itemized to match the approved quote.
For the full process, see buying custom merch with a purchase order.
Part 3 · Budget-justification template
Turn your quote into an approvable request
Fill this in from your free quote and hand it to a treasurer, advisor, or student government finance board. The price rows are blank on purpose — enter the real figures from your itemized quote so what's approved is a real budget, not a guess.
| Purpose | Student organization apparel / club merch |
| Item(s) | |
| Quantity (min. 50 per item) | |
| Per-unit price — from your quote | |
| Total — from your quote | |
| Budget line / account | |
| Requested by | |
| Approver | |
| Date |
Ordering for a club? The student org budget template also computes per-member cost once you add the numbers.
Part 4 · Vendor-comparison criteria
Compare vendors apples to apples
Neutral criteria to line up any vendors you're weighing. The columns are blank for you to fill from each vendor's own quote and public pages — we don't pre-fill answers or name competitors.
| Criterion | Vendor A | Vendor B | Vendor C |
|---|---|---|---|
| Published minimum order | |||
| Mockup / proof policy | |||
| Decoration methods offered | |||
| Turnaround (quote + production) | |||
| Delivered pricing (shipping included?) | |||
| PO / Net-30 support | |||
| Reorder process |
Want a side-by-side you don't have to build? See our bulk custom t-shirt company comparison.
Approval packet FAQ
Four parts: a vendor one-pager, a purchasing-facts sheet (purchase orders, W-9, invoicing), a budget-justification template you fill from your quote, and a neutral vendor-comparison criteria sheet. It's designed to hand to a treasurer, advisor, or finance board.
No. Price fields are blank on purpose — you enter the real per-unit and total from your own free quote so the board approves an accurate per-member cost, not an estimate. Our budget template does the per-member math once you add the numbers.
Yes. If your org routes through a university or department account, we accept purchase orders and send a W-9 on request, then invoice against the approved quote. Ask when you request your quote and we'll include what accounts payable needs.
Request a free quote with your items and quantities. We send an itemized, delivered quote — typically within 12 hours — and you drop those figures into the budget-justification template before the board vote.
Get the numbers that complete the packet
Send your items and quantities for a free, itemized quote — the real per-unit and total figures to drop into the budget-justification template.
Instant mockup · Quote in 12h · Nothing's made until you approve