Business supplies and services: Customer portal for promotional product suppliers
A customer portal for promotional product suppliers where buyers approve print proofs, manage logo files and follow their order without sending yet another email.
What customers of promotional product suppliers want to see.
With promotional product suppliers, approving print proofs happens through email threads full of attachments. A buyer forwards the proof to marketing, who reply to someone else, and the approval arrives as a thumbs up in a forwarded message. In larger organisations several departments order, each with its own version of the logo. Afterwards they keep asking about the status, especially as an event approaches. The salesperson digs through mailboxes to find which proof was actually approved and phones the workshop for progress. That eats time and sometimes leads to arguments about what exactly was agreed.
Customer portal for promotional product suppliers
Example- 1
Give buyers and departments access
DoneEach customer gets an area where their buyers log in.
- 2
Review and approve proofs
In progressA new proof appears in the portal with item, position and colours.
- 3
Progress through to delivery
NextAfter approval the buyer sees per order whether the items have arrived, are in production or have shipped.
From invitation to approval.
Give buyers and departments access
Each customer gets an area where their buyers log in. In larger organisations you decide per department who may order and who may approve. Logo files and brand colours are stored at customer level, so every department uses the same current version rather than an old one from its own folder.
Review and approve proofs
A new proof appears in the portal with item, position and colours. The buyer approves it, requests a correction with a note on the image or invites a colleague to take a look. The approval is recorded with name and time and is visible to production planning straight away.
Progress through to delivery
After approval the buyer sees per order whether the items have arrived, are in production or have shipped. Shipments come with a tracking link, and deliveries to several addresses show a status per address. Questions about an order are asked in the portal, so the answer stays with that order.
Less email, the same records.
The portal shows data that already lives in the supplier's order and proofing systems; it does not become a second set of records. Logo files are stored centrally and managed by the studio. Customers can upload new versions, but cannot overwrite the approved one themselves. Shipping information comes from the carrier or the shipping platform. Invoices can be shown from the accounting package, which remains the owner of all financial data.
Every buyer or one contact
One contact per customer keeps the portal tidy, but turns that person into a bottleneck in large organisations. Several buyers with their own permissions suit customers with many departments. In that case, record who may sign off on a budget, so an intern does not accidentally order a large run.
Proof in the portal or by email
Some buyers do not want to learn a new portal and would rather approve by email. A link in the email that opens the proof directly in the portal combines both: the buyer does not need to log in to approve, but the approval is still recorded in the right place with name and time.
Allow reordering in the portal
A button to repeat a previous order is handy for standard items such as pens or notepads. For other items the purchase price or availability may have changed, which calls for a fresh calculation. Reorders therefore work best as a request the salesperson confirms, not as an order that goes straight to the workshop.
What customers find in the portal.
In the portal, buyers see their proofs, logo files and the status of open orders, and can approve or request a correction there. That is ready before the first customer logs in. Together we walk through a customer approving one proof, and a customer where two departments order at the same time with a different logo. Reordering, delivery to several addresses and invoices in the portal are switched on step by step.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan customers approve a proof without an account?
Yes, through a personal link in the email. That link opens only that one proof and records the approval with name and time. Anyone who wants to see more, such as earlier orders or logo files, logs in. That keeps the threshold low for buyers who only order now and then.
What if two colleagues respond differently to the same proof?
The portal shows every response next to the proof. Only someone with approval rights can give the final go-ahead. If a colleague asks for a correction after someone else has already approved, the salesperson is alerted to resolve that first before the order goes to the printer.
Do customers see the purchase price or margin?
No. The portal shows only what is meant for the customer: the selling price from the quote, the proof and the progress. Internal data such as purchase price, margin or workshop notes stays in the supplier's own system and never appears in the customer area.
Can customers replace their logo themselves?
They can upload a new version, but it is only used once the studio has checked its format and colours. Until then the previously approved version stays active. That prevents an order being printed from a file that is not fit for the job.
What often connects to this.
- Digital job cards for promotional product suppliersDigital job cards for promotional product suppliers that give the printer the approved proof, ink colours and run checks, and report anything that goes wrong straight back.
- Website for promotional product suppliersA website for promotional product suppliers that shows, item by item, which print areas, techniques and materials are available, so every enquiry starts from what can actually be done.
- Enquiry form for promotional product suppliersAn enquiry form for promotional product suppliers that collects item choice, logo file, quantity and delivery date in one go, so the salesperson can judge straight away what is feasible.
One place for your customers.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Customer portal for promotional product suppliers: approve proof designs, manage logos and track order progress, per buyer and per campaign.
- Give buyers and departments access
- Review and approve proofs
- Progress through to delivery