The published per-unit price on a promotional product is rarely the actual price. Setup fees, screen charges, color upcharges, Pantone fees, freight, and rush surcharges add 15 to 30 percent on a typical 2,500-unit order. Below is the full list of line items and what each one actually costs, so you can read a competitor quote and predict the final invoice within 5 percent.
The 7 line items, with typical ranges
- Setup fee. The fixed charge to prepare the production for your specific job. On pad-printed pens, this is the cost of preparing the printing plate. Typical range: $40 to $85 per color per imprint position. On a 2-color, 1-position pen order, that is $80 to $170 added to the line. Generally we include set-up charges in our pricing except for very small orders.
- Screen charge. On screen-printed items like totes, T-shirts, or hoodies, this is the per-color screen preparation. Typical range: $35 to $60 per color per imprint position. On a 1-color tote order, $35 to $60. On a 4-color process tote, $140 to $240.
- Color upcharge. The per-unit added cost for using more than the base imprint color count. Typical range: 4 to 14 cents per unit per additional color. On a 2,500-unit pen order going from 1 color to 4 colors, that is roughly $200 to $700 added.
- Pantone match fee. The ink-mixing fee for an exact brand-color match. Typical range: $25 to $45 per color per order. On a single-color, single-Pantone pen order, $25 to $45.
- Digitizing fee. The one-time charge to convert a logo into embroidery instructions. Typical range: $50 to $120 for a left-chest logo at 8,000 to 10,000 stitches. Paid once. Reorders run at no charge.
- Freight. The cost to ship the order from the production floor to the recipient address. Typical range for a 50-pound ground shipment from a New England production floor to anywhere within 1 hour of Salem NH: $35 to $85. Cross-country shipments run higher and slower. We try and deliver many apparel orders personally, removing the shipping fee altogether. We also have a great local delivery service that delivers the same day at a very reasonable cost.
- Rush surcharge. The added cost for production that compresses the standard lead time. Typical range: 15 to 35 percent of the line subtotal. On a 5-day rush against a 10-day standard, expect a 25 percent add on a $2,500 line.
How those add up on a real 2,500-pen order
A 2,500-unit pen order at a published 28 cents per unit, 4-color full-color imprint, 1 Pantone match, 1 imprint position, standard freight, no rush, runs as follows from a typical franchise quote.
- 2,500 pens at 28 cents per unit: $700
- Setup fee, 4 colors, 1 position, at $50 per color: $200
- Color upcharge, going from 1 color to 4 colors, at 6 cents per unit: $150
- Pantone match fee, 1 color: $35
- Freight, ground, 50 pounds, southern NH delivery: $55
- Total invoice: $1,140
The customer thought they were paying $700 based on the 28 cents per unit quote. The actual invoice is $1,140. The added line items are 63 percent of the published per-unit subtotal. That is the gap between a transparent quote and a category-default quote.
How I quote against those same items
The Wicked Cheap Pens tier I publish at 35 cents per unit at 2,500 units includes setup, screen, full-color imprint, and one paper proof. Your total cost will be $875 and includes shipping.
Our customer reads one quote, signs one PO, and the invoice matches.
If you have a competitor quote in hand and you want to see what the same job looks like with the line items rolled in, send the quote PDF to SteveGoddu@GodduImprint.com or call (603) 890-2406. I will quote against the same spec, send a written quote within 24 hours, and tell you exactly which line items moved.
