Supply Chain Secrets: How Sourcing Multiple Vendors Can Save Your Business
Industry peers offer practical tips on how all decorators can strengthen their supply chain by learning why vendor diversification matters.
While many supply chain struggles of the last four years have resolved, cautious decorators have diversified their supplier shortlist as a failsafe. Doing so ensures a level of protection against another major disruption, but it also sets decorators up for success when sourcing inventory in today’s quick-turn environment.
“The key benefit we’ve seen in sourcing apparel or decorating supplies from multiple vendors is the variety of brands and products we can offer our customers,” says Tom Rauen, CEO of 1800TShirts.com. “The other key factor that boosted our post-pandemic sales was maintaining inventory. It highlighted supply chain gaps, making it clear we needed backup vendors and additional options when items were out of stock.”
For Rauen, like other decorators, the “Amazon effect” has created the demand for quicker turnaround times from customers, so having a robust supply chain that can ship stock for next-day delivery is a critical piece.
“Having multiple suppliers just makes good business sense,” says LaTonna Roberson, owner of T-Shirt Shop Dallas and Lady Print Boss. “You never know when one of your go-to vendors is going to be out of stock or just can’t come through in time. I’ve seen it happen too many times — having backups means I don’t stress or keep my customers waiting.”
The Sources
>Tom Rauen, CEO, 1800Tshirts.com
>LaTonna Roberson, Owner, T-Shirt Shop Dallas and Lady Print Boss
>Tyrone Robinson III, Owner, Opportunities 2 Serve LLC
>Brayden Jessen, Chief Swag Officer, Zome Design
>Michael Nova, Director, Nova Custom Label Printing
>Liz Hennings, Owner, Fast Track Products
The Benefits of a Diverse Supplier List
To stay ahead of the game, cut costs and avoid potential risks, it’s smart to have multiple suppliers in your corner for at least four reasons:
Mitigating uncertainty: “Relying on a single supplier can be risky if that vendor experiences disruptions due to unforeseen events such as natural disasters, political instability, or economic downturns,” says Tyrone Robinson III, owner of Opportunities 2 Serve LLC. Multiple suppliers ensure a fallback option.
In addition to navigating disruptions, having different suppliers may also offer varied levels of product quality for different budgets. It's important to have backup suppliers lined up for when your go-to vendors run out of stock. “You waste a lot of time trying to source products, so if you’re familiar with different suppliers and their products, you can easily substitute similar items to meet your client’s in-hand date,” says Brayden Jessen, chief swag officer at Zome Design.
Saving money: Michael Nova, director of Nova Custom Label Printing, always sources apparel and decorating supplies from multiple vendors because saving even a small amount over time can add up in the long run to his shop’s bottom line. “Shopping around is always beneficial,” he says. You can also negotiate prices and beef up your profit margins if you can shop with multiple vendors.
Robinson agrees, noting that sourcing from multiple vendors encourages competitive pricing, enabling you to negotiate better deals and reduce costs. “Distributing your orders across several suppliers can help you benefit from volume discounts without overcommitting to a single vendor,” he says.
Available products: Liz Hennings, owner of Fast Track Products, sources from at least two apparel suppliers to guarantee stock on basic T-shirts and sweatshirts, as well as for decorating supplies. “The availability of products from suppliers with a diverse product line is huge,” she says. “We use four vendors to exact-match PMS thread colors, two vendors for backings, and two vendors for heat-transfer material so we can always get what we need for an order.”
Staying competitive: A diverse supplier base allows you greater flexibility to adapt to market changes and customer demands. “Different suppliers bring unique innovations and technologies, which can enhance your product offerings and keep you ahead of industry trends,” Robinson says.
For Roberson, different suppliers allow her to offer clients a wider range of brands, so she’s not limited to what just one supplier has in stock. “Multiple vendors also provide me with resources, like custom website options and product image downloads, which help me present a professional look,” she says. “Plus, if I’m loyal, I expect them to work with me on pricing when I’m ordering in bulk or when another vendor’s offering a better deal.”
“You waste a lot of time trying to source products, so if you’re familiar with different suppliers and their products, you can easily substitute similar items to meet your client’s in-hand date.”
– Brayden Jessen, chief swag officer at Zome Design
8 Ways to Evaluate Potential Suppliers
Finding the right suppliers is key to keeping your business running smoothly. Here are eight practical tips to help you assess potential vendors and ensure they’re a good fit for your needs:
Tip #1: Check out reviews. Nova always evaluates a supplier’s online reviews. “I gravitate toward the negative ones to see if they might apply to my situation, like not getting items on time, receiving the wrong quantity, or having problems with returns,” he says. “I never like to see more than 10% negative reviews on anything that I purchase, so if a vendor has more than 10% negative reviews, I immediately cross them off my list.”
Tip #2: Check out customer service. “When I’m looking at new vendors, I’m all about how they handle their business and need to know they can deliver what they promise, on time, every time,” Roberson says. “If something goes wrong, I need to know they’ve got my back and will handle it quickly. A good vendor is like a good partner — you need to trust them to do their part.” To suss out these details, it’s a good idea to talk to other decorators who use this vendor, as well as to talk to a vendor rep directly to learn how they handle different situations.
Tip #3: Check out reliability. Nova’s company specializes in rush orders, so any delays result in a negative experience for him and his client. “If you can’t rely on a supplier to do what they say they’re going to do, it reflects poorly on you,” he says. “Your reputation needs to stay stellar. If you’re weighing a slightly higher price versus an unreliable supplier, spend more to keep your clients happy, since that will come back to you tenfold.” He points out that having multiple suppliers on your shortlist means you have a backup in case an order does go awry.
Tip #4: Check out pricing and payment terms. Pricing, payment terms, stock, and freight costs are all important factors when vetting a supplier. “Consider their payment terms, including credit availability, payment schedules, and any potential hidden costs,” Robinson says. “Review their shipping processes, handling of goods, and any associated costs.”
Jessen points out that pricing isn’t always the most significant factor. “Some suppliers have rebate programs, so consider which company makes the most sense to go with if the rebate is added in,” he says.
Tip #5: Check out your staff interaction. Rauen likes to build relationships with his supplier sales and customer service reps. “It’s a two-way street, and we want to make it a win-win for both the supplier and us, so we look at them as a partner,” he says.
Similarly, Jessen wants to know if he’ll have a dedicated account manager who knows his business. “When something goes wrong, do you have someone who’s got your back or are you just a number to a call center person?” he says. “Our dedicated account managers typically have budgets to help us with samples, marketing, and replacing orders if there are issues. They go to bat for you with their managers and team.
Jessen has found that suppliers he works with frequently are quick to resolve any issues, often without asking too many questions or requiring the product to be returned. “Some smaller vendors that we don’t do a lot of volume [with] want the goods back to inspect and they ask us to jump through a lot of hoops.”
Tip #6: Look at apparel quality. Decorators like Nova and Roberson prioritize high-quality apparel because subpar materials simply don't meet their standards for printing. “There are well-known suppliers you can rely on and new companies popping up, and you can request samples to view the quality of what they offer,” Nova says. “If the quality and pricing is acceptable, try the vendor with a small order to see if they deliver to your satisfaction. If yes, you just found a new vendor. This approach has worked for 30 years for our shop.”
Jessen also recommends looking into a vendor’s restocking and return policies. “What happens if the quality of an item isn’t what you expected?” he says. “What if the client just doesn’t like the product? You want to know how the vendor will handle these types of issues when they arise.”
Tip #7: Check out inventory and warehouse availability. Can a supplier consistently meet your demand volumes, especially during peak seasons or for rush orders? For Roberson, getting apparel blanks fast is non-negotiable. “One time, I had a huge order for an event, and my main supplier ran out of the shirts I needed,” she says. “But because I keep a few suppliers in my back pocket, I called around and found exactly what I needed from another vendor. That saved me big time – and kept my client happy.”
It’s also a good idea to learn what a supplier’s inventory looks like. “Going further, what does their inventory restocking look like?” Jessen says. “If you’re putting something into a program and it goes out of stock, you want to know how quickly the vendor can replace back orders.”
Plus, check out where the supplier has warehouse locations. “Working with bigger suppliers that have multiple locations, as well as using multiple suppliers, increases your chances of securing an item if it's out of stock with one vendor,” Jessen says. “Quick access to garments is a must for your shop. Having nearby options ensures that if there are any issues with the items — such as incorrect shipments, defects or print problems — you can quickly get replacements and keep your production running smoothly.”
Tip #8: Check out certifications and sourcing. When choosing suppliers, it can be important to dig into their sourcing practices and certifications. Jessen points out that if you’re working with licensed college products like his shop, you’ll want suppliers who are part of FairLabor.org to ensure fair labor practices. “Understand where they get their materials and how transparent they are about working conditions,” he says.
Robinson adds that checking for industry certifications and sustainability practices is also key. “Make sure they’re not just following the rules, but also committed to eco-friendly practices and ethical standards,” he suggests.
Balancing Relationships with Multiple Suppliers
With his shortlist of trusted suppliers in place, Nova finds managing multiple vendors straightforward. “I send out quote requests and weigh the options that come back from each vendor to determine who I’ll go with for any particular job,” he says.
However, Jessen offers a couple tips to keep everything in order once you’ve got your list:
- Create an Excel file with a list of supplier contacts and pertinent info. “We include usernames, passwords, information about free freight programs, and more so that our team can quickly navigate different options,” he says. “You never know when one supplier will get bought out, change policies, or switch account managers, so you need all your options at the ready in the best interest of your business.”
- Stay on top of pricing across your suppliers. Zome uses DGIApparel.com to quickly see pricing across many major suppliers for specific items. “A tool like this has made it super easy to quickly check pricing and inventories across multiple suppliers’ warehouses in an instant,” Jessen says.
By diversifying your supplier base and carefully evaluating each vendor, you can safeguard your decorated-apparel business against disruptions, optimize costs, and maintain a competitive edge. Embracing these strategies ensures that your supply chain stays resilient and adaptable in any economy.