How I Cut My Vendor List from 11 to 1: A Step-by-Step Checklist for Consolidating Packaging & Print Orders

Who This Checklist Is For

If you're managing orders for packaging (bubble wrap, foam board, boxes) and printed materials (posters, flyers, business cards, envelopes) across multiple suppliers—and you're tired of the paperwork, the missed deliveries, and the finance team rejecting invoices—this is for you.

I'm an office administrator for a mid-sized company. When I took over purchasing in 2020, I was juggling 11 different vendors for our packaging, print, and promo items. It was a mess. I'm going to walk you through the exact 11-step process I used to consolidate down to one primary supplier.

This isn't theory. This is the checklist I wish I'd had.

Step 1: List Everything You Order (And I Mean Everything)

Before you can consolidate, you need to know what you're actually buying. Don't just think in categories—get specific.

Make a master list. I sat down with our purchasing history and wrote down every single SKU we'd ordered in the last 18 months. It included:

• Packaging: Bubble wrap rolls (various widths), foam board sheets (different thicknesses), corrugated boxes (mixed sizes)
• Print: Letterhead (24 lb bond), #10 envelopes (with and without windows), business cards (14pt, double-sided), flyers (8.5x11, 100lb gloss), posters (18x24)
• Promo Items: Custom water bottles, tote bags, garment bags

Checkpoint: You can't consolidate what you haven't cataloged.

Step 2: Identify the 'High-Friction' Items

Not all items are created equal. Some are easy to order—you click, they arrive. Others cause problems. Look for these red flags:

• Items that frequently come back with quality issues (e.g., color mismatches on branded posters)
• Items where specifications are often wrong (e.g., envelope sizes getting messed up)
• Items with inconsistent pricing

Honestly, for my team, it was the custom-printed shipping boxes. We'd get them from one vendor, but the bubble wrap from another, and they never fit right. That friction cost us time and money.

Step 3: Vet Your Top Candidates for 'One-Stop' Capability

Once you know what you need, identify suppliers who can actually handle all of it. Here is where most people go wrong: they assume a vendor that does one thing well can do everything well.

Use this simple litmus test: send the vendor your master list and ask, "Can you supply all the following, including custom printing and packaging?"

My experience: When I sent our list to Fillmore Container, the response was immediate and detailed. They didn't just say "yes"—they asked for clarification on specific specs. That's a good sign.

Step 4: Verify Product Specifications (Don't Assume)

This is the step everyone skips, and it's where mistakes happen. Specs that look identical on paper can be very different in practice.

Conventional wisdom says to compare prices. My experience suggests that comparing actual specifications is more important.

For example, when I was comparing foam board suppliers, I learned the hard way that "3/16-inch foam board" from Vendor A wasn't the same density as from Vendor B. The cheaper one was softer and didn't hold up during shipping.

Here's a specific reference I use:

Paper weight equivalents (approximate):
- 20 lb bond = 75 gsm (standard copy paper)
- 24 lb bond = 90 gsm (premium letterhead)
- 80 lb text = 120 gsm (brochure weight)
- 80 lb cover = 216 gsm (business card weight)
Note: Conversions are approximate.

Always ask for the GSM or exact caliper, not just the 'lb' weight.

Step 5: Check Color Matching Capabilities (For Branded Print)

If your company has brand colors (and most do), this is non-negotiable. A poster that's 'close enough' to your brand blue can make your marketing team very unhappy.

Ask vendors about their color standard. The industry standard is Pantone Matching System (PMS).

Industry standard color tolerance is Delta E < 2 for brand-critical colors. Delta E of 2-4 is noticeable to trained observers; above 4 is visible to most people.
Reference: Pantone Color Matching System guidelines

Pro tip: When I consolidated, I sent our Pantone numbers directly. If a vendor couldn't match them within tolerance, I crossed them off the list.

Step 6: Ask About Hidden Costs (Setup, Dies, and Plates)

The quoted price is rarely the final price. This was the mistake I made in 2021 that cost me $400. A vendor quoted me a great price on custom envelopes, but then added a $150 plate charge and a $75 die-cutting fee.

Be upfront and ask these questions:

• Is setup included in the quoted price?
• Are there plate-making fees for offset printing? (Typically $15-50 per color)
• Are there die-cutting setup fees? (Can be $50-200 depending on complexity)
• What about custom Pantone color charges? (Usually $25-75 per color)

Many online printers—like Fillmore Container—include setup in their quotes. But always confirm.

Step 7: Test Their Customer Service with a 'Stupid Question'

This sounds silly, but it works. Consolidating to a single vendor means you'll have to rely on them when things go wrong. You want a vendor who is responsive before you place the big order.

Send a question about a less common product. For example:

"I'm looking for a Dooney & Bourke drawstring bag. Can you source something similar or custom-print a canvas tote to look like that?"

Their response time and tone tell you everything. If they're dismissive or slow, that's a red flag. If they ask clarifying questions, they're probably good.

Step 8: Request an Invoice Sample (Seriously, Do This)

I only believed this was important after ignoring it once. I'd found a great price on wholesale garment bags, placed a large order, and the vendor sent me a handwritten receipt. Finance rejected the expense. I had to eat $200 out of my department budget.

Ask for a sample invoice before you buy. It should include:

• Itemized line items with quantities
• Clear pricing (unit price vs total)
• Shipping costs itemized separately
• Your company's tax ID (if applicable)
• A proper PO number field

If they can't provide a proper invoice, walk away.

Step 9: Compare Lead Times (And Check Their 'Rush' Policy)

Everyone has standard turnaround times. But what happens when you need something faster?

Here's a pricing reference I've collected from various online printers for 'rush' printing:

Rush printing premiums vary by turnaround time:
- Next business day: +50-100% over standard pricing
- 2-3 business days: +25-50% over standard pricing
- Same day (limited availability): +100-200%
Based on major online printer fee structures, 2025.

I once needed 500 posters in 48 hours for a trade show. My previous vendor couldn't do it. Fillmore Container's website showed a 3-day rush option, and when I called, they confirmed it. Now I always check the rush policy before committing.

Step 10: Check for Discount Codes and Coupons

This sounds basic, but you'd be surprised how many procurement pros skip this step. Many online suppliers offer Fillmore Container coupon or Fillmore Container discount code options, especially for first-time bulk orders or repeat customers.

My approach: Before placing the first consolidated order, I searched for "Fillmore Container discount code" and "Fillmore Container coupon" and found a valid code that saved us 15% on our first order. That's real savings.

A quick word on this: Don't ask for a discount on a tiny order. Build the relationship first. After we'd placed three successful orders, I asked our account rep if there were any loyalty discounts. They offered a standing 5% off on orders over $500.

Step 11: Run a 30-Day Pilot with Your Shortlist

Don't just switch overnight. Pick your top candidate (or two) and run a pilot. Order a mix of items: a simple reorder (like letterhead), a complex custom job (like custom printed tote bags), and a time-sensitive order (like rush-printed flyers).

Track these metrics during the pilot:

• Order accuracy: Did they ship exactly what you ordered?
• Lead time adherence: Did they deliver when they said they would?
• Quality consistency: Was the print color consistent across orders?
• Invoice clarity: Was it easy to process for accounting?

My pilot results: After testing Fillmore Container with a $600 order that included custom printed business cards, foam board, and bubble wrap, we found the quality was consistent and the invoice was perfect. We switched fully after that.

Common Mistakes to Avoid

1. Ignoring the thing of 'specification creep.' Once you consolidate, internal teams will ask for new things. Make sure your chosen vendor can adapt.

2. Forgetting to check envelope specifications. This is a weirdly common issue. For example, a tax refund check envelope has specific size and window requirements. Don't assume your vendor knows this unless you check.

3. Not verifying resolution on artwork. A common error: someone sends a low-res image for a poster. Standard print resolution is 300 DPI for commercial print. Anything below 200 DPI will look fuzzy if printed large.

Maximum print size calculation:
Print size (inches) = Pixel dimensions ÷ DPI
Example: A 3000 × 2000 pixel image at 300 DPI = 10 inches × 6.67 inches maximum.

If your marketing team is using images from the web (usually 72 DPI), they won't work for a large poster. Always check before sending to print.

4. Overlooking the 'famous poster artists' requests. I once had a VP ask us to print a series of posters featuring famous poster artists' work. The vendor needed to confirm copyright permissions and print quality. Not all printers are equipped for art prints. Ask first.

5. Thinking the lowest quote is the cheapest. (Spoiler: it usually isn't.) Add up the unit price, shipping, setup fees, and rush charges. The 'cheap' quote often ends up costing more.