"Managing the purchase of branded incentives and promotional items across our group used to be a real nightmare.

Product choices were rarely consistent, ensuring the correct use of our corporate identity and colourways was difficult and prices would fluctuate widely.

Switching to Incentive Manager has allowed us to streamline the entire purchasing process, with a range of high quality, on-brand products that are always available on line for our departments to choose from."

"With twelve offices globally, keeping track of the marketing incentives required by our various divisions was all but impossible.

Incentive Manager has provided us with a 24/7 resource that is available across all time zones.

Departments are told exactly how much they are spending before they submit an order and the track & trace order monitoring system means they know precisely when to expect delivery."

Frequently Asked Questions

We have put together a range of questions and answers to help you better understand the benefits of using Incentive Manager. If you have a question that is not listed, please contact us.

What is Incentive Manager?

A responsive, innovative and bespoke online stock management system, designed to streamline the way organisations of all sizes repeat order, manage stock, costs, budgets and distribution of their branded marketing and promotional items online.

What are the benefits of Incentive Manager?

  • A single worldwide source for employees and managers to reference all their branded promotional items
  • Control of company standards
  • Increased purchasing power - each company territory benefits from collective buying power
  • Automatically managed stock levels and replenishment alerts to prevent shortfalls and delays
  • Ability to view individual product images, descriptions, sizing, prices and stock details
  • Potential to expand the system to cater for any repeat-order products such as brochures, corporate clothing, stationery, office equipment, office furniture etc
  • Available 24/7 with no time zone issues
  • No warehousing required as this is supplied and managed by Incentive Manager
  • Reduced administration and any associated costs due to system automation. For example:
    - product availability
    - online enquires
    - online orders
    - logistics
    - track & trace
    - packaging
    - direct territory invoicing
    - stock alerts
    - automatic stock replenishment options
    - price reviews
    - order history and reporting
  • Increased accounting control with online purchasing history reports (for traceability, budgeting and forecasting stock requirements). Administrators can obtain information by territory, department or individual user, product purchase history; by total spend, date or product
  • Improves stock and distribution efficiencies with full reporting

How does it work?

When you choose Incentive Manager, an agreed stock level of your selected company-branded products are placed onto your personal online system for all staff (site users) to view, call off and distribute. Incentive Manager will create your personalised online catalogue, on your behalf, consisting of images, product descriptions and stock quantities. In addition it will provide you with a full range of management tools to enable you to manage the stock levels of your products and the budgets and allowances of your staff.

You can choose to invoice direct to a users’ individual office/department or to a central administration point. All payments received are then used to replenish stock levels or for investment in new promotional items, therefore preventing stock shortfalls and minimal administration needs.

What if I can buy products cheaper?

Incentive Manager aims to provide you with considerable savings on all incentives purchased. Inevitably, from time to time, you may see individual products available cheaper elsewhere. But please bear in mind the cost, budget and administrational benefits that Incentive Manager provides overall and the fact that the system also ensures all products meet a required corporate and quality standard.

Do you perform price checks?

Yes, we regularly monitor the prices of all manufacturers to ensure we remain competitive in terms of price, quality and product range. If price updates are seen to be required, these are applied at the point of replenishment. The system also has a built-in price alert that will inform of any price changes during the online ordering process.

What if I have a cheaper, more reliable supplier?

You or your divisions may well have - or come across - a cheaper supplier that meets all your group standards. Your appointed Systems Administrator will have the authority to include that supplier's product(s) in your online catalogue.

How do my departments use Incentive Manager?

Your departments simply access the ‘Promo Products’ section of Incentive Manager and browse the items available to them. Products may then be added to a ‘cart’ until the user is ready to place their order (checkout).

All orders are placed using the user’s account details and each user is set a ‘threshold limit’ for purchases. The order will be sent to the System Administrator for approval/rejection if it is for a higher amount than is allowed or if the stock level is less than the user requires.

What if previously ordered items are discontinued?

If a previously ordered item has been removed from the catalogue and is no longer displayed, the user has the option to contact the Systems Administrator or request a 'bespoke' order.

Why should I appoint an internal Systems Administrator?

The Systems Administrator role provides you with complete control over items purchased and order values. The Systems Administrator is able to authorise 'over threshold', limited stock and bespoke orders.

How is each individual user account managed?

We will set up an individual account for each staff member that you authorise to purchase from the system. This will enable you to review their purchasing habits and activity and set order limits for them. You will also be able to view purchasing activities on a departmental, divisional, country and group basis.

What about bespoke orders?

Sometimes users may wish to request an item that was previously available and has been removed from your online catalogue or choose products in a different colour, print, size or volume than is offered as standard. We call these 'bespoke orders'. All bespoke order requests are sent to the Systems Administrator for approval and are then only available for a limited period to specific users. Where bespoke orders are approved, new artwork also has to be submitted for approval before printing can take place.

What are the payment options?

When you set up your Incentive Manager service you can request that each user is invoiced directly for the products they order. Alternatively you can stipulate separate invoicing addresses, by department, division or territory - or request that all invoices are forwarded to one central accounts department.

How long does delivery take?

Once an order has been placed, it is standard policy for goods to be despatched within 24 hours for next day delivery (UK). For overseas offices, the delivery date will be given at the time of ordering. If an item is out of stock, and a back order is placed, notification of delivery timescale will also be given at the point of ordering.

How much is charged for delivery?

Delivery is calculated at the point of ordering and is based on weight and size. Incentives Manager calculates all delivery costs on a per-order basis.

Can orders be tracked online?

Absolutely. Incentive Manager provides users with comprehensive online track & trace details, including delivery date, courier and consignment number.