Quotes, Purchase Orders and Invoices
Download a custom t-shirt quote PDF from your cart, valid 30 days, and raise a purchase order on it. Pay by card, or by invoice with a bank transfer.
A school office, a PTA or PTO treasurer, a church administrator and a company's accounts team usually need a quote before anybody can pay. Your cart makes one: build the order, choose the quote link, and a PDF downloads with a number to raise your purchase order against. When the PO is approved, pay by card at checkout with the PO number on the order, or ask for an invoice that your accounts office pays online. Nothing is printed until it is paid.
Who uses a quote or an invoice?
Anyone whose money moves on paperwork rather than on a personal card:
- Schools and districts: the office that raises a purchase order before anything is bought. See spirit wear for schools.
- PTAs, PTOs and booster clubs: a treasurer paying from the group's account, not a volunteer's card. See ordering for a PTA or booster club.
- Companies: an office manager or HR team ordering staff or event shirts on a company PO. See corporate event shirts and apparel for small businesses.
- Churches and nonprofits: an administrator whose spending goes to a committee first. See church and nonprofit apparel.
- Clubs, leagues, teams and reunions: an organizer or treasurer who needs a figure to take to the board. See shirts for clubs and groups.
A quote or an invoice covers anything in the cart: tees, hoodies, polos, hats, totes, mugs, tumblers and notebooks alike.
How do I get a custom t-shirt quote?
Build the order in the designer, open your cart and choose Need a quote for a purchase order? Download a PDF. The quote downloads straight away. There is no form, nothing is charged, and there is no minimum. Four steps, from the cart:
Build the order
Design it with Remi in the chat, or upload your own logo, then add the items, colors and sizes. If the group has to tell you its sizes, or the names to print, you can collect them by link first.
Download the quote
In the cart, choose Need a quote for a purchase order? Download a PDF. The link works once every item on the order can be printed.
Raise your purchase order
Send the PDF to whoever approves the spend, and put the quote number on the purchase order.
Pay from the same cart
When the PO comes through, open the designer in the same browser, or signed in to the same account, and the order is still in your cart. Pay by card at checkout, or choose Get an invoice.
If the order may wait a while, sign in before you download the quote. A signed-out cart is kept in that browser for 30 days after its last change; a signed-in cart stays with your account and opens on any device.
What is on the quote?
A quote number, the date, a Valid until date 30 days later, each item with its blank, sizes and amount, totals before sales tax, and a delivery estimate. In detail:
- From: AI Promo Design, our legal name (Kinor LLC), postal address, email and website.
- Quote number and dates: a number like Q-7K3P9Q, the date it was made, and the date it is valid until.
- Each item: the item and color, the blank it is printed on (an Adult T-Shirt is a Gildan 5000), the sizes and how many of each, a note when it carries a names list, the quantity and the amount.
- Totals: any discount against the items at list price, shipping (free to one address), sales tax as "At payment", and the total before sales tax.
- Delivery: an estimate in business days to the door in the 48 contiguous states: up to 10 business days to print, then shipping.
- How to order from it, and what happens if a price goes up.
The quote is priced exactly as checkout prices the same cart that day, with any discount code you applied, and its delivery estimate is for free shipping. Faster shipping is a choice made at checkout, so it is not on the quote.
How long is a quote valid?
A quote is valid for 30 days from the day you download it, and the last day is printed on it as Valid until. Every order is priced on the day it is paid, so if a price on your quote goes up inside those 30 days, pay the new price, then email service@aipromodesign.com quoting the quote number, and we refund the difference.
A quote holds a price, not a place in line. Nothing is printed until the order is paid, so the delivery estimate counts from the day you pay. If you are ordering for a date, see how long custom shirts take.
What if the order ships to several addresses?
The quote prices it the way checkout will. Set up the further addresses in your cart first, under Shipping to more than one address?, and the quote's shipping row becomes "Shipping to 3 addresses" (or however many), with the postage those extra parcels add. The delivery estimate covers every parcel, one to each address.
An order to several addresses is paid by card at checkout. An invoice ships to one address, so while the cart has further addresses, the invoice link is replaced by Paying by invoice? Invoices ship to one address. Take the other addresses off to bring it back. See shipping one order to several addresses for how the parcels are priced.
Can we pay by card and still use our PO number?
Yes. Stripe's payment page has an optional PO or reference number field, up to 40 characters. What you type there is kept with the order and shown on your order confirmation email and on your order page, so the receipt matches your purchase order.
How does paying by invoice work?
Ask for it from your cart, and we email an invoice with a link that pays it online, by card or US bank transfer (ACH). The order goes to print once the payment is received.
- Ask for it. In the cart, choose Paying for a school or organization? Get an invoice. Give the email address it should go to (your accounts office's is fine), the school or organization, your PO number if you have one, and anything we should know, such as a deadline. Tick the box above the Checkout button to confirm you have checked the order, then choose Request an invoice. Nothing is charged.
- Note the reference. It appears straight away, like IN-7K3P9Q.
- We email the invoice. A person checks the order and sends the invoice to the address you gave, with a link that pays it.
- Pay online. The link shows the order and its total, and its pay button opens Stripe's secure page, by card or bank transfer, with the PO number already filled in. Whoever pays types the shipping address there.
- Printing starts once it is paid. A bank transfer takes a few business days to clear, and the order goes to print when it has.
An invoice is the same order checkout would take: the same prices, discounts, sales tax and terms. Its link does not lapse after a day the way a checkout page does, so an invoice emailed on Monday still pays on Friday. The total is fixed: if our prices change before it is paid, the link says so, and we send a corrected invoice when you email us its reference.
If you were signed in when you asked for the invoice, the paid order also shows in My orders on your account.
Should we pay by card or by invoice?
Pay by card at checkout when the person with the cart can pay. Ask for an invoice when the money comes from an accounts office, has to be a bank transfer, or is paid by someone else on another computer.
| Card at checkout | Invoice | |
|---|---|---|
| Who pays | Whoever has the cart | Anyone you send it to |
| How | Card or digital wallet | Card or US bank transfer (ACH) |
| PO number | Typed on the payment page | Given with the request, filled in for you |
| Addresses | Up to 10, each its own parcel | One |
| Faster shipping | Offered at checkout on most orders | No, free shipping only |
| Goes to print | Once paid | Once paid; a bank transfer clears first |
Prices, discounts, sales tax and terms are the same either way.
What about sales tax if we are tax-exempt?
Checkout charges it, and we refund it once we accept your exemption certificate. The quote and the invoice show sales tax as At payment, because it is worked out from the shipping address when the order is paid; their totals are before sales tax. If your organization is exempt from sales tax in the state the order ships to, or you are buying to resell, you can have that tax refunded:
- Email a valid exemption or resale certificate to service@aipromodesign.com: in your organization's name, current, and covering the state the order ships to. Send it before you order, or within 30 days after.
- Order as usual. Checkout still charges the tax.
- Once we accept the certificate, we refund the sales tax charged on that order, and keep the certificate on file so later orders from your organization, placed with the same email address, are refunded the same way while it stays valid. Whether a purchase is exempt depends on the rules of the state it ships to. Many states, California among them, do not exempt schools or nonprofits from sales tax on what they buy. The terms for schools and organizations have the details.
Can a person place the order for us?
Yes. Under the Checkout button, choose Rather have a person place this order? We will call or email. Pick Email me or Call me, say what you are making and when you need it, and a person answers during US business hours, usually the same day. We can help with the design or place the order for you. You can also email the order to service@aipromodesign.com.
Common questions
Do you offer net 30?
No. Nothing is printed before it is paid, so there are no payment terms such as net 30. An invoice link does not lapse after a day, though, so a bill that waits a week for a signature can still be paid from the same email.
Can someone else pay the invoice?
Yes. Put their email address in the "Send the invoice to" box, and the invoice goes straight to them. The link opens on any computer and needs no account. Whoever pays types the shipping address on the payment page, so tell them where the order goes. The order confirmation is emailed to the address that pays.
Can we pay by check?
No. Payment is online: by card at checkout, or by card or US bank transfer (ACH) on an invoice. A bank transfer takes a few business days to clear, and the order goes to print once it has.
Can we get faster shipping on an invoice?
No. An invoice ships with free shipping, and the delivery estimate on a quote is for free shipping too. Faster shipping, where it is offered for the order, is chosen on the payment page at checkout.
Will the quote show our organization's name?
No. A quote is not made out to anyone, so put the quote number on your purchase order to tie the two together. An invoice does carry the school or organization you give when you ask for it.
Do you send a W-9?
Yes. Email service@aipromodesign.com and we send our W-9. If you are paying by invoice, it can come in the same email as the invoice.
Can you fill in our vendor or supplier form?
Yes. Email it to service@aipromodesign.com with your quote number, and we fill it in and send it back.
Does downloading the quote again change it?
Not on the same day. The same cart on the same day gives the same quote number, so a second download is the same quote. Change the order or its addresses, or download it on another day, and you get a new quote with a new number and a new 30 days.