Our IT Team Gets Dragged Into Every Swag Order. How Do We Take Them Out of the Loop?

Highlight Self-Service Stores That Don’t Require Purchase Order Requests

Introduction: The Swag Struggle Is Real

Every company has a moment where ordering swag turns into an unexpected circus act. Marketing wants shirts for a trade show. HR needs new hire kits. Sales is begging for client thank-you gifts. And somehow, without fail, IT gets pulled into the mix.

Not because IT is passionate about choosing hoodie colors or approving water bottles, but because the outdated process forces them to manage purchase orders, permissions, and workflows that should have nothing to do with servers, firewalls, or code.

It’s not just annoying—it’s inefficient. IT hates it, the requesters hate it, and leadership probably has no idea how many hours are lost every month chasing swag approvals.

So, how do you fix it? You highlight and implement self-service swag stores that remove IT and purchase orders from the equation entirely.

Recommended Reading

If you’re looking to dive deeper into related topics, here are a few articles from the Merchloop blog worth checking out:

• The Smart Way to Buy Swag Online That Actually Works for Teams and Clients
  Learn how to streamline swag purchases for efficiency and satisfaction.

• Merchloop vs Swag.com The Smarter Choice for On-Demand Swag and Company Stores
  A comparison piece showing why modern swag platforms are a better fit.

• Company Merch Stores: The Secret Weapon for Culture, Retention, and Branding
  Discover how swag stores power culture and engagement across teams.

• How an On Demand Merch Store Boosts Engagement, Saves Costs, and Reduces Waste
  Explore how on-demand swag solves waste and workflow challenges.

• Reimagining Cool Swag for Employees Beyond T-Shirts and Pens
  A fresh look at swag ideas that excite employees and clients alike.

These reads pair perfectly with what you’ll find in this article—practical ways to make swag a tool for growth, not a bottleneck.

Why IT Is Always Stuck in the Middle

Let’s be honest: IT didn’t sign up to approve coffee mugs. Yet they’re constantly pulled into swag orders because of outdated systems.

• Purchase Order Dependencies
  Old-school swag programs require purchase orders for every order. Guess who sets up and approves those? IT.

• System Access
  Swag stores that aren’t built for modern teams need IT for logins, integrations, and troubleshooting.

• Store Management
  Some companies even ask IT to build microsites or manage vendor portals. That’s not their job—it’s digital duct tape.

• Security Worries
  Leadership ropes IT in to “make sure things are secure.” But we’re talking about tote bags, not customer data.

When IT is in the swag loop, it’s like having a chef unclog the sink while dinner burns in the oven. Wrong person, wrong task.

The Hidden Costs of IT-Heavy Swag

This isn’t just about inconvenience. There are real costs to keeping IT in the swag approval process:

• Lost Productivity: Every ticket for “Can we order sweatshirts?” is one less hour IT spends on things that actually matter.

• Delays: Purchase orders stretch out swag delivery timelines by days or weeks.

• Frustrated Teams: HR, Marketing, and Sales can’t move fast, and employees wait forever for the gear they were promised.

• Low Morale: IT feels like the swag police instead of problem-solvers.

When swag slows down, so does your company’s culture and client experience.

The Lightbulb Moment: Self-Service Swag Stores

Here’s the shift: instead of looping IT into every order, let employees order what they need from a self-service swag store.

Picture it: a branded online store, run by Merchloop, stocked with your company’s swag. Employees and managers can log in, browse, and order—just like they would on any retail site.

Here’s why it works:

1. No IT Setup: Merchloop handles store creation, branding, and management.

2. No Purchase Orders: Budgets, prepaid credits, or stipends replace outdated PO requests.

3. Smooth Ordering: One-click checkout feels like shopping online.

4. Automatic Fulfillment: Items are produced, decorated, and shipped directly.

5. Scalable and Secure: The system is designed for swag—safe, simple, and IT-free.

It’s swag without the snags.

How It Plays Out in Real Life

Imagine how much smoother this gets:

• HR & New Hire Kits
  A recruiter wants to wow a new hire. Instead of filing a request, they go to the swag store, click the kit, and ship it straight to the new hire’s doorstep. Done.

• Marketing & Events
  The marketing team needs 500 branded hats for a trade show. They log in, order, and track delivery—no tickets, no waiting on IT.

• Sales & Recognition
  A manager wants to surprise a top performer. Instead of asking IT to approve a budget, they send the employee store credit. The employee picks their favorite item.

Everyone wins. IT stays focused on tech. Other teams get the swag they need without the red tape.

Why Cutting IT Out Makes Everyone Happier

1. Speed

No waiting for purchase order approvals. Swag moves at the speed of business.

2. Empowerment

HR, Marketing, and Sales control their own budgets and orders.

3. Relief for IT

IT finally escapes from non-technical distractions.

4. Cost Efficiency

With Merchloop’s on-demand model, you order exactly what you need—no storage, no waste, no outdated merch collecting dust.

5. Better Experiences

Whether it’s a new hire, a client, or an employee being recognized, swag shows up quickly and makes the right impression.

Busting the Common Myths

Still hesitant to let IT off the hook? Let’s break down the most common objections.

• “We need IT for security.”
  Self-service swag stores are built to be secure. There’s no sensitive data risk in ordering sweatshirts.

• “We can’t ditch POs.”
  You can replace POs with prepaid credits, department budgets, or company cards. You still keep spending under control.

• “Employees will overspend.”
  Wrong. Merchloop lets you set rules, budgets, and limits.

• “Store setup will take forever.”
  Not with Merchloop. We set it up, brand it, and manage it. You’re live before you know it.

Why Merchloop Is the Smarter Choice

There are plenty of swag providers out there, but Merchloop takes it to another level.

• No Minimums: Need one jacket for a new hire? Done. Need 500 shirts for an event? Also done.

• On-Demand Fulfillment: We decorate, fulfill, and ship items as they’re ordered. No stockrooms, no leftover swag.

• Top Brands: Nike, TravisMathew, The North Face, Marine Layer, and more—always available.

• Better Pricing: Because Merchloop is vertically integrated, prices are at or below MSRP.

• Flexible Controls: Admins can set budgets and rules without involving IT.

It’s like upgrading from dial-up internet to high-speed fiber. Once you make the switch, you’ll never look back.

Step-By-Step: Freeing IT From Swag Duty

1. Audit Your Process
   Map how swag orders flow today. Highlight every IT touchpoint.

2. Build Your Case
   Show leadership how much time and productivity swag ordering steals from IT.

3. Introduce the Solution
   Present self-service swag stores as the fix.

4. Run a Pilot
   Start with one use case, like new hire kits, to prove the model works.

5. Roll Out Broadly
   Expand the store to cover employee recognition, events, and client gifts.

6. Celebrate the Win
   Share the results: faster swag, happier employees, and IT finally free to focus on actual tech.

A Real Example

One software company with 500 employees was buried in IT tickets for swag orders. Each one added three to five extra days to the process. Employees were frustrated. IT was burned out.

After launching a self-service swag store with Merchloop:

• Order turnaround times dropped by 70%.

• IT ticket volume went down 20%.

• Employee satisfaction scores around recognition and swag improved dramatically.

IT could finally focus on cybersecurity projects, and the HR team could send new hire kits instantly.

Conclusion: Give IT a Break and Everyone Wins

At the end of the day, IT’s job is to keep your company’s systems safe, scalable, and efficient—not to babysit swag orders.

By switching to a self-service swag store that eliminates purchase orders, you streamline workflows, save time, and create a smoother experience for every department. HR and Marketing get what they need. Employees and clients get their swag faster. And IT? They finally get to focus on the work that matters.

So, the next time someone says, “Our IT team gets dragged into every swag order. How do we take them out of the loop?”
The answer is simple: Highlight self-service stores that don’t require purchase order requests.

And the best place to start is with Merchloop.