Procurement Cycles Take Forever Is There a Faster Way to Get Branded Merch? Compare Traditional RFP/Vendor Processes vs One-Click Swag Stores

Introduction: Why Does Ordering Merch Feel Like Running a Marathon?

You’ve got a brilliant idea: branded hoodies for your sales kickoff, tote bags for an upcoming trade show, or water bottles to welcome new hires. You’re excited, your team is excited, but then—bam—you hit the procurement wall. Suddenly, your “quick” merch project turns into a long, winding process of RFPs, vendor emails, budget approvals, and countless back-and-forths.

By the time the order is approved and the items finally arrive, the moment has passed. Your launch is over, the event is done, or worse, your competitors already handed out their goodies. It’s frustrating, outdated, and completely unnecessary.

So let’s ask the big question: Is there a faster way to get branded merch? Spoiler alert—yes there is. And the answer lies in one-click swag stores.

The Traditional Procurement Cycle: Slow, Stiff, and Stuck in the Past

To understand why one-click swag stores are such a game-changer, we first need to look at the traditional procurement process for branded merchandise.

Step 1: Writing the RFP

It all begins with drafting a Request for Proposal (RFP). You carefully describe the product, outline the number of items you need, and spell out your budget. Then you send it off into the vendor universe and wait.

Step 2: Vendor Courtship

Vendors respond with quotes, product options, and timelines. Some are slow, others over-promise, and all of them require a bit of hand-holding. By the time the last quote comes in, you’ve already lost valuable time.

Step 3: The Comparison Game

Now comes the headache of comparing apples to oranges. One vendor is cheaper, another has better quality, and another can deliver faster—but none check every box. Cue weeks of debating and negotiating.

Step 4: The Approval Bottleneck

You’ve chosen a vendor, but the approvals are just getting started. Finance, legal, and compliance all want their say. Each step can take days or even weeks.

Step 5: Production and Delivery

Finally, production begins. If all goes well, your order arrives on time. But if there’s an issue—wrong sizes, print errors, shipping delays—you’re back at square one.

Average timeline? Anywhere from four to eight weeks. For something as simple as a box of t-shirts, that’s absurd.

Why Traditional Procurement Doesn’t Fit Merch

Procurement cycles were built for things like construction projects, IT systems, or major supplier contracts. Branded merch doesn’t fit neatly into that world, and here’s why:

• Too many variations: Sizes, colors, styles, and logos make merch inherently complex.

• Deadlines matter: Merch is often tied to time-sensitive campaigns, launches, or events.

• High effort, low dollar: Spending weeks to approve a $5,000 merch order wastes more in employee time than it saves in price negotiation.

• Team frustration: Marketing and HR teams are stuck waiting, and by the time merch arrives, momentum is gone.

Put simply, the old-school approach can’t keep up with modern business needs.

One-Click Swag Stores: The Future of Branded Merch

Now, let’s flip the script. Imagine instead of slogging through months of procurement, you had your own online company swag store.

What Is a One-Click Swag Store?

It’s a custom online store loaded with your company’s pre-approved merch. Think of it as a branded Amazon for your team. Employees, managers, or even clients can log in, browse, and order what they need—in just a few clicks.

How It Works

1. Build the catalog: Your marketing and procurement teams approve the items once.

2. Go live: The store is ready for anyone with access.

3. Order anytime: No RFPs, no vendor hunting, no bottlenecks—just click and go.

The result? A process that used to take months now takes minutes.

Head-to-Head: RFPs vs One-Click Stores

Let’s line them up side by side.

The verdict? RFPs feel like dial-up internet in a world that runs on high-speed Wi-Fi.

Picture This: The Event Crisis

Let’s make it real with an example.

Your company is sponsoring a big industry conference, and you want branded tote bags for attendees.

• RFP route: You start two months ahead, send requests, negotiate, and pray. The bags show up… three days after the event ends.

• One-click store route: You log in, pick the tote bags from your catalog, and place an order in minutes. They’re shipped directly to the venue. No stress, no missed deadlines.

That’s the difference between holding your breath and breathing easy.

The Benefits of One-Click Swag Stores

Here’s why companies are leaving RFPs behind and moving to one-click swag stores.

Speed Without Stress

Orders that once dragged on for weeks are completed in minutes. Deadlines are no longer nightmares.

Empowered Teams

Marketing, HR, and managers can self-serve without waiting on procurement. More autonomy means happier employees.

Brand Consistency Locked In

Your store only includes approved items. Every hoodie, mug, or backpack carries the logo exactly as it should.

Scalability for Global Teams

Need to send swag to new hires across three continents? One-click stores make it simple.

Built-In Budget Control

Finance teams love it because spending limits and budgets are baked right into the store.

Busting the Myths

Not everyone is sold right away. Let’s address the top myths:

• “Aren’t these stores more expensive?”
  Nope. Cutting out middlemen and wasted time usually saves money overall.

• “Won’t we lose control?”
  Actually, you gain more. Procurement sets the rules once, and the store keeps everything in line.

• “What about bulk discounts?”
  One-click platforms handle both single orders and bulk purchases, so you still get the best pricing.

The ROI of Speed and Simplicity

Think about the hidden costs of the RFP cycle.

If your marketing team spends 20 hours managing RFPs for each merch order, at $50 an hour, that’s $1,000 in labor cost per order. Switch to one-click, and that drops to maybe 20 minutes. Multiply across dozens of orders per year, and the savings skyrocket.

But it’s not just about money. It’s about agility. Teams can move faster, capture opportunities, and act in real time.

Why Merchloop Makes It Simple

This is where Merchloop steps in. We make branded merch as easy as clicking “add to cart.”

• On-demand orders: Whether you need one item or 1,000, there are no minimums.

• Pre-approved catalog: Your branding and budget stay consistent.

• Complete fulfillment: We decorate, pack, and ship directly to your employees, clients, or events.

• Better pricing: Because we’re vertically integrated, costs stay at or below MSRP.

With Merchloop, your branded merch works at the speed of your business—not the speed of outdated procurement.

Wrapping It Up: The Future Is One Click Away

Let’s revisit the question: procurement cycles take forever. Is there a faster way to get branded merch?

Absolutely. The RFP/vendor process may have its place for major contracts, but for merch, it’s a dinosaur. One-click swag stores give you speed, control, and consistency, all while freeing up your team to focus on what matters.

If your company is tired of waiting weeks for a box of t-shirts, it’s time to move on. Build a store, empower your people, and start ordering branded merch the way it should be—fast, easy, and fun.

Merchloop can help you make that switch. And once you try it, you’ll never look back.