How to Compare Custom Apparel Quotes Without Missing Extra Costs

The safest way to compare custom apparel quotes is to turn each one into the same all-in total: garments, decoration, artwork preparation, sampling, packing, freight, GST and any deadline-related charges. A quote that looks cheaper per shirt can cost more once missing items are added.

Ask every supplier to price the same garment, quantity, sizes, colours, decoration method, artwork and delivery address. Then check what is included in writing before approving production. This is particularly important for Australian orders, where GST, metro versus regional freight and imported goods can affect the final amount.

Start with a like-for-like quote request

Suppliers cannot compare accurately if one quote is for basic cotton tees and another is for heavier workwear, or if one includes front and back decoration while the other covers only a single logo. Prepare a short brief and send exactly the same information to each supplier.

Garment type, brand or quality level and preferred fabric weight.
Colour and the number of garments in each colour.
Quantity by size, including a clear total.
Every decoration location, such as left chest, full back, sleeve or cap front.
The artwork file, or a description of what needs to be created.
Whether individual names, numbers or different logos are required.
Your delivery suburb, postcode and required arrival date.
Whether garments need to be folded, bagged, labelled or sorted by person.

Request a written quote with an expiry date and a list of assumptions. If a supplier has priced an alternative garment or decoration method, it should be clearly identified rather than quietly substituted.

Check the garment before comparing decoration

The garment is often the largest difference between two apparently similar quotes. Compare fabric, weight, fit, sizing, stitching, colour range and intended use—not just the product name.

For a staff uniform, ask whether the garment is suitable for repeated washing and daily wear. For an event, comfort and availability may matter more than maximum durability. For outdoor work, check whether the requested garment is appropriate for the conditions and any relevant workplace requirements.

Confirm whether the quoted price includes the garment itself. Some suppliers quote decoration only, expecting you to provide blank apparel. Others include supply and decoration in one per-item price. Neither approach is automatically better, but they must not be compared as though they are the same.

Also check size surcharges. Extended sizes, unusual cuts and specialised garments may be charged differently. Ask whether a replacement garment supplied after a sizing mistake will attract another decoration charge.

Separate the decoration costs

Decoration is not one single cost. A quote should show the method, number of placements and any setup or preparation fees.

Embroidery

Embroidery pricing can depend on stitch count, logo dimensions, garment type, thread changes and placement. A small left-chest logo is not equivalent to a large back design. Caps, jackets and thick or lined garments may require different handling from polos or tees.

Ask whether digitising is included. Digitising converts artwork into an embroidery file, and it may be a one-off charge or included above a minimum quantity. Check whether the file is retained for future orders and whether edits, colour changes or resizing count as new setup work. For a useful list of the cost categories commonly checked in an Australian embroidery quote, compare this embroidery pricing guide.

Screen printing and transfers

Screen printing may involve setup per colour, while transfer methods can vary according to the size and type of artwork. Ask whether the price covers one print colour, full colour or a particular print area. A quote for a small chest mark should not be compared with a full-front print.

Check how artwork with gradients, fine lines or very small text will be handled. If the supplier recommends simplifying the design, ask for a proof before production. The cheapest method is not useful if important details disappear on the finished garment.

Sublimation and fully customised garments

For custom jerseys or all-over designs, confirm what is included in the base price. Names, numbers, sponsor logos, player changes and size variations may be included—or treated as extras. Ask whether a revised player list after approval attracts an amendment fee.

Find the hidden setup and artwork charges

Artwork is a frequent source of extra cost because “logo supplied” can mean very different things. Some suppliers need production-ready vector artwork. Others will redraw a low-resolution image, remove a background or adjust colours for a fee.

Ask these questions:

Is artwork checking included?
Is conversion to a print or embroidery file included?
Does the price include one proof or unlimited revisions?
Will colour matching or design clean-up cost extra?
Is there a fee for each separate logo or placement?
Will changes after approval incur an artwork or production charge?

Get a digital proof showing the artwork, position, approximate size, colours and wording. For names and numbers, provide a final spreadsheet or list and ask the supplier to confirm that it has been checked. A proof is also your chance to catch mirrored artwork, spelling errors and an unsuitable logo size.

Ask about minimum quantities and price breaks

A low unit price may depend on ordering a larger quantity than you need. Request pricing at the actual quantity, plus one or two realistic alternatives if you might reorder. For example, compare the cost of 20, 30 and 50 units, but do not order extras solely to reach a price break unless they have a clear use.

Check whether minimums apply per garment colour, design, size or decoration method. A supplier might accept 20 garments overall but require a minimum for each separate logo or colourway.

Ask how repeat orders are handled. If the artwork is already set up, a later order may avoid some preparation costs, but the supplier should confirm this rather than leave it assumed. Garment availability and price can still change.

Check GST properly

Never compare one quote including GST with another quote that is ex GST. Look for an explicit statement such as “including GST” or “plus GST”, and calculate the final amount rather than relying on the headline unit price.

If a quote is ex GST, make sure every line is treated consistently. Do not assume GST applies only to the garments: decoration, artwork, packing and delivery may also be part of the taxable invoice. If you are buying for a club, school or community group, confirm who will receive the tax invoice and whether your organisation has particular purchasing requirements.

Unpack freight, delivery and imported-order charges

Freight should show what is being delivered, where it is going and whether the price is an estimate or a fixed amount. Ask whether delivery is to a business address, residential address, post office, depot or rural location. Access restrictions, tail-lift requirements and re-delivery can affect the final cost.

If the apparel is being imported, ask who is responsible for customs clearance, import GST, duty, biosecurity-related charges, port or terminal fees, local transport and storage. These charges do not apply identically to every shipment, so an apparently cheap overseas quote needs a clear landed-cost calculation before you compare it with a local quote.

Also check whether the freight price covers one delivery. Split shipments, back-ordered sizes or a late change to the address can create a second charge. Confirm the carrier service, tracking arrangements and what happens if nobody is available to receive the parcel.

Include packing and fulfilment in the comparison

Basic packing may be included, but individual fulfilment often is not. Ask whether garments will arrive loose in cartons, grouped by size, or separately bagged and labelled for each wearer.

For a team or workplace order, request a line-by-line fulfilment price if you need:

Individual names on bags or labels.
Orders sorted by department, class or player.
Separate cartons for different locations.
Folding, tagging or barcode labelling.
Direct shipping to multiple addresses.

Decide whether that service saves enough time to justify the cost. For a small order, sorting it yourself may be simple. For a large order with many recipients, an upfront packing charge may prevent mistakes and reduce volunteer or staff workload.

Test the delivery promise

“Two-week turnaround” is incomplete unless you know when the clock starts. Ask whether it means business days or calendar days, and whether it begins after payment, artwork approval, garment arrival or sample approval.

Confirm the production date, dispatch date and expected arrival date separately. If your order is for a tournament, launch, worksite opening or event, give the supplier a hard arrival date rather than only the event date. Build in time to inspect the goods and deal with a shortfall.

Ask what happens if a garment is unavailable, an artwork approval is late or a courier is delayed. Express production and priority freight may be available, but they should be listed as optional costs rather than appearing unexpectedly on the invoice.

Compare samples, proofs and quality controls

A sample can expose differences that a quote cannot. If possible, check the actual garment or an accurate sample before committing to a large order. Examine fabric feel, sizing, colour, seam quality and the position and finish of the decoration.

Ask whether a pre-production sample is included and whether it is made on the same garment and using the same method as the final order. A digital mock-up confirms layout, but it cannot confirm fabric weight or how the decoration feels after washing.

Clarify the process for faults, missing items and incorrect sizes. Ask how soon you must report a problem, what evidence is required and whether the supplier will replace or credit faulty goods. Keep the approved proof, final order list and invoice together.

Build a simple comparison table

Put each quote into a spreadsheet with the same headings. Useful columns include:

Garment supply.
Decoration per placement.
Artwork, digitising or setup.
Additional names and numbers.
Sample or proof.
Packing and labelling.
Freight and insurance.
GST.
Rush or other surcharges.
Final delivered total.
Cost per finished garment.

Mark each line as included, excluded, not applicable or to be confirmed. Do not leave blanks: a blank can hide an assumption. Add a notes column for garment substitutions, minimum quantities, lead times and conditions.

Know when the cheapest quote is not the best value

Once all extras are included, compare more than the total. Consider garment durability, decoration suitability, communication, proofing, delivery certainty and the cost of fixing an error. A supplier who gives a clear scope and realistic date may reduce risk even if the first unit price is higher.

Be cautious of a quote that is vague about GST, garment specifications, artwork ownership, delivery timing or what happens when stock is unavailable. Ask for clarification before paying a deposit. If the answer changes the price, update the comparison table rather than relying on a verbal promise.

Practical summary

Request identical specifications, confirm the garment and decoration method, list every artwork and setup charge, separate packing from freight, check GST, and calculate the delivered total. Finally, get a proof, a firm production timeline and the supplier’s process for faults in writing. A quote is comparable only when you know exactly what the final invoice will buy.