Payment FAQ: Invoices, Payment Timing & Billing Questions

Ordering promotional products involves a few more steps than purchasing ordinary merchandise because your products are customized specifically for your organization.

Before you pay, you want to know what you are buying, how your logo will appear, what the order will cost, and when the finished products are expected to arrive.

At Purple Pie Promos, the ordering process is designed to give you the opportunity to review those details before making your payment.

This FAQ answers common questions about payment timing, invoices, billing information, payment options, purchase orders, and how payment fits into the overall production process.

When Do I Pay for My Promotional Products?

At Purple Pie Promos, payment is requested after you have reviewed and approved the final details of your order.

The process begins when you request a quote and artwork proof for a product you are interested in ordering.

After reviewing your product selection, artwork, quantity, decoration options, pricing, and shipping requirements, Purple Pie Promos prepares your quote and proof.

You can review those details, ask questions, and request changes before giving final approval.

Once you approve the final sales confirmation, an invoice is emailed to you with a secure online payment link.

Production begins after your final approval and payment have been received.

When Payment Happens in the Ordering Process

You review the details before paying for your custom merchandise.

1

Request a Quote Choose a product and submit your project information and artwork.

2

Review Quote & Proof Check your pricing, customization, and artwork before making a decision.

3

Final Approval Review and approve your final sales confirmation.

4

Receive Invoice Receive an emailed invoice with a secure online payment link.

5

Production Begins Your order moves into production after approval and payment are received.

For a complete explanation of the ordering process, visit our How to Order page.

Do I Have to Pay to Request a Quote?

No. Requesting a quote from Purple Pie Promos does not require you to pay for the promotional products.

A quote request is the starting point for discussing your project. It allows us to review the product, quantity, artwork, decoration options, shipping requirements, and expected pricing.

You can request information, compare options, and ask questions before deciding whether to proceed.

If you need a different quantity, product color, or decoration method, those details can be discussed before the order is finalized.

Do I Have to Pay Before Receiving an Artwork Proof?

No. Purple Pie Promos prepares your quote and artwork proof before requesting payment for your order.

The proof gives you an opportunity to review how your logo or design is expected to appear on the selected product.

You can check the artwork, imprint placement, size, colors, and general layout before giving final approval.

If something needs to be changed, you can request revisions before moving forward.

What Happens After I Approve My Quote and Proof?

Once you are satisfied with the artwork and pricing, Purple Pie Promos sends a final sales confirmation for your review.

This confirmation gives you one more opportunity to check the order details before the purchase is finalized.

After you approve the final sales confirmation, an invoice is emailed to you with a secure link for online payment.

When payment is received, the order moves into production.

The final sales confirmation is an important step because it helps make sure the product, quantity, decoration, and pricing details are agreed upon before production begins.

What Is the Difference Between a Quote, Sales Confirmation, and Invoice?

These documents serve different purposes during the promotional product ordering process.

Three Documents, Three Different Purposes

Understanding the difference makes the payment process easier to follow.

Quote

Shows the proposed pricing for your selected products, quantities, decoration options, and applicable charges. It helps you evaluate the order before committing.

Sales Confirmation

Summarizes the final order details for your approval after the product, artwork, pricing, and other requirements have been reviewed.

Invoice

Requests payment for the approved order and provides the information needed to complete the payment process.

At Purple Pie Promos, these steps help make sure you understand what is being ordered and what it will cost before the order moves into production.

What Should I Check on My Invoice?

Before submitting payment, review the invoice and compare it with your approved sales confirmation.

Make sure the products, quantities, customization requirements, and total charges match what you expected.

Pay particular attention to any setup charges, additional imprint locations, shipping charges, or other applicable fees.

If anything looks incorrect or unclear, contact Purple Pie Promos before paying.

Are Setup Charges and Shipping Included on My Invoice?

Applicable setup charges, shipping costs, and other order-related fees are included in the quote Purple Pie Promos prepares for your review.

These costs should be considered when evaluating the total order price.

Some products have separate setup charges, while others include certain preparation costs in the product or decoration pricing.

Shipping costs can vary based on the product, quantity, packaging, and delivery destination.

If you request changes after receiving your initial quote, the pricing may need to be updated before final approval.

For more information about how promotional product pricing works, read our Pricing FAQ.

How Do I Pay My Invoice?

After your final sales confirmation has been approved, Purple Pie Promos emails an invoice containing a secure online payment link.

Use the payment link provided with your invoice to review the available payment options and submit your payment.

If your organization has a particular payment requirement or you have questions about the invoice, contact Purple Pie Promos before submitting payment.

What Payment Methods Do You Accept?

The payment options available for your order can be reviewed through the secure payment link provided with your invoice.

If you need to use a particular payment method, contact Purple Pie Promos before finalizing your order so the available options can be confirmed.

This is especially helpful for organizations with specific accounting, purchasing, or payment processing requirements.

Can I Pay by Credit Card?

If you want to pay by credit card, review the payment options presented through your invoice's secure online payment link.

If your company requires a particular card type or payment arrangement, contact Purple Pie Promos to confirm whether it can be accommodated.

For security, use the designated payment process rather than sending complete credit card information through ordinary email.

Is the Online Payment Link Secure?

Purple Pie Promos provides a secure online payment link with your final invoice.

As with any online business payment, make sure you are using the link associated with your legitimate invoice and that the payment details match your approved order.

If you receive an unexpected payment request, an unfamiliar link, or instructions that differ from your previous communication, contact Purple Pie Promos using its established contact information before submitting payment.

Can I Pay With a Purchase Order?

Many businesses, schools, government agencies, and larger organizations use purchase orders as part of their internal purchasing process.

A purchase order, often called a PO, is a document issued by the buyer to authorize a purchase and identify the products or services being ordered.

However, a purchase order is not the same thing as payment.

Purple Pie Promos' standard ordering process requires final approval and payment before production begins.

If your organization requires a purchase order number or has a special purchasing process, contact Purple Pie Promos before finalizing the order so the requirements can be discussed.

Do You Offer Net 30 Payment Terms?

Net 30 is a payment arrangement that generally allows an approved customer to pay an invoice within 30 days of the applicable invoice date rather than paying immediately.

Some organizations use Net 30 or other credit terms as part of their purchasing procedures.

Purple Pie Promos' standard ordering process requires payment before production.

If your organization requires credit terms or another payment arrangement, contact Purple Pie Promos before approving the order to discuss whether any alternative arrangements are available.

Do not assume that submitting a purchase order automatically establishes credit terms.

Can I Pay a Deposit Instead of the Full Amount?

Under Purple Pie Promos' standard ordering process, payment is required before an order moves into production.

If your organization needs to discuss a deposit, partial payment, or another payment arrangement, contact Purple Pie Promos before final approval.

Any alternative arrangement would need to be reviewed and agreed upon rather than assumed.

Can My Company Make Payments From Different Accounts?

Businesses sometimes need to divide purchasing costs among departments, locations, budgets, or accounting accounts.

If your organization requires separate billing arrangements, multiple payment sources, or a particular invoice structure, discuss those requirements before the order is finalized.

The available options depend on the specific order and payment process.

Can I Use My Company's Billing Information?

Yes, you should provide the appropriate billing information for the organization responsible for the purchase.

For example, the employee placing the order may not be the same person or department responsible for processing the invoice.

If your company needs a particular legal business name, billing address, purchase order reference, or accounting contact associated with the order, provide those details before the final invoice is prepared.

This can help prevent delays when the invoice reaches your accounting department.

Can the Invoice Be Sent to Our Accounting Department?

If your accounting department or another employee needs to receive or review the invoice, let Purple Pie Promos know before the invoice is issued.

Some organizations have a dedicated accounts payable email address or require invoices to include specific reference information.

Providing those details early can make the approval and payment process easier for everyone involved.

Business Purchasing: Who Needs What?

Larger organizations often have several people involved in one promotional product order.

Person Requesting Products

Selects the merchandise, explains the project, and helps coordinate quantities, artwork, and timing.

Artwork Approver

Reviews the logo, imprint placement, colors, and design details before production.

Purchasing Department

May require purchase order references, internal approvals, or other documentation.

Accounts Payable

Reviews the invoice and processes payment according to the organization's requirements.

If several departments are involved, identifying the appropriate contacts early can help keep the order moving.

Do You Charge Sales Tax?

Sales tax requirements depend on the transaction, applicable tax laws, shipping destination, and whether the purchaser qualifies for an exemption.

Some orders may be subject to sales tax, while others may qualify for an exemption when the appropriate requirements are met.

If your organization has questions about sales tax, provide the relevant billing and shipping information when requesting your quote.

What If My Organization Is Tax Exempt?

Some schools, government agencies, nonprofit organizations, and other qualifying entities may be eligible for sales tax exemptions.

However, nonprofit status or government affiliation does not automatically make every purchase tax exempt.

Eligibility depends on the applicable tax rules and the documentation required for the transaction.

If your organization believes an exemption applies, let Purple Pie Promos know before the invoice is finalized and provide the appropriate exemption documentation for review.

What If My Invoice Has the Wrong Information?

If the billing address, company name, product details, quantity, pricing, or other information appears incorrect, contact Purple Pie Promos before submitting payment.

Depending on the issue, the invoice or order details may need to be reviewed or revised.

It is better to correct discrepancies before payment and production than to discover them after the products have been made.

What If My Invoice Total Is Different From My Quote?

The final invoice should reflect the approved order details and applicable charges.

If the amount differs from an earlier quote, review whether the product, quantity, decoration method, shipping requirements, or other order details changed during the approval process.

For example, adding another imprint location or changing the quantity may affect the final total.

If you do not understand the difference, ask Purple Pie Promos for clarification before paying.

There is no need to approve a payment amount that you have questions about.

Can I Change My Order Before Paying?

Changes can generally be discussed before the order is finalized and sent into production.

For example, you may decide to change the quantity, product color, logo placement, decoration method, or shipping destination after reviewing your initial quote.

Some changes may require revised pricing or an updated artwork proof.

If you want to make changes, communicate them before final approval and payment so the order details can be updated appropriately.

What If I Have Already Approved My Sales Confirmation?

If you have approved the final sales confirmation but discover an issue before paying, contact Purple Pie Promos immediately.

Since production begins after final approval and payment are received, an issue identified before payment may still be addressed before the order moves forward.

However, changes can affect pricing, availability, or timing, so they should be discussed before payment is completed.

What Happens If My Payment Is Declined?

If your payment does not go through, review the information provided by the payment system and contact your payment provider if necessary.

Common reasons for payment problems may include incorrect payment information, authorization limits, account restrictions, or temporary processing issues.

If you cannot complete payment through the provided link, contact Purple Pie Promos for assistance.

Remember that the order will not move into production until the required payment has been received.

What If My Payment Link Does Not Work?

If the payment link in your invoice does not open or you encounter an error during checkout, contact Purple Pie Promos.

Do not repeatedly submit payment if you are unsure whether a transaction has already been processed.

Check any available payment confirmation and ask for assistance if the payment status is unclear.

For security, avoid sending sensitive financial information through ordinary email while troubleshooting.

Will I Receive a Payment Receipt?

Keep a copy of your invoice and any payment confirmation provided during the online payment process for your accounting records.

If your accounting department needs additional payment documentation or a copy of an invoice, contact Purple Pie Promos with your order information.

Keeping the invoice, payment confirmation, and final sales confirmation together can make future questions or reorders easier to manage.

When Does My Order Go Into Production After Payment?

Your order moves into production once Purple Pie Promos has received both your final approval and payment.

Most products require approximately 7–10 business days for production, although actual timing varies depending on the item, supplier, quantity, decoration method, and other requirements.

Shipping time is additional.

If your order has a firm deadline, it is important to complete the approval and payment process promptly so avoidable delays do not affect the schedule.

For more details, read our Production FAQ.

Can Delaying Payment Affect My Delivery Date?

Yes. Because payment is required before production begins, delays in completing payment can affect when your products are ready to ship.

For example, if your organization takes several days to approve an invoice internally, those days may need to be accounted for before the supplier's production schedule begins.

This is particularly important for rush orders, trade shows, conferences, employee events, and other projects with firm deadlines.

If your company has a lengthy purchasing or accounts payable process, plan for that time when placing your order.

Can I Pay Before My Artwork Is Finalized to Save Time?

Purple Pie Promos' standard process is to review your artwork, quote, and final order details before requesting payment.

This helps make sure the product and decoration specifications are understood before production begins.

Paying early does not automatically eliminate artwork review, proof approval, or other production requirements.

If your project is time-sensitive, the most helpful approach is to send your best artwork file, provide complete order details, and respond quickly to approval requests.

Does Payment Guarantee My Delivery Date?

No. Payment allows the approved order to move forward, but it does not automatically guarantee a particular production or delivery date.

Production schedules depend on product availability, supplier capacity, decoration requirements, and other factors.

Shipping can also be affected by carrier schedules, weather, and transportation disruptions.

If you have a firm in-hands date, share it before approving the order so the available production and delivery options can be reviewed.

What If I Need to Cancel After Paying?

Custom promotional product orders are different from ordinary retail purchases because they are made specifically for your organization.

Once production has begun, cancellation may not be possible. Even before production, certain preparation work or supplier commitments may affect the available options.

If you need to cancel after payment, contact Purple Pie Promos immediately.

Whether cancellation or a refund is possible depends on the order's status and applicable terms.

For more information, read our Cancellations & Returns FAQ.

Can I Receive a Refund If There Is a Problem With My Order?

If your finished promotional products arrive damaged, incorrect, or with another problem, contact Purple Pie Promos as soon as possible.

Provide your order information, a description of the issue, and photographs when appropriate.

Possible resolutions depend on the circumstances, the approved order details, production status, supplier requirements, and applicable terms.

Because custom products are decorated specifically for your organization, they generally cannot be returned or exchanged in the same way as ordinary retail merchandise.

If there is a problem, the first step is to report it promptly so it can be reviewed.

Do I Have to Pay Again When Reordering?

Reorders are new purchases, even when you are ordering the same product with the same artwork.

Pricing, inventory, decoration options, setup requirements, and shipping charges may change between orders.

If you want to reorder something you purchased previously, provide your original order information when possible.

Purple Pie Promos can review the current availability and pricing before preparing the new order.

What If My Organization Has Special Purchasing Requirements?

Some organizations have purchasing procedures that involve multiple approvals, purchase orders, vendor registration, tax-exemption documentation, or accounting references.

If your company, school, government agency, nonprofit, or other organization has specific requirements, communicate them before the order is finalized.

The earlier those details are discussed, the easier it is to determine whether the order can be handled within your organization's purchasing process.

Special payment arrangements should be confirmed rather than assumed.

How Can I Avoid Payment-Related Delays?

The best way to avoid payment delays is to make sure the right people have reviewed the order and that all required purchasing information is ready before the invoice arrives.

Payment Readiness Checklist

A little preparation can help your custom merchandise move into production without unnecessary delays.

Review Your Quote

Make sure you understand the product pricing and applicable charges.

Approve Your Proof

Confirm the artwork, imprint location, colors, and design details.

Confirm Billing Details

Provide the correct company name, billing information, and accounting contact.

Prepare Documentation

Have any required purchase order references or tax-exemption documents ready.

Review Your Invoice

Check the final total and ask questions before submitting payment.

Plan for Payment Timing

Allow enough time for internal approval and payment processing before your production deadline.

Common Promotional Product Payment Mistakes

Most payment problems involve missing information, unclear expectations, or internal purchasing delays.

• Assuming requesting a quote automatically commits you to an order.
• Confusing a quote with a final invoice.
• Not reviewing the final sales confirmation before approval.
• Overlooking setup, shipping, or other applicable charges.
• Submitting payment before resolving invoice questions.
• Waiting until the invoice arrives to begin internal purchasing approval.
• Assuming a purchase order automatically establishes payment terms.
• Not providing tax-exemption documentation before invoicing.
• Using incorrect billing information.
• Assuming production begins before payment is received.
• Forgetting to account for payment processing time when planning an event.
• Sending sensitive payment information through unsecured communication methods.

The Bottom Line

Payment for custom promotional products is one of the final steps before production begins.

At Purple Pie Promos, you can request a quote and artwork proof, review your options, ask questions, and approve the final sales confirmation before receiving your invoice.

Once your final approval and payment have been received, your order moves into production.

If your organization has special billing requirements, purchase order procedures, tax-exemption documentation, or payment questions, the best time to discuss them is before final approval.

Related Resources

How to Order Ordering FAQ Pricing FAQ Production FAQ Shipping FAQ Cancellations & Returns FAQ Proofs FAQ How Much Should You Spend on Promotional Products? Budget-Friendly Promotional Products Browse All FAQs

Have a question about payment or invoicing?

Purple Pie Promos can help clarify your quote, invoice, payment timing, and ordering process. If your organization has special billing or purchasing requirements, contact us before finalizing your order so we can review the available options.

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