Your uniform quotes are leaving money on the table if you're not factoring in fabric waste, setup fees, and minimum order complexity. A proper pricing model separates profitable jobs from the ones that drain your margins. Here's how to build a quoting system that wins business and protects your bottom line.
Understand Your True Cost of Goods
Before you quote anything, map out exactly what each garment costs to produce. This isn't just fabric—it's thread, labels, buttons, zippers, and dye lots. For a standard polo shirt with embroidery, material typically runs $8–$14 depending on quality tier; for heavier workwear like Carhartt-style jackets, expect $25–$45 in raw material alone.
Add in labor. Screen printing a 12-piece order takes 45 minutes to set up plus 2–3 minutes per shirt; embroidery on the same batch is 8–15 minutes per piece depending on design complexity. Labor cost per unit drops dramatically at higher quantities, which is why your pricing structure must reflect order size.
Include waste factors. You'll lose 3–8% of fabric to shrinkage, cutting errors, and defects. A reorder run on dyed-to-match items adds 10–15% waste because dye lots never match perfectly. Calculate these percentages into your material costs before you quote.
Build a Tiered Pricing Model
Customers expect lower per-unit prices at higher volumes—and you should offer them because your production becomes more efficient. Here's a realistic structure for embroidered workwear:
- 1–10 units: $22–$35 per piece (high setup cost amortized across few items)
- 11–50 units: $15–$24 per piece (longer production run, better efficiency)
- 51–100 units: $12–$18 per piece (streamlined workflow, minimal changeover)
- 100+ units: $10–$16 per piece (bulk discounts kick in, supplier volume breaks apply)
Adjust these ranges based on your overhead, equipment type, and local labor costs. The key is that each tier has a clear cutoff—no custom quotes in between. Customers will ask; you have a standard answer.
Account for Setup and Customization Fees
This is where many shops undercharge. Setup fees cover screens, digitization, die tooling, and production prep time. Charge separately:
- Screen printing setup: $35–$75 per color, depending on screen size
- Embroidery digitization: $25–$60 for simple logos; $75–$150 for complex artwork
- Custom dye or fabric matching: $100–$300 (includes sample testing)
- Minimum reorder runs (for previous clients): $50–$100 order fee to recoup changeover time
Don't bury these in your per-unit price. Transparency builds trust and prevents scope creep. If a customer balks at a $60 digitization fee, you've filtered out a potentially unprofitable job early.
Factor in Turnaround Time Premiums
Standard production on uniforms is 3–4 weeks (including shipping lead time on blanks). Anything faster costs extra. Most shops charge:
- 2-week turnaround: +10–15% on the total order
- 1-week rush: +25–40%
- 48-hour emergency: +50–100% (if you offer it at all)
These premiums aren't just profit—they reflect real labor costs of prioritizing one job over others and potential expedited shipping expenses.
Use a Written Quote Template
Always quote in writing, even for phone inquiries. Include:
- Garment type, quantity, and color
- Per-unit cost and total material cost
- Customization fees (setup, digitization, etc.) broken out separately
- Turnaround date
- Payment terms (50% deposit, balance on pickup)
- Revision limits (usually 2 free rounds, additional rounds charged)
This protects you from scope creep and creates a paper trail. Many jobs fall apart because expectations weren't documented.
Pricing Strategy for Growth
If you're new to custom uniforms, you can list your services on platforms like Mercoly to get found by local businesses searching for uniform vendors—this helps you build a portfolio and win steady clients fast.
As you grow, resist the temptation to compete purely on price. Businesses buying uniforms care about quality, reliability, and timeline more than squeezing another dollar off per shirt. Build your reputation on delivering consistent work and clear communication.
Frequently Asked Questions
Q: Should I offer a discount if a customer reorders the same uniforms? A: Yes, reduce setup fees by 50% on reorders since digitization and screens are already done. Keep the per-unit price the same unless they're ordering 2–3x the original volume.
Q: How do I handle price increases in material costs mid-project? A: Lock quotes for 30 days. If fabric costs jump between quote and production, contact the customer immediately with options (absorb the cost, delay production, or adjust the quote).
Q: What's a realistic profit margin on custom uniforms? A: Aim for 40–60% gross margin on completed orders after all costs. This leaves room for overhead, equipment maintenance, and bad jobs.
Start building your uniform pricing model today—list on Mercoly to connect with businesses ready to buy.