Employee Branded Merchandise Order Form

Streamline Your Employee Merchandise Program with Paperform

Managing employee branded merchandise orders shouldn't mean drowning in spreadsheets, email chains, and size confusion. Whether you're distributing welcome kits to new hires, fulfilling quarterly apparel allowances, or coordinating team uniforms, this Employee Branded Merchandise Order Form gives your HR, operations, or marketing team a professional, automated solution that employees actually enjoy using.

Why This Template Works for Corporate Merchandise Programs

Built specifically for HR teams, internal communications departments, and corporate services managers, this template handles the complexity of employee merchandise ordering while keeping the experience simple. Instead of juggling multiple systems for inventory, approvals, and fulfillment, you get one clean form that captures everything: product selections, accurate sizing, cost center codes, delivery preferences, and manager approvals when needed.

The form includes a product catalog with visual selection, size matrix fields for apparel accuracy, conditional logic that shows size options only for relevant items, and automatic routing based on order value or department. This means fewer sizing mistakes, clearer budget allocation, and happier employees who actually receive merchandise that fits.

Perfect for Multiple Use Cases

This template adapts beautifully across various employee merchandise scenarios:

• New hire welcome kits with onboarding merchandise bundles
• Quarterly or annual apparel allowances where employees choose from approved items
• Team uniform orders for customer-facing staff, events, or trade shows
• Corporate swag distribution for company milestones, campaigns, or recognition programs
• Seasonal merchandise updates when refreshing branded inventory
• Department-specific gear with custom approval workflows and budget tracking

Whether you're a 10-person startup building your first swag program or a 500+ company managing multiple office locations, the form scales to match your needs.

How Paperform Makes Merchandise Ordering Effortless

On-brand product catalogs: Use the products field to showcase your branded merchandise with images, descriptions, SKUs, and pricing. Employees see exactly what they're ordering, and you maintain accurate inventory tracking with unique product codes.

Intelligent size matrices: Conditional logic reveals size options (XS–5XL) only for apparel items, while accessories skip straight to quantity. Add custom size charts or measurement guides using embedded images to reduce returns and exchanges.

Department and cost center allocation: Capture department codes, cost centers, or project codes automatically, making reconciliation and budget tracking seamless for finance teams. Use calculations to show real-time order totals against allowances.

Delivery address flexibility: Let employees choose between office delivery, home shipping, or designated pickup locations using dropdown selections or conditional address fields. Perfect for hybrid and remote teams.

Approval workflows with Stepper: For orders above a certain value or outside standard allowances, route submissions through Stepper for manager approval before fulfillment. Automatically notify procurement, update inventory systems, and trigger fulfillment emails—all without manual intervention.

Calculation fields for budget limits: Set individual order caps or allowance tracking using Paperform's calculation engine. Show employees their remaining balance in real-time as they select products, preventing over-ordering before they hit submit.

Built for Professional Teams Who Value Efficiency

This template is optimized for HR managers, office managers, people operations teams, internal communications specialists, and employee experience coordinators who need to:

• Reduce administrative burden on internal teams
• Eliminate sizing errors and fulfillment mistakes
• Provide transparent budget tracking and cost allocation
• Offer a smooth, on-brand ordering experience for employees
• Integrate merchandise orders with existing HR, finance, or inventory systems

The form works beautifully embedded in your intranet, shared via Slack or Teams, or sent directly in onboarding emails. Customize the theme to match your company branding, add your logo, and make the experience feel native to your organization.

Automate the Entire Order-to-Fulfillment Workflow

Once an employee submits their merchandise order, Paperform keeps the process moving:

• Send confirmations with order summaries, estimated delivery dates, and tracking information
• Route to fulfillment teams via email, Slack, or project management tools
• Update inventory spreadsheets in Google Sheets or Airtable automatically
• Sync with finance systems to track departmental spending and budget consumption
• Trigger approval workflows in Stepper for orders requiring manager sign-off
• Generate packing slips or shipping labels using submission data and integrations

Connect Paperform to HubSpot, Notion, Asana, Monday.com, or thousands of other tools via Stepper, Zapier, Make, or native integrations to create a fully automated merchandise management system.

Trusted by Companies That Care About Employee Experience

Paperform is trusted by over 500,000 teams worldwide and is SOC 2 Type II and GDPR compliant, giving you peace of mind when handling employee data and company budgets. With role-based permissions, you can let HR manage the form while giving finance teams view-only access to spending reports.

Whether you're launching your first employee merchandise program or upgrading from clunky legacy systems, this template gives you a professional, scalable foundation that grows with your team—no developers, no IT tickets, no hassle.

Get started today and give your employees a merchandise ordering experience that's as thoughtful as the swag you're sending them.