ERP, CRM and quoting for the promotional trade

£152m of orders were managed in Promotional Office last year.

Enquiry to invoice, without leaving the system. Promotional Office is the business system built and developed specifically for the UK promotional merchandise trade.

Book a demonstration See why it is different
0 Live products reachable without leaving Promotional Office Sourcing City platform, discontinued lines excluded
0 Suppliers indexed on the platform 2026 count
0 Users across 100+ distributor and supplier companies Promotional Office, confirmed July 2026
0 Suppliers delivering live data through Dynamic Highway Confirmed August 2026
The difference no competitor can copy

Anyone can sell you an ERP. Only Promotional Office is connected to the UK's number one product sourcing platform.

Promotional Office is built by the same company that runs the industry's product database, so the two are engineered to work as one system rather than bolted together afterwards. Products are not preloaded and left to go stale. They arrive live, at the moment you choose them. Where you would rather we imported a supplier catalogue or your own distributor data up front, we do that on request. Select a layer to see what it does.

01 Sourcing City Product Trigger Exclusive
Search, select and fire product and supplier information from Sourcing City straight into Promotional Office.
02 Dynamic Highway live feeds Exclusive
Live product information and user specific pricing matrices, delivered in-system.
03 Quote, order and production control
One record from enquiry through to invoice, with status visible to everyone who needs it.
04 Client portals and web shops
Own branded capture points and order tracking, managed by one central control point.
05 Email and accounts connectivity
Quotes and orders out by email, important correspondence dragged onto the record, invoice data out to your accounts package.
06 API and web services
Promotional Office as the central control point, or as the data originator for everything else you run.
Layer 01
The connection no other platform has

Only Promotional Office has a direct connection with the Sourcing City platform. A distributor working in Promotional Office can search the industry's product database, select what fits the brief, and fire it into a quote or an ideas presentation without leaving the system or retyping a single specification.

  • No copying between supplier catalogues and your quote
  • Supplier, specification and pricing arrive together
  • Company compliant presentation templates, populated in seconds
  • No switching between systems to build a quote
The working day

The same enquiry. Two very different afternoons.

Response time wins work in this trade, and accuracy keeps it. The two are hard to pair when a quote is assembled by hand from four supplier websites. Switch between the two routes below.

0 minutes to a quote in front of the client

Step timings are illustrative and set out so you can challenge them. Substitute your own in the calculator further down the page.

What it actually does

Six things a promotional business needs. All of them, off the shelf.

Built for the trade by experienced developers, so the functionality that matters in this industry is already in the programme rather than offered as a customisation.

An honest comparison

Three ways to run a promotional business. Only one was designed for it.

A generic ERP will do accounting and stock perfectly well. It has never heard of a decoration position, a component product, or a supplier price break. Here is where that difference shows up.

Capability
Promotional Office
Generic ERP
Spreadsheets and email
Work it out yourself

Put your own numbers in. We will not argue with them.

Three inputs you already know, and the hours they add up to across a year.

Time your manual quotes take
Quotes your team produces each week 40
Product lines on an average quote 4
Time taken in minutes, per line, to type it in 4

That last figure is the one worth being honest about. It covers finding the product, copying the specification across, checking the price is still current, and correcting what was mistyped. Set it to one minute if you like. The answer is still a number worth seeing.

Promotional Office saving
Recovered each year
555
hours of selling time
74 working days
Equivalent full days returned to the business, based on a seven and a half hour day across 48 working weeks. With the Product Trigger the typing does not happen at all, so this is time that stops being spent.
The question that decides corporate tenders

Their procurement team will ask for your security documentation. Ours is already written.

Winning corporate accounts increasingly means passing an IT and procurement review before anyone looks at your creative. Promotional Office customers do not draft that evidence from scratch. Seventeen documents sit behind the platform, covering compliance, day to day use, the agreement itself and training, every one of them versioned, dated and owned. Filter by what you need, then select a document to see what it covers.

Every document above carries a version number, an issue date, a review date and a named owner. That sounds like housekeeping. In a tender response it is the difference between an answer and a promise to find out.

From the people running it

Not our words.

“

The sales teams can respond to enquiries without duplication of data, direct from supplier information, and the management team have visibility of the key metrics to apply their business strategies. Control creates confidence on which to build good business.

Mike Smith
Managing Director, Orb
“

Response times in the trade are critical, as is accuracy, and the two are not easily paired. Combine that with the component nature of our product range and it is a challenge for the most well known commercial providers out there. We explored them.

Stephen Reeve
Managing Director, The Umbrella Company
“

Connected platforms and good data are the words behind which speed, efficiency and visibility sit as core deliverables of the system and our business.

Mick Humphries
Sales Director, TC Branding Group
Who it fits

One person or forty five. Nothing changes but the number of people in it.

You are not buying a version you will outgrow, and you are not paying for a tier you cannot use yet. Promotional Office supports client companies from a single operator through to multi group operations of forty five users and upwards.

The single operator
One user

The whole point is that you are competing against businesses with admin teams. The Product Trigger and templated presentations are how one person answers a brief at the speed of five.

The growing distributor
Five to twenty users

The stage where spreadsheets quietly stop working and nobody notices until an order goes wrong. Status indicators, process compliance and one shared record replace the tribal knowledge.

The multi group operation
Forty five users and upwards

Client portals, web shops, API connections and accounts integration, with Promotional Office as the single control point across every channel and every trading entity.

Time for a change

We would rather show you than tell you.

A demonstration is run against your business, not a script. Bring a real enquiry, a real client requirement, and an awkward question about the thing your current system cannot do.

Book a demonstration Call 01252 224162

Software as a Service. All system upgrades, unlimited storage and helpdesk support included.