Why We Recommend Ordering 1,000 Units Instead of 500?

Key Points

• Ordering 1,000 units instead of 500 often lowers the cost per item because setup and printing costs stay similar.
• Larger orders usually help businesses avoid repeat setup charges, rush production fees, and higher freight costs later.
• Our account managers still recommend smaller runs when branding may change, or storage space is limited.

Many clients are surprised to find that the price difference between 500 and 1,000 units is not as big as they thought. Our account managers often mention this in quotes because setup, printing, and freight costs usually remain about the same regardless of quantity. In this blog, we’ll show why ordering more can sometimes offer better long-term value and when it’s the right choice.

Setup Costs Do Not Change Much

A key reason larger orders are more cost-effective is that setup work is nearly the same for both. Whether you order 500 or 1,000 units, production still requires:

• Artwork preparation
• Print setup
• Colour matching
• Machine calibration
• Production checks

This means most of the labour and setup costs are already in place before the first product is printed. Our account managers often explain this to buyers of custom apparel, tote bags, or event merchandise, since the price difference between quantities is often smaller than people expect.

In this case, ordering twice as many units does not mean you pay twice as much. The unit price drops a lot because setup costs are shared across more products.

Reorders Usually End Up Costing More

We often see clients start with a small order, then come back later when they need more stock. The second order often becomes more expensive because it may involve:

• New setup charges
• Smaller repeat quantities
• Updated freight pricing
• Rush production timing

This happens often with:

• Staff uniforms
• Conference lanyards
• Tote bags
• Drink bottles
• Event apparel

Our account managers sometimes suggest ordering a bit more upfront if the product will be useful for a long time. This is especially true for evergreen branding, where the logo and message are not likely to change soon.

Freight Can Work Better in Larger Runs

Freight costs are another factor buyers sometimes overlook. Shipping one large order is usually more efficient than sending several smaller ones over the year. Once cartons are being shipped, adding more items often gives you better overall freight value than making separate shipments later. This is especially true for:

• Drink bottles
• Apparel
• Large conference packs
• National event merchandise
• Bulky promotional products

We’ve also noticed that interstate freight costs in Australia have changed more recently than they used to, especially during busy event periods. This makes it harder to predict the cost of repeat smaller shipments.

Some Products Have Much Better Bulk Pricing

Not all merchandise get cheaper at higher quantities, but some types become much more affordable when you order more.

Screen printing is a good example. After the print setup is done, making extra shirts is much more efficient than starting a new small batch later. That’s why our account managers often recommend checking prices for higher quantities before finalising apparel orders.

Larger Orders Usually Work Better

Ordering larger quantities usually works better for businesses with ongoing campaigns, not just one-time events. We commonly recommend larger runs for:

• Staff onboarding
• National conferences
• University activations
• Franchise groups
• Multi-location businesses
• Annual expos

We’ve noticed that companies often don’t realise how quickly they use up promotional stock. Extra apparel is needed for new staff, lanyards get reused at future events, and tote bags run out faster than expected during activations. Clients who order a bit more upfront often avoid last-minute reorders.

Storage Is Usually the Main Concern

The main worry about larger orders is usually storage, and that’s a valid concern. Ordering extra stock only makes sense when:

• The branding will stay relevant.
• The product has long-term use.
• Storage space exists
• Future demand is likely.

There’s no point in ordering thousands of products that just sit unused for years. Our account managers focus on whether the merchandise will be used regularly, not just on selling higher quantities.

We Often Look at Cost Per Use Instead

We often talk with buyers about the difference between:

• Lowest upfront spend
• Best long-term value

These two goals are not always the same. For example, ordering extra conference lanyards now can help you avoid a rushed reorder before the next event season. Buying more uniforms upfront can also save you from paying higher prices for small batches later. We’ve seen many businesses save money simply by avoiding the setup and shipping charges that come with making lots of small orders.

Smaller Runs Still Make Sense Sometimes

Ordering more isn’t always the best choice for every situation. Smaller orders usually make more sense when:

• Branding may change soon.
• Event attendance is uncertain.
• The campaign is short-term.
• Storage space is limited.
• Testing a new product category

In those situations, flexibility matters more than bulk pricing savings. That is why our account managers usually compare both options rather than automatically recommending the largest quantity possible.

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About the Author

Aiza Cruz

Head of Product & Marketing

Aiza Cruz is the Head of Product & Marketing at Cubic Promote, with over seven years of experience in Australia's branded merchandise and apparel industry. Aiza's expertise in project management enables her to effectively manage bulk orders, ensuring they arrive on time and securely. She also writes industry articles and blogs for Cubic Promote, sharing her insights on product trends and best marketing practices. Aiza’s deep understanding of the industry, combined with her ability to oversee complex and rush orders, has made her a trusted authority in optimising branded merchandise for businesses. Follow Aiza on LinkedIn