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Sourcing Toolkit

Nine editable templates for costing an order, issuing and amending a purchase order, tracking delivery, and drafting the contracts behind it — every file free of charge, with no sign-up.

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Templates for cost estimates, purchase orders and contracts

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Cost it before you commit

Cost estimates and quotations

Blank costing and quotation-comparison sheets that force every supplier to be read on the same basis: same specification, same Incoterm, same currency, same lead time.

CSV spreadsheet

Garment cost estimate sheet

Line-by-line build-up from shell fabric to landed cost per garment: materials, trims, labour minutes, overhead, quality, packing, freight, duty and margin.

  • Turn a tech pack into a defensible target cost before you ask for quotations.
  • Show where a supplier quote differs from your own build-up, line by line.
  • Record the source of every quoted rate so the estimate stays auditable.

Contains no prices or rates — every figure must come from your own supplier quotations.

Download freeStage guide

CSV spreadsheet

Quotation comparison sheet

One row per supplier: FOB price, MOQ, Incoterm, lead time, payment terms, sample turnaround, confirmed capacity, audits held and price validity.

  • Stop comparing an FOB quote against a CIF quote by accident.
  • Expose the supplier whose price is low but whose lead time or MOQ is unworkable.
  • Keep an award trail showing why one supplier was chosen.

No benchmark prices are supplied; comparability depends on every supplier quoting the identical specification.

Download freeStage guide

Write the order down properly

Purchase orders and delivery control

A full purchase order field set, an amendment record so changes never live only in email, and a milestone schedule from order confirmation to on-board date.

CSV spreadsheet

Purchase order template

Complete PO field set — parties, style and tech pack revision, colourway, Incoterm, dates, ports, payment terms, inspection and packing references — with a size/colour quantity grid.

  • Issue an order that a factory can actually plan against without chasing you.
  • Pin the tech pack revision so nobody builds from a superseded specification.
  • Reference the inspection standard on the order itself, not in a separate email.

A commercial document template only; it is not legal advice and must be read against your signed contract.

Download freeStage guide

CSV spreadsheet

Purchase order amendment record

One row per change: original value, revised value, commercial impact, reason, requester and the signature of both sides with an effective date.

  • Keep quantity, price and date changes out of scattered email threads.
  • Show the cumulative commercial impact of changes before you approve the next one.
  • Support a claim or a credit note with a dated, approved record.

Amendments are only valid when signed by both parties under the governing contract.

Download freeStage guide

CSV spreadsheet

Delivery and shipment schedule

Milestone tracker from order confirmation and fabric-in-house through PP approval, cutting, inline and final inspection to ex-factory and on-board dates.

  • See a delay at fabric-in-house rather than at final inspection.
  • Give one owner and one evidence reference to every milestone.
  • Run the weekly follow-up call from a single sheet.

Dates are planning entries only and do not amend the purchase order.

Download freeStage guide

Agree the terms in writing

Contracts and commercial terms

Clause-by-clause drafting templates for a manufacturing and supply agreement, a mutual NDA and a sourcing agent agreement, plus a checklist of the terms that must be settled before an order is placed.

Plain text document

Manufacturing and supply agreement

Thirteen-section drafting template covering scope, approvals, price and payment, delivery remedies, quality, compliance, IP, liability, termination, force majeure and governing law.

  • Brief your lawyer with a structure instead of a blank page.
  • Check an agreement a supplier or buyer has sent you for missing clauses.
  • Settle sub-contracting, surplus production and IP ownership before bulk starts.

Educational drafting template only — not legal advice. Have it reviewed by a qualified lawyer in the governing jurisdiction.

Download freeStage guide

Plain text document

Mutual non-disclosure agreement

Short mutual NDA structure for the development phase: purpose, definition, exclusions, sample handling, return or destruction, term and forum.

  • Send a tech pack to a new factory without losing control of the design.
  • Cover samples and patterns, not only documents.
  • Set a survival period that outlasts the development season.

Educational drafting template only — not legal advice.

Download freeStage guide

Plain text document

Sourcing agent / buying house agreement

Appointment, services, commission basis and timing, conflict and rebate disclosure, anti-bribery, performance measures and handover of open orders on termination.

  • Fix how and when commission is earned before the first order ships.
  • Require disclosure of any rebate or ownership interest in a recommended factory.
  • Agree who keeps the supplier list when the relationship ends.

Educational drafting template only — not legal advice.

Download freeStage guide

CSV spreadsheet

Commercial and payment terms checklist

Fourteen questions across price, payment, delivery, quality, compliance, IP, risk and law — each with the agreed position, the document it lives in, and who signed it off.

  • Run a pre-order review so nothing commercial is left to assumption.
  • Find the term that was discussed but never written into a document.
  • Hand a new colleague the full commercial position of an order in one sheet.

A review aid only; it is not legal or financial advice and does not replace a signed contract.

Download freeStage guide

Use these with the guides

Cost the order on the sourcing guide, plan the weeks on the sourcing plan, and find the mills, factories and exporters to send the documents to in the free directory.

Sourcing guide Sourcing planFree directory

Educational material only. These templates contain no prices, rates or legal advice; check contract, payment and compliance decisions with your own legal and financial advisers.

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