We prefer all artwork files to be submitted at the time of purchase order submission to ensure accurate and timely order processing.
You can upload Artwork using our Upload Portal.
If your artwork files are large, please use a cloud storage link (e.g., Dropbox, Google Drive), compressed ZIP files, or other FTP service to share your files.
Artwork charges may be necessary if additional time is required to bring artwork up to acceptable standards. We bill artwork charges at $100.00 (G) an hour with a minimum charge of 15 minutes. If you are adding photos to any product, please contact customer service regarding detailed digital photo requirements. We add photos to products as the photo is sent to us and are not responsible for editing, cropping, removing backgrounds, centering, or cleaning them up in any way. Additional General Artwork information is available.
The artwork, designs and trademarks imprinted on the products displayed herein are reproduced only as examples of the type and quality of imprinted products available and are not intended to represent that the products are either endorsed or produced by the owners of the artwork, designs, or trademarks. All trademarks in this catalog are registered trademarks of their respective owners. The factory assumes no liability for trademark or copyright infringements on customer supplied artwork.
Change of ink color within an order, add $25.00(G). Material colors can be changed at no additional cost. For change of copy (example: tag line on badge or name and phone number on business card magnets) add $25.00(G) per change. Copy changes need to be a minimum of half our lowest catalog quantity.
Your first electronic/paper proof is completed at no charge. If you require additional proofs, each one will be $12.50 (G). Electronic proofs are a PDF document, emailed to you. We proof layouts only, not name lists. We may charge for all proof revisions, and will charge at the Artwork rate of $100hr (G) to further revise all proofs past 4 attempts.
We offer proofing for name-lists upon request, available for an additional charge. Pricing varies based upon the number of names, with a base proofing fee of $62.50 (G). Larger lists may incur additional proofing costs.
Purchase orders may be submitted in one of the following two ways:
Please note that email threads or informal email communications do not qualify as valid purchase orders. To ensure accuracy and processing efficiency, we require a formal purchase order document.
For your convenience, we offer a downloadable Purchase Order Template to assist with your submission if you do not have a program for generating purchase orders.
Once received, you will receive an order confirmation within 24 hours of your PO being submitted via email.
In the event that any changes are required—such as pricing adjustments, setup fees, artwork charges, shipping method changes, quantity updates, or additions/removals of items—we will request a revised purchase order prior to production. This ensures all charges are properly authorized and documented. Production will not begin until the revised PO is received and confirmed.
If an order is approved for production and then canceled, we will charge for what has been completed in production. If order is cancelled prior to production, we will bill for any necessary art charges for proofs and production setup only.
There is no reorder setup fee on all items with Full Color, Laser Engraving and UV printing. However, artwork is only kept for 2 years, after that time it will be necessary to provide new artwork and new setup charges will apply.
There is a reorder fee for all screen print items of $40.00 (G). Additional Color/Location Setup Charges will also apply.
Repeat orders should include IDLine’s artwork ID number (found on your original proof).
Please also reference the proof number of the artwork ID Number if numerous proofs were created.
Secondary reference to your original PO or your Invoice Number is encouraged.
Unless otherwise specified, orders will be shipped via UPS® Ground, FedEx Express Saver®, or USPS First Class Mail®, based on the most cost-effective method and destination.
Handling Fee
A $5.00 handling fee per box will be added to all shipments, including those billed to a third-party shipping account. This fee helps offset fulfillment costs such as packaging materials, labor, shipping labels, and insurance processing.
Insurance and Liability
IDLine is not responsible for lost or damaged shipments valued over $100 unless insurance is requested at the time of order. We strongly recommend insuring your shipment to protect against carrier loss or damage.
For orders over $500, insurance will be automatically added and invoiced for customer protection.
If you do not wish to insure your shipment, please clearly indicate this on your Purchase Order or notify your Customer Service Representative. In these cases, we encourage customers to ship using a third-party account for added control.
Insurance Rates:
$101–$500: $10.00 flat rate
Over $500: $2.50 per $100 declared value
Customers using their own third-party shipping account are solely responsible for insuring their shipment. If a third-party shipment is lost or damaged, a new purchase order will be required to proceed with re-production.
A handling charge of $5.00 per package per location will apply to orders that have requested drop shipping. Mouse Pads and Counter Mats have a $10.00 per package per location fee on drop shipping. Release program orders are not subject to the drop shipment handling charge.
A Drop Ship Template can be found here.
Next Day UPS®, Second Day UPS® and FedEx® overnight service are available when authorized by the customer.
International orders are shipped via 3rd Party Accounts Only.
We also require:
Declared per piece value
Name, Phone # and Email of Recipient
The cost of shipping to international locations for products that are not lightweight is calculated based on the total weight of the order.
International orders (shipped to countries outside of the United States) may be subject to import taxes, customs duties and fees levied by the destination country. These fees are levied once a shipment reaches your country and must be borne by the recipient. We have no control over these charges and can’t predict what they may be. Customs fees and policies are different from country to country and can change regularly. You should contact your local customs office for further information. When customs clearance procedures are required by your country, it can cause delays beyond our delivery estimates.
For release program orders, shipping costs are included in the Release charge and ship via USPS service which does include up to $100 of insurance in the price. We do not insure USPS shipments beyond $100. We encourage you to ship via your 3rd party shipper account to further insure your release program shipments.
A less than minimum charge of $62.50 (G) will apply to any order that falls below the published minimum catalog quantity.
Please note that some products listed on our website may appear with a higher starting quantity than what is technically available. This is done to highlight the most competitive pricing tiers and ensure our listings are easily comparable to others in the industry.
In some cases, lower minimum quantities than advertised may be available upon request. These may or may not be subject to the less than minimum fee, depending on the product and order specifics. Please contact us to confirm availability and any applicable charges for quantities below the advertised minimum.
Due to ongoing fluctuations in global material costs and uncertainty surrounding current tariffs, some products sourced from outside the U.S. may incur a temporary material cost adjustment.
This charge is applied as a percentage-based fee and will be clearly noted:
These adjustments help us maintain product availability and continue offering competitive pricing while navigating material cost volatility. Charges will be added to the final invoice when applicable.
A setup fee of $40.00(G) applies per artwork design, per decoration location. This fee includes one artwork setup for one location.
Additional versions of artwork (e.g., changes to logo, text, or colors) will each incur an additional $40.00(G) setup fee.
If the same artwork is applied to a second side or location on the item, an additional $40.00(G) setup fee will apply.
Decoration on additional locations beyond the first (regardless of artwork used) will also incur a $40.00(G) setup fee per location.
Full Color, Laser Engraving, and UV Printing: No setup fee on exact reorders. Artwork is retained for two years. After two years, new artwork must be provided, and new setup charges will apply.
Screen Print: A reorder setup fee of $40.00(G) will apply. Additional color/location setup charges may also apply.
Normal production time for website quantities is 5 working days on most products. Check website for standard production time on specific item for current production time. Production time is started after receipt of order, approved artwork, approved proof, approved credit and order details are clear.
Production times are in working days (Monday-Friday excluding major holidays).
Business Hours: M-TH 8:00am-4:00pm CST and FR 8:00am - 2:00pm CST.
Orders submitted after 12:00pm CST on Fridays may not be entered until Monday.
Changes made to an order in process could result in a later ship date. Proofs may also lengthen production time. Shipping time should be added to our production time.
We do our best to ship exact quantities, and we do not charge for extras/overruns that may be included in your order. Personalized orders will be shipped 100% complete.
IDLine utilizes software for personalization vs us manually typing information. Your spreadsheet list will be produced as you have entered. We may look over your file but are not responsible for any of your data entry errors. If an error was entered and therefore was incorrectly decorated, we can correct the error for you at a re-order cost.
More Personalization Tips
At IDLine, we welcome creativity and are proud to offer custom-shaped products using a variety of in-house materials, including polycarbonates, acrylics, paper, and wood.
All special or custom-shaped items require a pre-production sample for approval prior to full production. Please visit our Special and Custom Shape Page for further information.
This process includes:
Total Lead Time: Customers should factor in the entire approval and production timeline, as well as shipping lead time, to ensure delivery by the desired in-hands date.
Please note: Due to manufacturing limitations, not all shapes may be feasible. Our team will work closely with you to recommend design options that balance creativity, cost efficiency, and production viability.
Rush Service is available only with prior approval of customer service.
Base fee of $50.00 for 2-day rush will apply, and $100 fee for next day.
Rush shipping charges are separate and will be based on service required to meet customer in hands date specified.
We offer preproduction/spec samples to customers on most items. We currently do not charge a preproduction sample fee on most items. Our only requirement is that the order it shipped on your 3rd Party account. Preproduction samples are produced in our normal production time.
All new accounts are subject to prepayment terms until a credit application is submitted and approved. A New Customer Form may be submitted along with your initial Purchase Order to begin the credit approval process for Net Terms.
Net Terms are offered at our discretion based on credit evaluation, and we do not extend terms beyond Net 30.
For accounts without approved terms, a credit card pre-authorization is required at the time of order. The card will be charged upon invoicing and/or shipping.
For orders over $1,000, a deposit of 30–50% may be required before production begins.
A 3% processing fee applies to all credit card payments on invoices over $5,000.
Orders involving imported or custom overseas products require 100% prepayment prior to production.
Invoices that are past due may be subject to a late fee.
We reserve the right to take action on delinquent accounts, including but not limited to:
At IDLine, we know that having a physical sample can help distributors confidently present and sell our products. That’s why we offer select complimentary samples to qualified promotional product distributors.
We provide in-stock sample items at no charge, giving you the opportunity to evaluate our print quality, materials, and product construction.
Please note the following:
Certain higher-cost items may incur a sample fee, which will be quoted after your request is received.
Fees may apply to:
In some cases, the cost of a paid sample may be credited toward a future production order. Please inquire when placing your request.
All sample requests ship the next business day after the completed form is received.
To request samples, please complete our Sample Request Form, available on our website or email your Account Manager or customer service at sales@idline.com.
Please include:
We have complete confidence in the quality of our products and firmly believe that you will be happy with your purchase. However, we understand sometime quality expectations can be hard to meet. If you worked with our customer service or sales team, had assistance in production selection, and requested a preproduction/spec sample, we will work to remedy the quality issue without additional cost to you. For all custom products, we highly encourage you to request a spec sample prior to production to ensure satisfaction.
We warrant our products against defects in materials and workmanship for a period of 90 days from the date of the invoice. It is the customers responsibility to open all orders received within 7 business days and notify us of any printing defects, shipment damages during that timeframe. Customers who notice these issues after 7 days will not be eligible for our Product Guarantee. During the warranty period, a product determined by us to be defective will be repaired, refunded, or replaced, at our option, at no charge. This warranty does not apply if the product has been damaged by accident, abuse, misuse, transportation, or because of a service or modification other than by us. This warranty is in lieu of any other warranty expressed or implied. We cannot be liable for incidental or consequential damages, such as lost revenue, arising from the purchase of our products.
Prices are subject to change without prior notification. If pricing on the website reflects lower than invoiced, we will honor lower posted pricing. If you are part of any membership program, please indicate when placing a quote request to be provided with correct pricing. We reserve the right at any time to modify or discontinue the Service (or any part or content thereof) without notice at any time. We shall not be liable to you or to any third-party for any modification, price change, suspension, or discontinuance of the Service. Our standard quote validity period is 90 days. However, if customers require a longer timeframe, they can request it upon quotation, and we will include the extended validity on the quote.
Negatives, positives, screens, dies and other proprietary materials furnished by IDLine remain the property of IDLine unless otherwise negotiated. We reserve the right to use any item or logo printed by us for display and promotional purposes unless specified in a letter agreement that is signed by both parties. Artwork and logos shown in all IDLine marketing materials are the sole property oof the copyright/trademark holder and are not for sale. Designs are shown only to illustrate basic product and imprint possibilities. Some items shown may be samples or may have been modified from the original. Fictitious names may have been used.
We reserve the right to refuse service to anyone for any reason at any time. We reserve the right to refuse any order you place with us. We may, in our sole discretion, limit or cancel quantities purchased per person, per household or per order. These restrictions may include orders placed by or under the same customer account, the same credit card, and/or orders that use the same billing and/or shipping address. If we make a change to or cancel an order, we may attempt to notify you by contacting the e-mail and/or billing address/phone number provided at the time the order was made. We reserve the right to limit or prohibit orders that, in our sole judgment, appear to be placed by end users other than qualified promotional product distributors.
You can review the most current version of the Terms of Service at any time at this page.
We reserve the right, at our sole discretion, to update, change or replace any part of these Terms of Service by posting updates and changes to our website. It is your responsibility to check our website periodically for changes. Your continued use of or access to our website or the Service following the posting of any changes to these Terms of Service constitutes acceptance of those changes.