Your branded merchandise program, fully managed
We warehouse it, kit it, check it, and ship it anywhere in Canada. Your team stops chasing tracking numbers.
We run your merchandise program end to end
By the time an order reaches us, the rules are already yours: objectives, budget, eligibility. Everything after that, from platform setup to the last tracking number, is ours. Your team retains authority over policy; we handle operations. This is the operation behind our managed employee stores and recognition programs.
- Platform configuration and branding
- Product sourcing and catalog curation
- Decoration and customization in our facility
- Order processing and validation
- Fulfillment and shipping across Canada
- Customer support for your end users
- Reporting and regular program reviews
Eight steps from order to delivery
One anniversary gift goes through the same eight steps as 500 onboarding kits.
Order receipt
Orders arrive through hosted stores, purchase orders, email, or phone
Validation
Product availability, decoration specs, budget compliance, and shipping confirmed
Decoration
On-demand embroidery, heat transfer, or screen printing in our facility
Picking
Items pulled from warehoused inventory or received from suppliers
Inspection
Product quality and decoration accuracy verified before packing
Packing
Branded packaging available, bilingual packing slips included
Shipping
Carrier pickup from our Ontario warehouse, delivery across Canada
Tracking
Tracking information captured and communicated to the recipient
One operation, six ways to ship
| Delivery type | How it works |
|---|---|
| Individual | Ship to a recipient's home or work address |
| Direct mail | Ship to multiple individual addresses from a provided list |
| Bulk | Ship multiple items to a single location |
| Multi-location | Ship to various client locations across Canada |
| Event delivery | Bulk delivery to an event venue by a specified date |
| Client pickup | Available in the Ottawa and Eastern Ontario area |
Kitting and custom packaging
When the package is the product, presentation matters. We assemble multiple items into cohesive branded packages, including onboarding kits, milestone reward boxes, and event swag bags. Same tissue paper, same fold, same insert placement, box after box.
- Multiple items assembled into a single kit or package
- Custom packaging and presentation options
- Personalized inserts, cards, or branded documentation
- Gift-appropriate presentation for recognition items
- Recyclable materials preferred, right-sized packaging
We regularly handle large-scale kitting and fulfillment projects for OECM clients across Ontario, from custom packaging to multi-location shipping.
Your inventory, our warehouse
For clients who pre-purchase inventory, such as service pins, branded merchandise, and commemorative items, we receive, inventory, and store your products in our Ontario facility at low cost, often included in the program.
- Real-time inventory tracking visible in reporting
- Low-stock alerts at configurable thresholds
- Proactive reorder recommendations
- On-demand fulfillment to reduce waste and carrying costs
- In-house decoration of warehoused blanks on demand
Seven checkpoints before anything ships
Seven people check the work at seven different points. Nobody signs off on their own pick.
| Stage | What we check |
|---|---|
| Product sourcing | Supplier vetting and rating |
| Receiving | Inspection of incoming goods |
| Storage | Proper conditions and inventory accuracy |
| Order entry | Validation rules and eligibility checks |
| Fulfillment | Pick accuracy verification |
| Packing | Quality check before shipment |
| Shipping | Carrier tracking and delivery confirmation |
When errors occur, we document the root cause, replace the item at no charge, and implement process improvements. Error rates are tracked and reported to clients.
Your dedicated account team
Every program client is assigned a dedicated account executive, someone who knows your products, your brand, and your program rules. Backup coverage is always provided.
| Priority | Example | Response |
|---|---|---|
| P1 | Platform inaccessible | 1 hour |
| P2 | Reporting errors | 4 hours |
| P3 | Other issues | 12 to 24 hours |
Response times apply during business hours: Monday to Friday, 7 am to 7 pm Eastern. Contact via portal, phone, email, or voicemail.
What the platform enforces so you don't have to
Governance controls
- Budget limits per manager or department, enforced automatically
- Eligibility enforcement from your HR or identity data
- Configurable approval workflows
- Role-based access with two-factor authentication
- Full audit trails on every transaction
- Data ownership: exportable in standard formats
Compliance credentials
- PCI DSS Level 1 compliant platform: highest payment processing standard
- SOC 2 Type II compliant platform: independently audited controls
- PIPEDA and Privacy Act compliant
- OECM approved supplier
Platform integration
- SCIM 2.0 provisioning from Microsoft Entra ID
- CSV import for bulk account provisioning
- Passwordless OTP authentication, no VPN required
- Automatic deprovisioning when employees leave
From contract to go-live
| Phase | What happens | Timeline |
|---|---|---|
| Discovery | Define objectives, products, rules, and branding | Weeks 1 to 2 |
| Configuration | Platform setup, catalog curation, governance rules | Weeks 2 to 4 |
| Testing | User acceptance testing; you validate before go-live | Weeks 4 to 8 |
| Launch | Administrator training, documentation, and go-live | Weeks 6 to 12 |
School spirit stores can be live in two to four weeks. More complex programs with custom integrations take closer to twelve. For clients transitioning from an existing supplier, we include onboarding support.
What our clients say
“Ladybug Designs manages our entire employee recognition program, from warehousing service pins to shipping anniversary gifts across Canada. We don't think about logistics anymore.”
Frequently asked questions
How long does it take to set up a managed merchandise program?
A typical Ladybug Designs implementation takes 4 to 12 weeks. School spirit wear stores can be live in two to four weeks.
Is there a cost for warehousing?
Warehousing is provided at low cost, often included in the program.
What are the typical lead times?
Branded in-stock items: 1 to 7 business days. Embroidered/heat transfer: 5 to 10 business days. Screen printed: 10 to 15 business days.
Do you require minimum orders?
No minimum order values for program clients. Embroidered and heat transfer items can be decorated one at a time. Some decoration methods, such as screen printing, carry minimum quantities.
What compliance certifications do you hold?
Our platform is PCI DSS Level 1 and SOC 2 Type II compliant. We are PIPEDA and Privacy Act compliant and an OECM approved supplier.
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