Team & Bulk Orders
Bulk Scrub Ordering for Clinics: A Step-by-Step Playbook
If you’ve worked with the big uniform companies, you know the drill: forty-page rate card, three-month contract minimums, a sales rep who calls you four times before you say yes. Here’s a faster path.
Who this guide is for
You manage staff between 8 and 100 clinical employees. You want everyone in matching scrubs. You don’t want a national uniform-rental contract. You have a budget but it’s not unlimited. You’re probably an office manager, a clinic owner, or a practice administrator.
The 7-step playbook
Step 1: Sample kit first (always)
Before you commit a budget, order a Team Sample Kit in your top candidate top + pant combo. Two full sets, your size and color. Run them through three shifts and three washes. If the fabric, fit, and color work, you commit to the team order with confidence — the kit needs no payment upfront.
What this protects you from: ordering 30 sets that turn out to fit weird on half your staff. The sample kit is cheaper than the kind of return I see in our backlog.
Step 2: Build the roster
Collect from each staff member:
- Name (for embroidery if you’re doing it)
- Role (RN, MA, hygienist, front desk, lead, etc.)
- Style preference (top SKU + pant SKU)
- Size (women’s top XS-2XL; women’s bottom XS-2XL; men’s S-3XL)
- Color (if you offer choice; many clinics standardize)
Tip: don’t skip the size collection step. We’ve seen managers guess and end up with 4 returns out of 12 orders. A 5-minute Google Form to your team saves a week of exchanges.
Step 3: Pick your colors and styles
Common patterns we see:
All-one-color
Most practical for small clinics (under 20 staff). Black or navy. Everyone matches without thinking.
Role-based color
Front desk in one color, clinical in another. Easier for patients to identify staff. Works at 15+ staff.
Print + solid
Pediatric and vet practices: animal print or playful color on front-desk + solids on clinical. Visual warmth + clinical professionalism.
Hierarchy via cut
Senior clinicians in button-neck; junior staff in V-neck. Same color family, different cut.
Step 4: Email us with the roster
Send the roster + your color/style preferences + any embroidery to [email protected]. Within 12 hours, Mon-Sat, we reply with:
- Confirmed pricing per garment (volume discount kicks in at 10+ sets)
- Embroidery digitizing quote if applicable
- Lead time estimate
- Proforma invoice
Step 5: Approve the embroidery proof
If you’re doing logos: we send a digital embroidery proof (rendered preview of stitch pattern + placement) within 24 hours of receiving your artwork. Approve in writing — or come back with placement / size / color changes. We don’t start production until you approve in writing. See our embroidery guide for what good placement looks like.
Step 6: Production + tracking
Production starts as soon as you approve the proof. Standard lead time:
- Blank sets (no embroidery): 7-10 business days
- Embroidered sets: 14-21 business days
- Rush available: +25% surcharge cuts lead time roughly in half (subject to production capacity)
Tracking goes to you, not to each staff member — we ship one master shipment, you distribute internally. (We can do drop-ship to multiple locations on request.)
Step 7: Receipt, distribution, exchanges
Order arrives 7-14 business days after dispatch via our international courier (tracked). You count, you distribute, you collect any size complaints. We replace size errors free in the first 30 days — you don’t pay return shipping on first exchange.
Pricing structure
1-9 sets
Standard retail per garment. Best for individual ordering.
10-24 sets
10% off per garment + free shipping over $50 (which any team order is).
25-49 sets
15% off + embroidery price-locked at no-added-lead-time tier.
50+ sets
Custom quote. Email us — we’ll match competitive bids on equivalent garment specs.
What we won’t do
- Annual contracts. Every team order is one transaction. No subscription, no auto-renew, no escalating rate.
- Garment leasing. We don’t do uniform rental. Buy the scrubs once, replace as needed.
- Net 60. We’re a lean operation; we need payment at production-start, not 60 days after delivery.
The one number that matters
Most clinic team orders run 12-25 staff. Average order value: $850-$2,400. Lead time: 14-18 business days from order to delivery (with embroidery). That should be your baseline expectation.
Ready? Email [email protected] with “Team Order” in the subject. Or read the Team Orders page for the short version.
Order a sample first. Collect sizes from your team. Pick colors before styles. Approve embroidery in writing. Plan for 14-21 days, not 7.
