Personalized Merchandise (T‑shirts, Mugs, etc.): How to Request Co‑op Reimbursement

Our platform does not currently support ordering personalized merchandise (for example: T‑shirts, coffee cups, pens, giveaways) directly.

That said, many dealers create these items using third‑party providers (for example, Vistaprint: https://www.vistaprint.de/) and then submit them for potential co‑op reimbursement.

When to use this approach

Use this option when you want to fund or partially fund branded items such as:

• Staff clothing (T‑shirts, jackets)
• Event giveaways (mugs, keychains, tote bags)
• In‑store promotional items (stickers, flyers with branded swag)

Recommended first step: Confirm eligibility with Support

Merchandise reimbursement rules can vary by brand, program, or region.

Before you place a large order, it’s a good idea to:

• Open the Support chat in the platform
• Ask whether your specific merchandise type is eligible for co‑op sponsoring
• Share a quick description (what item, quantity, where it will be used, and how branding will appear)

Example message to Support:

“We want to order 200 branded coffee mugs for a local showroom event. Are mugs eligible for co‑op reimbursement in our program? We can provide mockups and the invoice.”

How to submit a custom campaign / reimbursement request for merchandise

If your program allows it, you can submit a custom/special campaign (or reimbursement request) and include documentation.

Step-by-step

1. Create a new custom campaign (or select the option for a special/custom request).
2. Enter the basic details:

• Campaign name (e.g., “Branded Mugs – Spring Open House”)
• Dates (order date and/or event date)
• Short description of how the merchandise supports local marketing

3. Upload proof of the personalized product:

• Product mockups or screenshots from the vendor
• Photos of the final items (if already produced)

4. Attach the invoice/receipt from the vendor:

• Must show vendor name, date, item description, quantity, and total cost

5. Submit the request for review.

What to attach (checklist)

To speed up approval, include:

• Invoice (PDF or image)
• Images/mockups showing the branding (logo, dealership name, required disclaimers if applicable)
• Optional but helpful:
• Photo of merchandise being used at the dealership or event
• Short note explaining distribution (e.g., “given to attendees at test‑drive event”)

Practical example

A dealer orders custom T‑shirts from Vistaprint for a weekend test‑drive event.

• They create a custom campaign called “Test‑Drive Weekend Staff Shirts”.
• They attach:
• A screenshot of the shirt design (front/back)
• The vendor invoice
• A photo from the event showing staff wearing the shirts
• They submit the reimbursement request and wait for approval based on program rules.

Tips to avoid delays

• Confirm eligibility with Support before ordering (especially for large quantities).
• Make sure the branding is clearly visible in the mockups/photos.
• Ensure the invoice details match what you’re requesting reimbursement for.

If you’re unsure whether your merchandise qualifies, use the Support chat—it’s the fastest way to confirm what your co‑op program will sponsor.

Updated on: 31/01/2026