Industry Trends

The 5-Step Checklist I Use to Order Packaging (And Avoid Costly Mistakes)

Who This Checklist Is For (And When To Use It)

I'm an office administrator for a 120-person craft beverage company. I manage all our packaging and supply ordering—roughly $150K annually across about a dozen vendors. I report to both operations and finance.

This isn't a "how to buy stuff" guide. It's the specific, step-by-step checklist I run through every single time I place an order for containers, lids, or any packaging component. I built it after a vendor who offered a great price couldn't provide a proper invoice, and I had to eat a $400 expense out of our department budget. Now, verifying invoicing capability is step one.

Use this checklist when:

• You're ordering from a new vendor for the first time.
• You're placing a large or complex order (multiple SKUs, custom elements).
• You're on a tight deadline for an event or product launch.

It's 5 steps. Takes about 10 minutes. Has saved me from countless headaches.

The 5-Step Pre-Order Checklist

Step 1: Verify the "Back-End" Before You Look at Products

It's tempting to dive right into browsing jars or bottles. Don't. Start with the stuff that'll ruin your day if it's wrong.

Check These Three Things First:

1. Invoicing & PO Support: Can they accept a purchase order? What does their invoice look like? I once had a vendor send a handwritten PDF that our accounting software couldn't process. Now I ask, "Can you send me a sample invoice format?"
2. Shipping & Logistics Details: Where do they ship from? What carriers do they use? For a recent order from Fillmore Container, I saw they ship from New York. Knowing that helped me estimate a 2-3 day transit time to our facility in Ohio, which factored into my deadline.
3. Customer Service Access: Is there a phone number? A live chat? An email that goes to a person? When you have 500 glass bottles stuck in transit two days before a fill date, you need a human, not just a ticket number.

My Rule: If I can't easily find two clear ways to contact a human about an order problem, I don't place the order. The 12-point checklist I created after my third mistake has saved us an estimated $8,000 in potential rework. 5 minutes of verification beats 5 days of correction.

Step 2: Decode the Product Specs – What You're Actually Buying

This is where most people gloss over and assume. Don't assume.

For containers, you need to confirm four specs that aren't always obvious:

1. Material & Compatibility: Is it truly food-grade? For hot-fill applications? Is the plastic BPA-free? Don't just trust a label; look for the specification sheet or ask.
2. Closure System: This is the most common mismatch. That "38-400" lid thread might look standard, but a millimeter of difference means it won't seal. Verify the exact thread finish or closure type.
3. Actual Dimensions: A "16 oz bottle" might hold 16 oz to the brim, but your fill line is at 15 oz. Check the height, diameter, and opening size. Will it fit on your labeling machine? Under your capper?
4. Minimum Order Quantity (MOQ): Is there one? Is it by SKU or total order? I've filled carts only to find a 1,000-unit MOQ per item at checkout.

My experience is based on about 200 mid-range orders for food and beverage. If you're working with cosmetics or pharmaceuticals, your compliance specs will be different, but the principle of verifying, not assuming, is the same.

Step 3: Calculate the Real Price (It's Never Just the Unit Cost)

It's tempting to think you can just compare unit prices. But identical-looking jars from two vendors can end up costing wildly different amounts once everything's added up.

Here's my real-cost formula:

• Unit Price x Quantity
• + Shipping Cost (Get a quote! Don't guess.)
• + Any Packaging/Handling Fees (for fragile glass, etc.)
• + Expected Damage/Waste Allowance (I add 2-3% for glass)
• = Total Landed Cost
• Then, ÷ by Quantity = True Cost Per Unit

Pro Tip on Discounts: Always search for a current Fillmore Container discount code or promotion before finalizing your cart. Many B2B suppliers like them run regular promotions, but they aren't always auto-applied. A quick search can knock 5-10% off. Just make sure the code works with your specific items and doesn't exclude sale products or drop shipping.

Step 4: The Pre-Click Review (The Step Everyone Skips)

Your cart is full, the price looks good. Stop. Do this 2-minute review.

1. Shipping Address: Is it going to the dock or the office? Is the receiving hours note included in the address line?
2. Billing/Contact Info: Is the email one you actually monitor? Is the PO number correct and formatted how your finance team expects?
3. Cart Final Check: Do quantities look right? Did you accidentally add 100 cases instead of 100 units? I've done it.
4. Delivery Date Estimate: Does the estimated delivery align with your need-by date? If it's tight, can you pay for expedited shipping? Is it even offered?

This is the cheapest insurance you can buy.

Step 5: Document & Set Your Follow-Up

The order's placed. Your job isn't done.

1. Save Everything: Save the order confirmation PDF. Take a screenshot of the final cart. Email it to yourself and whoever needs a copy.
2. Note the Tracking Timeline: When should you get a tracking number? In 24 hours? When it ships? Note it in your calendar to follow up if it doesn't arrive.
3. Plan the Receiving: Tell your warehouse or receiving desk what's coming, when, and from whom. A quick email prevents "what's this pallet?" calls.

Common Pitfalls & How to Avoid Them

After 5 years of managing this, I've seen the same few mistakes crop up. Here's how to dodge them:

• Pitfall: Assuming "Standard" Means Standard. There's no universal standard for jar threads or bottle finishes. Always confirm the exact specification.
• Pitfall: Forgetting Lead Time. "In stock" doesn't mean "on your dock tomorrow." Factor in processing, packing, and transit. For a company like Fillmore Container, processing might be 1-2 business days before it even ships.
• Pitfall: Not Ordering Samples First. For a new container or a large run, always order a physical sample. How does the closure feel? Is the glass clarity right? It's a $20 insurance policy against a $20,000 mistake.

Bottom line: This checklist might seem meticulous, but in B2B ordering, the details are the job. Getting it right the first time is the fastest and cheapest way to operate. It lets me look competent to my team, keep finance happy, and make sure our production line never stops because we're waiting on a lid that doesn't fit.