Picture this – a crucial editorial photoshoot on a strict deadline, a key stylist awaiting your pieces, and a showroom buzzing with eager buyers. You’ve got everything ready to go, that is, except for the vital sample pieces which are… where exactly?

In the fast-paced world of fashion, where trends change faster than the seasons, the chaos of mismanaged samples can be a silent killer of opportunity and an absolute drain of resources.

Samples must get where they need to go, to who they must go to, without delays or confusion. Whether it's an influencer styling pieces for an upcoming campaign, or the press securing the latest collection for an editorial feature, the timely and accurate delivery of samples is crucial.

Seamless sample management is far from a dream or distant reality – it’s what you can achieve through good systems and management. In an industry where every minute counts and reputation mean everything, investing in efficient sample management is not just a necessity—it's the foundation of success. So, where should you begin?

Step 1: Assess your sample inventory

Like most processes, big or small, you’ve got to start with the nitty gritty. It’s time to get clear on what you actually have. Start with your existing samples – whether they are scattered across showrooms, PR agencies, on loan with an influencer or at an agency – and catalogue everything. Then, once you’ve got a gauge on your inventory, it’s time to categorise your samples by collection, season, type and purpose. That’s right… it’s time to open that excel spreadsheet.

Step 2: Implement a digital system

Whilst an excel spreadsheets is a good place to start, as your sample volume grows, so should your systems. Transitioning from a manual tracking software to a digital sample management platform can save hours of admin, reduce errors and give you real-time oversight. This avoids the dreaded “isn’t that piece meant to already be returned?” type of questions – the ones that lead to frantic email threads and last-minute calls. Sample tracking software’s give you that extra layer of visibility and control over your sample’s locations, shipments and returns, so you can spend less time chasing information and more time focusing on the bigger picture.

Step 3: Streamline your requests and approvals

We’ve all been there. Chased up a client or sent an upset email wondering why something hasn’t been done…only to realise that it had been action, you just couldn’t see it. Just like your team’s emails and correspondence should be streamlined, so should your sample requests. Sample tracking software’s create a centralised location, a place where it all goes down. Built-in request and approval systems that everyone can see, with all the necessary details needed. With a clear approval process in place, you can reduce confusion, avoid double bookings and make sure your samples moving where they need to – efficiently and on time.

Step 4: Optimising sample distribution

The time has come - you've connected with an influencer or publication interested in your pieces. This coverage could be a game changer, the moment you've been waiting for. The shoot or brand trip is fast approaching, and there’s no room for error. You’ve got 10 pieces to find, pack, and ship as quickly as possible. When you’re under pressure, mistakes are bound to happen — we're all human. Sample tracking software’s simplify the process by automating your packing slips, ensuring everything is done efficiently and without errors. Less time spent double-checking means more time getting creative.

Step 5: Managing returns and repairs

Once your samples have served their purpose and had their moment to shine, they, of course, need to come back - ready to move on to the next person or project. This is where clear return timelines are essential, a key step that helps keep everything else in check. Set specific dates for when samples need to be returned after use and even implement clear guidelines for the quality you expect them back in. An extra bonus? An automated visual system that flags when they’re overdue. This ensures nothing falls through the cracks and your samples are always available for the next opportunity.

Step 6: Reporting

You’ve put in the hard yards streamlining and systemising — now it’s time to let the data do the talking. Replace clunky, time-consuming manual reports with automated insights available at the click of a button. With clear visibility into your most borrowed products and which collections are gaining the most traction, you’ll have the intel to make smarter, faster decisions. No more wasting time pushing pieces that aren’t performing — focus your energy where the demand really is.

A Platform for Sample Tracking Success

We’ve given you the steps, told you what to do, and outlined exactly what you need — but wouldn’t it be a dream if there were a single platform that could do it all?

Say hello to Flaunter — an all-in-one platform that helps you PR like a pro. We’re talking digital showrooms, media galleries, sample tracking, reporting, and a brand directory, all in one place. Amazing, right?

And we haven’t even touched on the magic of sample tracking yet. With Flaunter, you’ll never lose track of a sample again. Supercharge your product and gifting collections with an innovative, image-based tracking tool designed for clarity and control.

Gain a 360-degree view of your brand’s current sample inventory — what’s available, what’s on loan, and most importantly, what’s overdue. Flaunter’s automated colour-coded system lets you view every sample’s status immediately - think of it as your own traffic light dashboard, keeping things running smoothly with zero guesswork.

It’s sample tracking made simple – a one stop place that even helps you spend less time reporting. Quickly gain insights into the most borrowed products, track send outs and their recipients, and identify your most requested collections, all streamlined for better decision-making and strategic efficiency.

Ready to get started?

Sign up to our free trial and make the step towards levelling up your sample management. When your samples are organised, you team is empowered, and your brand can shine brighter.

Need more information, reach out to our team for a complimentary discovery call: hello@flaunter.com. 

Say goodbye to the chaos and confusion, it’s time to use Flaunter to PR like a pro.

How to master your fashion sample management