PromoHQ – Terms & Conditions

Last updated: 3/1/2026

These Terms & Conditions (“Terms”) govern all estimates, sales orders, invoices, purchase orders, and transactions between PromoHQ (“Company,” “we,” “us”) and the customer (“Customer,” “you”). By approving an estimate, sales order, invoice, purchase order, or making payment, Customer agrees to these Terms.

1. Quotes & Pricing

All quotes are valid for 30 days unless otherwise stated in writing. Pricing is subject to change based on supplier availability, freight, production requirements, and market conditions. Estimates are non-binding and do not authorize production.

2. Freight & FOB

FOB point is determined by warehouse location. Freight, shipping, handling, and applicable charges are added to the final invoice unless otherwise stated.

3. Artwork & Proofs

Artwork fees of $95 per hour apply if print-ready vector artwork is not provided. Accepted formats include Adobe Illustrator (.AI or .EPS) with all fonts converted to outlines.

Customer approval of proofs constitutes final acceptance of all artwork, spelling, layout, colors, quantities, and production specifications. PromoHQ is not responsible for errors after proof approval.

4. Apparel Sizing

Apparel sizes XXL and above may be subject to additional surcharges as determined by the supplier.

5. Overages / Underages

Orders may ship with a 0–5% overage or underage in accordance with industry standards and will be invoiced accordingly.

6. Sales Orders & Authorization

Approval of a Sales Order constitutes authorization for PromoHQ to proceed into production and agreement to be responsible for all costs incurred, including artwork, setup, production, and applicable supplier charges.

7. Cancellations & Changes

Orders cancelled or modified after production has begun are subject to all costs incurred, including artwork, setup, materials, production, and supplier cancellation fees. Changes after approval may result in additional charges and extended timelines.

8. Production & Delivery

Production and delivery dates are estimates only and are not guaranteed. PromoHQ is not responsible for delays caused by suppliers, carriers, weather, labor disruptions, or events beyond its reasonable control.

9. Shipping, Title & Claims

Title and risk of loss transfer to Customer upon shipment from the supplier or warehouse. Claims for shortages, damages, or defects must be reported within five (5) business days of receipt of goods.

10. Returns & Refunds

Custom or decorated products are non-returnable and non-refundable, except in cases of material defects as determined by the supplier. Remedies are limited to repair, replacement, or credit at PromoHQ’s discretion.

11. Color & Product Variations

Exact color matching is not guaranteed due to variations in materials, inks, threads, screens, and manufacturing processes.

12. Intellectual Property

Customer warrants that it owns or has authorization to use all logos, artwork, trademarks, and content provided. Customer agrees to indemnify and hold PromoHQ harmless from any claims arising from the use of customer-supplied materials.

13. Payment Terms

Payment terms are subject to approval. PromoHQ may require prepayment or deposits prior to production. Remaining balances are due per agreed terms and as stated on the invoice.

Past-due balances may be subject to interest at 1.5% per month (18% annually), or the maximum rate allowed by law, assessed from the invoice due date until paid.

Payments may be applied to the oldest outstanding balance unless otherwise specified.

14. Credit Card & Electronic Payments

PromoHQ accepts ACH, wire transfer, and credit card payments. Applicable credit card processing fees may be added to the invoice total where permitted. Declined or failed payments may delay production or shipment.

15. Purchase Orders

Acceptance of a Customer Purchase Order is subject to these Terms and applicable supplier terms. Pricing, quantities, and specifications are governed by the approved Sales Order and proofs, not solely by the Purchase Order.

16. Government & School Buyers

Payment terms, interest, and fees for government, school, or municipal entities are subject to applicable laws and procurement regulations. PromoHQ will comply with legally required invoicing and payment standards for public entities.

17. Limitation of Liability

PromoHQ’s liability is limited to the value of the goods purchased. PromoHQ is not liable for consequential, incidental, or indirect damages, including lost profits or business interruption.

To the fullest extent permitted by law, PromoHQ LLC shall not be liable for indirect, incidental, consequential, special, or punitive damages arising from:

PromoHQ LLC's total aggregate liability shall not exceed the total amount paid for the order giving rise to the claim.

18. Governing Law

These Terms are governed by and interpreted in accordance with the laws of the State of Utah, without regard to conflict-of-law principles.

19. Entire Agreement

These Terms constitute the entire agreement between PromoHQ and Customer regarding transactions and supersede any prior agreements or understandings, unless expressly agreed to in writing.

20. Payment Processing & Security

All credit card and ACH transactions are processed securely through QuickBooks Payments, a PCI DSS compliant third-party payment processor.

PromoHQ LLC does not store, process, or transmit customer payment card numbers on local systems. Payment credentials are encrypted and handled directly by QuickBooks' secure infrastructure.

By submitting payment information, customers authorize processing through QuickBooks Payments.

21. Third-Party Processor Disclaimer

PromoHQ LLC relies on the security representations and compliance certifications of QuickBooks Payments for transaction processing. PromoHQ LLC shall not be liable for unauthorized access, data breaches, or cybersecurity incidents occurring within third-party payment processor systems that are outside of PromoHQ LLC's direct operational control.

22. ACH & Payment Authorization

Customers are responsible for safeguarding their banking credentials. ACH instructions or payment changes must be verified directly with PromoHQ LLC prior to processing.

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