In grade school we were told “you won’t always have a calculator”. Little did we know that not only would we always have a calculator handy, but we’d also have access to unlimited information at our fingertips. Smartphones, computers, and technology have become a part of our everyday lives. While there is still satisfaction in mailing someone a physical card, the world is digital.

In the age of modern technology, we expect instant access to information. However, it wasn’t that long ago that having a spreadsheet to manage your uniform program was considered the norm. The challenge with a basic spreadsheet is that it can only hold information and requires someone to manage it. Even for an experienced user, pulling out information and drawing actionable insights takes time and for some, can be impossible to analyze.

There is also the challenge of increased costs. It’s no longer practical or economical to have an employee manage the needs of your company-wide uniform program as a full-time position. Then if you attempt to split the current responsibilities across managers in each department, you’ll lose control and waste valuable time and resources.

To solve all of these challenges, including access to valuable insights, Unitec developed a software to better manage your uniform program. Our Proximity Software™ is included, as a value add, for our Total Uniform Management Solutions (TUMS) customers.


By integrating uniform program software into the management, ordering, and distribution of uniforms, companies are able to:

Improve Employee Morale

By empowering employees to order their own items and providing direct delivery to their home or local office, a managed uniform program makes it easy for employees to quickly order and receive the items they need.

Control Costs

You can limit the number of items or dollar amount each employee can purchase within a given timeframe. Differentiate items, allotments, and embellishments based on job title and status (i.e. part-time employees can’t order as much as full-time employees with the same title, managers wear different colored shirts with a different embroidery than their staff, etc.)

Enhance Brand Image

Today’s customer pays attention to every little detail and the professional appearance of your employees matters. Mismatched or inconsistent uniforms look sloppy and leave customers questioning your reputation. Plus, top-quality uniforms serve as a “walking billboard” to promote your brand.

Prevent Waste

With employees only ordering what they need, you won’t have boxes of unused uniforms taking up space in storage. Each employee’s order arrives neatly packed in a bag with a packing slip to easily distribute to the right person.

Is a Managed Uniform Program Right For You?

Our scorecard, crafted by experts in business efficiency and management, consists of nine straightforward questions about your uniform program. After completion, you'll receive a personalized score along with suggestions on how to refine and improve your uniform management process.

Limitations of Managing Your Uniform Distribution with a Spreadsheet

While spreadsheets have been a traditional tool for managing various business operations, including uniform programs, they have significant limitations when it comes to efficiency, scalability, and complexity. Here’s why relying solely on spreadsheets for managing your uniform program may not be the best approach:

  • Lack of Real-Time Updates: Spreadsheets cannot easily handle real-time inventory updates or track changes as they happen. This can lead to discrepancies between actual stock levels and what is recorded, causing issues with overstocking or stockouts.
  • Prone to Human Error: Manual entry of data into spreadsheets is highly susceptible to errors. Mistakes in sizes, quantities, or employee details can lead to incorrect orders, affecting employee satisfaction and operational efficiency.
  • Scalability Issues: As your organization grows, so does the complexity and volume of your uniform program. Spreadsheets become unwieldy and difficult to manage with increased data volume, making it challenging to maintain accuracy and efficiency.
  • Limited Access Control: Spreadsheets offer limited options for access control and data protection. As uniform management involves sensitive employee information, ensuring secure access is crucial. Spreadsheets cannot guarantee this level of security, especially when shared among multiple users.
  • Inefficient Inventory Management: Effective uniform programs require dynamic inventory management capabilities, including tracking items in real-time, forecasting needs, and managing reorders. Spreadsheets lack the functionality to automate these processes, leading to inefficiencies and potential for error.
  • No Integration with Other Systems: Uniform management often needs to integrate with other systems such as HR databases or procurement systems for streamlined operations. Spreadsheets operate in isolation, making integration cumbersome or even impossible without manual intervention.
  • Absence of Reporting and Analytics: Making informed decisions about your uniform program requires detailed analytics and reporting. Spreadsheets have limited capabilities in this area, making it difficult to generate insights into usage patterns, costs, and inventory levels without extensive manual analysis.

For these reasons, specialized uniform management software is increasingly becoming the preferred choice for businesses. Such software offers real-time inventory management, automated order processing, integration capabilities, advanced reporting, and analytics, as well as enhanced security features, making it far superior to spreadsheets for managing a comprehensive and efficient uniform program.

    Full-Service Custom Uniform Supplier

    By partnering with Unitec Distribution Systems, organizations can get out of the uniform business and focus on their core operations. Schedule a Demo or 15-minute consultation to learn more about how our managed uniform program can simplify your operations.

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