Team & Bulk Orders
Bulk Scrub Ordering for Clinics: A Step-by-Step Playbook
If you’ve worked with the big uniform companies, you know the drill: forty-page rate card, three-month contract minimums, a sales rep who calls you four times before you say yes. Here’s a faster path.
Who this guide is for
You manage staff between 8 and 100 clinical employees. You want everyone in matching scrubs. You don’t want a national uniform-rental contract. You have a budget but it’s not unlimited. You’re probably an office manager, a clinic owner, or a practice administrator.
The 7-step playbook
Step 1: Sample kit first (always)
Before you commit a budget, order a $99 Sample Kit in your top candidate top + pant combo. Two full sets, your size and color. Run them through three shifts and three washes. If the fabric, fit, and color work, the full $99 credits back on your team order.
What this protects you from: ordering 30 sets that turn out to fit weird on half your staff. The sample kit is cheaper than the kind of return I see in our backlog.
Step 2: Build the roster
Collect from each staff member:
- Name (for embroidery if you’re doing it)
- Role (RN, MA, hygienist, front desk, lead, etc.)
- Style preference (top SKU + pant SKU)
- Size (waist top XS-3XL; bottom XS-3XL; men’s S-3XL)
- Color (if you offer choice; many clinics standardize)
Tip: don’t skip the size collection step. We’ve seen managers guess and end up with 4 returns out of 12 orders. A 5-minute Google Form to your team saves a week of exchanges.
Step 3: Pick your colors and styles
Common patterns we see:
All-one-color
Most practical for small clinics (under 20 staff). Black or navy. Everyone matches without thinking.
Role-based color
Front desk in one color, clinical in another. Easier for patients to identify staff. Works at 15+ staff.
Print + solid
Pediatric and vet practices: animal print or playful color on front-desk + solids on clinical. Visual warmth + clinical professionalism.
Hierarchy via cut
Senior clinicians in button-neck; junior staff in V-neck. Same color family, different cut.
Step 4: Email us with the roster
Send the roster + your color/style preferences + any embroidery to support@lumiscrubs.com. Within one business hour during 9-6 ET we reply with:
- Confirmed pricing per garment (volume discount kicks in at 10+ sets)
- Embroidery digitizing quote if applicable
- Lead time estimate
- Proforma invoice
Step 5: Approve the embroidery proof
If you’re doing logos: we send a digital embroidery proof (rendered preview of stitch pattern + placement) within 24 hours of receiving your artwork. Approve in writing — or come back with placement / size / color changes. We don’t start production until you approve in writing. See our embroidery guide for what good placement looks like.
Step 6: Production + tracking
Production starts as soon as you approve the proof. Standard lead time:
- Blank sets (no embroidery): 7-10 business days
- Embroidered sets: 14-21 business days
- Rush available: +25% surcharge cuts lead time roughly in half (subject to factory capacity)
Tracking goes to you, not to each staff member — we ship one master shipment, you distribute internally. (We can do drop-ship to multiple locations on request.)
Step 7: Receipt, distribution, exchanges
Order arrives 10-18 business days after dispatch via SF Express International (tracked). You count, you distribute, you collect any size complaints. We replace size errors free in the first 30 days — you don’t pay return shipping on first exchange.
Pricing structure
1-9 sets
Standard retail per garment. Best for individual ordering.
10-24 sets
10% off per garment + free shipping over $59 (which any team order is).
25-49 sets
15% off + embroidery price-locked at no-added-lead-time tier.
50+ sets
Custom quote. Email us — we’ll match competitive bids on equivalent garment specs.
What we won’t do
- Annual contracts. Every team order is one transaction. No subscription, no auto-renew, no escalating rate.
- Garment leasing. We don’t do uniform rental. Buy the scrubs once, replace as needed.
- Net 60. We’re a solo operation; we need payment at production-start, not 60 days after delivery.
The one number that matters
Most clinic team orders run 12-25 staff. Average order value: $850-$2,400. Lead time: 14-18 business days from order to delivery (with embroidery). That should be your baseline expectation.
Ready? Email support@lumiscrubs.com with “Team Order” in the subject. Or read the Team Orders page for the short version.
Order a sample first. Collect sizes from your team. Pick colors before styles. Approve embroidery in writing. Plan for 14-21 days, not 7.
