Company apparel becomes a headache almost entirely because of inconsistency — a different shop or a redone logo file each time means color drift, sizing surprises, and paying setup fees repeatedly for something that shouldn't need re-setting-up.
Pick one shop as the system of record
Not necessarily the cheapest quote on any single order — the shop that will store your digitized embroidery file, your Pantone-matched print colors, and your standard garment brand, so every future order starts from an approved baseline instead of a fresh interpretation of your logo.
Get a written spec sheet once
Ask the shop to document exactly what a "standard" order looks like: garment brand and style number, thread colors by Pantone or thread-brand code, logo placement measurements, and stitch count or ink color count. This becomes the reference every new hire's order or department reorder gets checked against, regardless of who places the order internally.
Set a reorder threshold, not a reorder date
Rather than reordering apparel on a fixed calendar schedule, tie it to a trigger — new hire onboarding, or falling below a set inventory buffer of a given size. This avoids both running out mid-quarter and over-ordering sizes that sit in a closet.
Revisit the vendor relationship annually, not every order
It's reasonable to check pricing against the market once a year. Re-quoting every single order defeats the entire purpose of a reorder system and reintroduces the inconsistency you were trying to eliminate.