From raw file to accepted item.
Four steps, one point of contact, and nothing goes to the buyer until a person has signed off on it.
Follow one example batch through the process. The numbers are illustrative.
Send your data as it is
A system export, line sheet, spreadsheet or feed. No reformatting on your side — see the short checklist below for what helps us start fast.
240 not checked yetOne Excel line sheet arrives: 60 styles, 240 SKUs.
Every field is checked against the buyer's rules
Columns are mapped to the current PIM template and every value is tested: barcodes, required fields, dropdown lists, pricing and images.
218 ready22 open218 SKUs pass or are repaired automatically. 22 SKUs have 31 open questions.
A person reviews every exception
Anything the software can't prove is correct goes to a reviewer. Questions only you can answer come back to you in one list, not a stream of emails.
233 ready7 openThe reviewer settles 26 questions. The last 7 SKUs wait on 5 questions sent to you in one list.
You receive a ready file and a validation report
We load the items into the buyer's system, or hand you the finished template. Item data can go in first, with photos added when they arrive. See a sample report.
240 readyAll 240 SKUs submitted, with a validation report showing every check.
What to send us first
This is all we need to start — everything else happens on our side.
- Your product data, in whatever format you already have it
- The buyer or exchange you're setting items up for
- Roughly how many products are in this batch (a guess is fine)
- The date the items need to ship or go live
- Product photos, if you have them ready (they can follow later)
Frequently asked questions
What file formats do you accept?
Whatever you already have — a CSV or Excel export, a line sheet, a JSON feed, or the buyer's own template partially filled in. We map from what you send; you don't reformat first. PDF line sheets and scans are fine too; typing them up is extra work, quoted and approved by you first.
How fast is turnaround?
5 business days for files up to 25 styles, 7 up to 50, 10 up to 100 and 15 up to 200, counted from quote approval and complete data; files received by noon Central count from that day. Rush styles take 2 business days for up to 25 styles, 4 for up to 50. Larger backlogs are scheduled in batches of 50, most urgent first, and written into your quote. Styles waiting on an answer from you pause only until you reply; everything else stays on schedule.
Is our data kept confidential?
Yes. Your data is used only for your work and kept private, so your next file goes faster. Ask in writing and we delete it and confirm when it's done. We're glad to sign an NDA before you send anything.
How do we pay?
By ACH or wire, by check, or by card or bank account through the secure payment link on your invoice. Brands pay Net 30; small vendors Net 15, with a 50% deposit on the first file. Any amount still unpaid after the due date accrues a late fee of 1.5% per month (18% a year), or the maximum allowed by law if lower, until paid. See pricing.
Do you only work with AAFES?
AAFES STEP/PIM is the first system we built the rule-set for, but the process — map, check, review, submit — applies to other retail and exchange PIM systems. Ask us about yours.
How do we send product photos?
A link to a shared folder (Dropbox, Google Drive, WeTransfer or similar) works best for a full batch, since photo sets are usually too large for email. For just a few images, attaching them directly is fine. Photos can follow the item data. We check every image against the buyer's requirements (for AAFES, JPEGs of at least 2000 × 2000 pixels) and flag any that fall short before anything is submitted.
What if our data is missing information?
That's expected. Anything the software can't fill in with confidence goes into one exception list with the specific questions, so you're not chasing details across separate emails.
Ready to get started?
Answer a few quick questions and we'll set up a short call — no file needed yet.