Branded products paid for the way your finance team likes.
Global teams order branded products from every region. Procurement, finance, and tax teams need visibility and control. Ciloo brings local invoicing, automated cost allocation, and approval workflows into your existing budget structure: the operational layer most branded merchandise platforms leave unmanaged.
Ciloo is designed for multinational organisations managing branded products, onboarding kits, print, and merchandise across multiple countries, entities, and budgets.
Local invoicing
Local currency, local tax, local entity.
Cost allocation
POs and cost centers captured at checkout. Locked when it matters.
Approval flows
Thresholds set centrally. Enforced at the point of order.
Local invoicing
Local invoicing and Local Taxes
Ciloo operates as the billing entity in the markets where your teams order. Invoices arrive from a registered local entity, in local currency, with the right VAT, sales tax or local tax treatment.
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VAT-registration
Reclaim input VAT through the normal local return.
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Local sales tax applied at order level
Tax rates are calculated at checkout based on the shipping destination and the local billing entity.
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Multi-currency at checkout
We manage multiple currencies. Checkout displays the user's local currency; the invoice reflects the billing entity.
Cost allocation
Cost centres, PO numbers, and order metadata
Every order can carry a PO number, a cost centre, and any other finance metadata you need, captured in dedicated fields at checkout. Fields can be mandatory or optional, format-validated, and locked once set by an administrator.
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Mandatory or optional, your call
PO and cost centre fields can be required across the portal, required by product category, or left optional. We can even pull this data from your SSO and prepopulate fields in the checkout
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Format validation built in
Enforce the patterns your ERP expects: 10-digit PO numbers, 5-digit cost centres, fixed prefixes, character types.
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Locked once set
Admins can lock fields from user modification at checkout, so the metadata that hits AP is the metadata you defined.
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Exemption rules for low-value items
Where a PO costs more to raise than the item itself, those products can route through a standing cost centre instead.
Spend control
Spend control and gifting thresholds
Define limits up front and the system enforces in the checkout. The platform stops orders that breach policy before money is committed, not after it's spent.
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Order value thresholds
Orders above a defined amount (for example, €50) route to an approver automatically before they ship.
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Product and category limits
Restrict what can be ordered per user, per team, or per wallet, not just how much can be spent.
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Quantity caps
Prevent bulk orders that would breach a campaign's gifting policy or a country's tax regime.
Approval workflows for branded merchandise procurement
Approval workflows that match the way you already work
When an order needs sign-off, the platform emails the approver a link with the full order detail. They accept or reject. The order moves from on-hold to production the moment it's approved.
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Threshold-based approval
Orders above a set value, typical examples range from €50 to €500, route to an approver automatically.
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Brand approval gates
Customised products or new templates require sign-off from the brand team before they reach production.
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Multi-level approval chains
High-value orders can require both a department head and a procurement signature before they ship.
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Consolidated approvals
A key user can review a batch of baskets from their team and push them through together, reducing approval volume and shipping costs.
Reporting
Reporting and exports
Every order is captured with full metadata. Admins get access to a predefined dashboard with a full overview, ready to filter, export to CSV, or pull via API. No quarterly reconciliation project, no stitching together what each region did in its own way.
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Spend by cost centre, country, or billing entity
Currency normalisation and VAT broken out wherever you need it, so finance can reconcile the same way you already do.
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Budget utilisation in real time
Track any active budget or wallet against its limit as orders are placed, not at end of quarter.
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Order history per user
Cumulative spend per recipient, useful for gifting tax audits and HR-led recognition programmes.
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Supplier and product mix
Supports category management, supplier rationalisation, and competitive benchmarking across your network.
Reports can be scheduled and emailed, pulled on demand from the platform, or surfaced in your existing BI stack via API.
Procurement and RFQ support
Ciloo regularly participates in procurement-led RFQs and global branded merchandise tenders.
Typical evaluation areas include
- Local invoicing and sales tax handling
- Supplier consolidation
- Approval workflows and spend controls
- ERP and procurement system integrations
- Sustainability and local production capabilities
- Auditability and reporting
- Multi-region fulfilment and warehousing
Our team can support procurement, finance, and operational stakeholders during discovery and vendor assessment. Speak to the team
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What is Ciloo
Ciloo is a global software company that helps enterprise organizations manage their branded products, print materials, and internal e-commerce in one place. The platform simplifies ordering, payments, and production by connecting directly to a worldwide network of verified local producers. This approach reduces shipping distances, costs, and emissions while maintaining full brand control.
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Is Ciloo VAT-registered in our country?
Ciloo helps you manage VAT and local taxes. The sales team can confirm coverage for your country list during discovery.
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Can we reclaim VAT on Ciloo invoices?
Yes. Invoices are issued by a locally registered entity, so the standard input VAT reclaim process applies.
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How does Ciloo handle sales tax?
The correct rate is calculated at checkout based on the shipping destination and the local billing entity, and reflected on the invoice at the line level. Coverage can be confirmed by the sales team during discovery.
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Can we make PO numbers mandatory?
Yes. PO numbers can be mandatory across the portal, mandatory by category, or optional. Format validation is configurable.
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What payment methods can end users choose?
On invoice, credit card, PayPal, voucher, wallet, or a combination, as well as payment methods via Stripe and via Punch out (SAP / ARIBA / Coupa, etc.). Methods can be restricted per portal.
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Can Ciloo support procurement and finance governance requirements?
Yes. Ciloo supports approval workflows, PO enforcement, spend thresholds, cost allocation, audit trails, and supplier visibility across global branded merchandise programmes.
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Does Ciloo integrate with our ERP?
Yes. Existing integrations include SAP and other major ERP and AP systems. Custom integrations are scoped during onboarding.
Branded products, finally managed like every other category of spend
Built for the people placing orders, and the people invoicing, reconciling, and auditing them.