Samples
Brand System v10.0 — Samples Portal
Sample
Management
Management
Request. Ship. Follow Up. Convert.
Full lifecycle management of GFS product samples. From customer request through shipping, follow-up, and conversion tracking. Includes trade show sample kits, cost analysis, and ROI measurement to ensure every sample drives revenue.
Requests
Shipping
Follow-Up
Conversion
Trade Shows
S1
Sample Dashboard
Requests Pending
6
2 high-priority
Shipped This Week
12
+4 vs. last week
Conversion Rate (90d)
28%
+5% vs. prior quarter
Feedback Pending
4
2 overdue (>14 days)
Sample Pipeline — This Month
22
Requested
→
18
Shipped
→
14
Delivered
→
10
Feedback
→
5
Converted
■ Dashboard updates daily. Conversion rate = samples leading to first purchase within 90 days. High-priority requests from accounts with >$50K pipeline value.
S2
Request Intake
Pending Sample Requests
| Request # | Customer | Products | Purpose | Ship-To | Requested | Priority | Status |
|---|---|---|---|---|---|---|---|
| SMP-2026-0148 | Pacific Rim Foods | Barrel Cheddar, Pepper Jack, Mozz (3 SKUs) | Evaluation | Portland, OR | May 17 | High | Prep |
| SMP-2026-0147 | Metro Foodservice Inc. | Brown Box Pancakes 144ct (1 SKU) | Menu Dev | Newark, NJ | May 16 | High | Prep |
| SMP-2026-0146 | Valley Fresh Markets | Shredded Mozzarella 5 lb (1 SKU) | Evaluation | Fresno, CA | May 15 | Normal | Prep |
| SMP-2026-0145 | Tri-State Grocers | Unsalted Butter 36/1 lb (1 SKU) | Evaluation | Philadelphia, PA | May 14 | Normal | Ready |
| SMP-2026-0144 | Northern Provisions | Barrel Cheddar, Cream Cheese (2 SKUs) | Menu Dev | Minneapolis, MN | May 13 | Normal | Ready |
| SMP-2026-0143 | Southeast Dairy Co. | Pepper Jack Sliced 5 lb (1 SKU) | Evaluation | Atlanta, GA | May 12 | Normal | Ready |
New Sample Request
Create a new request with customer info, products, ship-to, and purpose. Auto-assigns to territory rep and creates prep task.
■ Sample requests from website, trade shows, or rep-initiated. Purpose tags: Evaluation (new prospect), Menu Dev (existing customer), Trade Show (event). High priority auto-escalated to same-day prep.
S3
Sample Prep
Prep Checklist — SMP-2026-0148 (Pacific Rim Foods)
Pacific Rim Foods — 3 SKU Evaluation Kit
Rep: M. Levine · Ship-to: Portland, OR · Priority: High
✓
Pull Barrel Cheddar 40 lb — cut 5 lb sample block from Lot BCC-2026-0518
Done
✓
Pull Pepper Jack Sliced 5 lb — 1 package from Lot PJS-2026-0515
Done
!
Pull Shredded Mozzarella 5 lb — 1 package (awaiting lot assignment)
In Progress
✓
Include spec sheets for all 3 products (PDF printed)
Done
✓
Include sell sheet, COA, and GFS company brochure
Done
—
Pack in insulated shipper with gel packs (cold chain)
Pending
■ Samples pulled from current production lots only. Cold chain shipping mandatory for all dairy products. Each sample kit includes spec sheet, sell sheet, COA, and business card. Lot numbers recorded for traceability.
S4
Shipping
Shipped Samples — This Week
Shipping Cost — May 2026
Packages Sent
18
Avg Ship Cost
$42
Total Freight
$756
On-Time Del.
94%
■ Cold-chain samples shipped FedEx Priority Overnight in insulated shippers with gel packs. Shelf-stable products ship FedEx 2-Day. Cost charged to marketing GL code 7100.
S5
Follow-Up
Follow-Up Queue
OVERDUE: Coastal Grocery Group — Mozzarella Shredded
Delivered May 2. No feedback received. Auto-reminder sent May 9, May 14.
Rep: D. Kowalski · 17 days since delivery
OVERDUE: Liberty Foods — Cream Cheese Spread
Delivered May 5. Feedback form sent May 8. No response.
Rep: M. Levine · 14 days since delivery
DUE: Good Eats Corp — Pepper Jack Sliced
Delivered May 17. Follow-up call due May 24 (7-day window).
Rep: M. Levine · 2 days since delivery
DUE: Harbor Foods LLC — Cream Cheese Spread
Delivered May 18. Follow-up due May 25.
Rep: D. Kowalski · 1 day since delivery
Sample Feedback Form (Sent to Customer)
Product Quality
Packaging Condition
Additional Comments
"Excellent melt and stretch on the mozzarella. Cheddar flavor profile is exactly what we need for our deli program. Would like pricing for 40,000 lb/month."
■ Follow-up cadence: Day 3 (email confirmation), Day 7 (call/feedback request), Day 14 (final reminder). Overdue items escalated to sales manager. Feedback auto-linked to CRM opportunity.
S6
Conversion Tracking
Conversion Rate by Product — Trailing 6 Months
| Product | Samples Sent | Converted | Conv. Rate | Avg Days to Order | Avg First Order |
|---|---|---|---|---|---|
| Barrel Cheddar 40 lb | 18 | 7 | 39% | 22 days | $18,400 |
| Shredded Mozzarella 5 lb | 14 | 5 | 36% | 28 days | $12,600 |
| Brown Box Pancakes 144ct | 10 | 3 | 30% | 35 days | $8,200 |
| Cream Cheese Spread 3 lb | 12 | 3 | 25% | 30 days | $6,800 |
| Pepper Jack Sliced 5 lb | 8 | 1 | 13% | 45 days | $4,200 |
| Unsalted Butter 36/1 lb | 6 | 1 | 17% | 40 days | $9,800 |
| All Products | 68 | 20 | 29% | 30 days | $11,200 |
■ Conversion = sample recipient places first PO within 90 days of delivery. Barrel cheddar has highest conversion rate due to commodity pricing advantage. Pepper Jack underperforming — review sample targeting.
S7
Trade Show Samples
Upcoming Trade Shows — 2026
IDDBA 2026 — Houston, TX
June 8–10, 2026 · Booth #4218
Barrel Cheddar cubes (5 lb)20 trays
Pepper Jack slices (demo)15 trays
Cream Cheese spread (cups)200 cups
Mozzarella sticks (demo)12 trays
Brown Box Pancake singles300 pcs
Total Allocated: $2,840 product cost
Prep Starts: June 2
National Restaurant Assoc. Show
May 17–20, 2026 · Chicago, IL
Barrel Cheddar cubes15 trays
Butter pats (demo)500 pats
Pancake singles (griddle)400 pcs
Total Allocated: $1,920 product cost
Complete
NY Produce Show & Conference
Dec 1–3, 2026 · New York, NY
Full cheese assortmentTBD
Butter displayTBD
Sample boxes for buyers50 kits
Budget: $3,500
Planning
■ Trade show sample allocation approved by CEO. Prep starts 5 business days before event. Insulated shipping to venue via FedEx Freight. Badge scans from shows auto-create leads in CRM.
S8
Cost Analysis
Sample Program Cost Breakdown — 2026 YTD
Product Cost
Freight
Packaging
Trade Shows
Total Sample Program Cost (YTD)
$18,380
Revenue from Converted Samples
$224,000
Sample ROI
ROI
12.2x
$12.20 revenue per $1 spent
Cost per Acquisition
$919
$18,380 / 20 conversions
Avg LTV (est.)
$134K
Based on 12-mo avg account value
■ Sample costs include product at cost (not retail), freight, and packaging materials. ROI calculated as first-year revenue from converted accounts / total sample program cost. Budget: $36K/year.
S9
Sample Reporting
Samples by Rep — 2026 YTD
| Rep | Samples Sent | Converted | Conv. Rate | Revenue Gen. | Cost | ROI |
|---|---|---|---|---|---|---|
| Michael Levine | 28 | 10 | 36% | $128,000 | $7,560 | 16.9x |
| Dan Kowalski | 18 | 5 | 28% | $52,000 | $4,860 | 10.7x |
| Raj Patel | 14 | 3 | 21% | $28,000 | $3,780 | 7.4x |
| Julie Martinez | 8 | 2 | 25% | $16,000 | $2,180 | 7.3x |
| Total | 68 | 20 | 29% | $224,000 | $18,380 | 12.2x |
Monthly Sample Activity
Jan
10
3 conv
Feb
12
4 conv
Mar
14
5 conv
Apr
10
3 conv
May
22
5 conv
■ All reports from NetSuite sample tracking and CRM opportunity linkage. May spike due to NRA Show and IDDBA prep. ROI target: 10x minimum. Cost per acquisition target: <$1,200.