Funded Uniform Orders Case Study

The Business Problem

The shops were built for customers paying by card. A pupil whose uniform was being paid for by their school, or a student funded by their college, had no simple way to order online. Schools and colleges needed to stay in control of what was spent, each funding scheme has its own limits, and ACE needed to know which orders had been paid for and which were waiting for approval or an invoice.

The Solution

wildesoft.net added funded ordering to the shops in stages from 2025:

• Pupil Premium and Learner Support Fund options at checkout, with the funded amount shown to the customer and limits that can differ by organisation and scheme
• a mandatory student ID number for Learner Support Fund orders, shown on approval screens and emails
• checks that the amount claimed doesn't exceed the student's entitlement
• an approval workflow: funded orders go on hold, the school or college receives an email with a secure link straight to the order, and approves or rejects it; the buyer is told the outcome by email
• Request an Invoice, for sponsors and organisations that pay on account, with sponsor details and special instructions captured at checkout
• terms and conditions that must be accepted for every funded or invoiced order.

Funded and invoiced orders are kept out of ACE's order-management system until they are approved, and are no longer marked as paid when they haven't been.

The Result

Families who qualify for help can order uniform in the same online shop as everyone else. Schools and colleges approve each funded order before anything is made, and ACE always knows which orders are cleared for production.

See all case studies for White Label Ordering