How We Work for Schools

Simplifying procurement; from order to delivery.

EquipMySchool exists to make school purchasing easier. From the moment your order is received to the day your shipment arrives, we manage every detail with accuracy, transparency, and care.

1. Preparing Your Orders

Schools can start their Request for Quotation in one of two ways:

Using the EquipMySchool Procurement Portal
- Teachers search for products from our curated supplier ranges.
- Budgets, approvals, and projects are managed directly in the portal.
- The portal doubles as your RFQ, saving weeks of wrangling spreadsheets and emails.
- Using the portal helps steer teachers away from consumer marketplaces like Amazon, TaoBao, or AliBaba, which are not designed for B2B procurement and often lack quality assurance or after-sales care.

Using internal school processes already in place
- Teachers research items on supplier websites and compile requests on spreadsheets
- Orders are gathered manually by the business office.
- Approvals are sought through the school’s internal systems.

👉 Both routes lead to the same next step — EquipMySchool processes the Request For Quotation and prepares your consolidated order.

2. Prompt Order Processing

The moment your order reaches us, processing begins. Straightforward issues are corrected automatically; any unclear requests or duplications are referred back for confirmation.

A Pro-Forma Invoice is then issued, giving you the first opportunity to check that everything has been captured.

3. Online Tracking & Regular Updates

Whether the orders was placed on our portal or by email with your dedicated Client Care contact, you can review the order's progress with our online tracking system:

See the completion level of your order at any time.
Weekly updates keep you informed as items are shipped, received, quality-checked, and packed for international delivery.

4. Rigorous Quality Control

Every item is checked by hand on arrival at our warehouse. If a product is damaged or incorrect, we work directly with the supplier to resolve the issue immediately.

Dedicated Purchasing Team members allow us to resolve issues quickly, saving your staff valuable time.

5. Clear, Accurate Paperwork

We prepare documents to simplify both your school’s budgeting and customs clearance:

Invoices & Parcels – grouped by budget holder (e.g. Art, Science), each with a detailed packing list.
Customs Documentation – concise, compliant paperwork for smooth clearance.

6. Protective, Appropriate Packing

Every order is processed by hand and packed with care.

Fragile items are wrapped securely, large furniture is padded, and small items are sealed to prevent loss.
Packaging is chosen to suit the freight method, reducing costs while ensuring safe delivery.
Look for our red, white, and blue packing tape on every box.

7. Competitive International Freight

Freight is always charged at cost.

We obtain multiple quotes from trusted agents to secure the most competitive rate.
Our priority is to save your school budget for resources, not shipping.

8. Library Services

EquipMySchool provides a complete in-house library servicing solution:

Subscription updates or tailored requests for specific titles.
Shelf-ready preparation with MARC catalogue records, Dewey labels, security tags, and protective jackets.
Books arrive ready to go straight on your shelves.

9. Meeting Your Deadlines

You set the delivery date — we make the plan to meet it.

Timelines are coordinated with the school, our suppliers and logistics teams.
While stock limitations may affect the likelihood of 100% fulfilment, we always work hard to achieve the highest possible completion by your deadline.

10. Fair & Competitive Pricing

Our pricing ensures the best possible value for schools:

Discounts of up to 25% from leading equipment suppliers.
Discounts of up to 20% from educational publishers.
Other resources, textbooks, fiction, and non-fiction publications discounted where possible.
Most other items supplied at catalogue price.
Where suppliers add shipping or handling charges, only a small service fee applies (never more than 10%).

With EquipMySchool, schools get structured, transparent, and reliable procurement — one order, one invoice, one delivery. And with the Procurement Portal, the whole process is faster, easier, and far better suited to schools than consumer marketplaces.

Still have questions?