The EquipMySchool Procurement Portal

Simplifying Procurement for International Schools

Our Procurement Portal is at the heart of EquipMySchool’s service. Designed specifically for international schools, it streamlines the entire procurement process — from building a quote to consolidating orders and tracking shipments. With access to millions of products from trusted suppliers in the UK, USA, and Europe, the portal gives schools the power to source exactly what they need in one convenient place.

Why Use the Procurement Portal?

One Central Platform – Manage all your school’s procurement needs in one place.
Real-Time Pricing – See current supplier pricing to ensure value for money.
Collaborative Tools – Teachers and department heads can build and share their own lists, making budgeting and planning simple.
Customised to Your School – Create multiple projects, allocate budgets, and track orders by department, subject, or year group.
Time-Saving – No need to contact multiple suppliers or juggle countless quotes — everything is consolidated for you.

How It Works

Our Procurement Portal is designed to make school-wide ordering simple, transparent, and collaborative. Here’s how it works from start to finish:

1. Register and Add Users

Register your school on EquipMySchool.com.
Add teachers, department heads, and bursars using our simple “Users” tool.
Bulk import staff with a spreadsheet, or add them individually.
Assign roles and privileges — for example, bursars can approve and release final orders.

2. Create a Project

A “Project” is your container for one consolidated shipment (e.g. your annual bulk order).
Set your target arrival date, invoice details, and delivery address.
Build your school’s hierarchy in the system — departments and classrooms nested just as they are in real life.
Allocate budgets at school, department and classroom level.

3. Teachers Build Their Orders

Teachers log in to their assigned project and see only their own budget.
They can browse the huge range on the web shop, with products from both UK and US suppliers at catalogue prices or less.
Teachers add items to their carts. If they go over budget, excess items automatically move to a Wishlist.
Notes can be added to items for clarity.

4. Approval Workflow

Once a teacher submits their order, it becomes read-only for them.
The order automatically moves up the hierarchy for approval (e.g. Teacher → Department Head → Head of School → Bursar).
Approvers can accept or reject orders. If rejected, comments must be given so corrections can be made.
This ensures only polished, approved orders reach the final stage.

5. Quotation Stage

Once the project is approved, our team raise the final quotation.
Freight costs are calculated for the required method, destination and incoterm.

6. Procurement & Consolidation

Once the Purchase Order is received, our team purchases items directly from suppliers.
All orders are consolidated at our facilities in the UK and US to save on freight costs.
Our logistics team works to deadlines based on your desired delivery date to keep everything on track.

7. Shipping & Tracking

Orders are carefully packed, documented, and shipped by air, sea, or courier — depending on your needs.
You can track progress in the portal as items move from “Ordered” to “Packed” to “Shipped.”
If required, we can manage customs clearance and ensure smooth delivery to your school.

8. Delivery & Support

Your school receives one consolidated shipment and one invoice.
If anything arrives damaged or incorrect, we handle replacements free of charge.
Throughout the process, you have a dedicated EquipMySchool representative available by email or phone.

Support at Every Step

Our client care team is always on hand to help. Whether you need guidance on product selection, help building your first quote, or support navigating the portal, you’ll have a dedicated contact ensuring everything runs smoothly.

Ready to Get Started?

Not quite ready yet? Learn more about Becoming a Client and discover how easy procurement can be with EquipMySchool.

Youtube videos

How to register for access to the EquipMySchool Procurement Portal

How to login to the EquipMySchool Procurement Portal

How to create a Project on the EquipMySchool Procurement Portal

How to create Departments on the EquipMySchool Procurement Portal

How to create Orders on the EquipMySchool Procurement Portal

How to add Products to Orders on the EquipMySchool Procurement Portal

How to download an order from the EquipMySchool Procurement Portal

Why use the EquipMySchool Procurement Portal

Paula's Full Walkthrough of the EquipMySchool Procurement Portal

How to use Wishlists on the EquipMySchool Procurement Portal

How to copy items into new orders on the EquipMySchool Procurement Portal

Teacher Training - How to build and submit an order on the EquipMySchool Procurement Portal

Teacher Training Part 2 - How to edit orders on the EquipMySchool Procurement Portal

Teacher Training Part 3 - How to submit an order on the EquipMySchool Procurement Portal

How To Change Project and Department Budgets on the EquipMySchool Procurement Portal

How to give Bursar privileges to a User at EquipMySchool Procurement Portal

Teacher Training Part 1 - How to search for products on the EquipMySchool Procurement Portal

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Great service and support team. Responding promptly. Understanding the customer point of view.

Danni Hsiao

Taipei American School