Procurement plays a key role in our business's health, involving every department. Understanding our procurement process and sustainable procurement approach is essential, especially as it aligns with our B Corp certification.

To support our commitment to sustainability, please first review our Procurement Policy to see how procurement connects to our B Corp values.

We primarily use Ramp to manage procurement, including any subscriptions. Please note:

• Each subscription should have a unique Ramp card.
• Avoid assigning multiple subscriptions to one card. This simplifies transitions during role changes and prevents disruptions if a card expires.

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💳 Follow these steps to request a Ramp card.

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Procurement categories

1. Subscriptions

1. Evaluate the software:
   • [ ] Do we already have a subscription with similar capabilities?
   • [ ] If so, could the new software be consolidated with the existing one?
   • [ ] How many seats are required? If use is minimal, consider sharing logins.
   • [ ] Are the support hours and processes aligned with your team’s needs?
   • [ ] Is the software scalable based on department projections?
2. Assess the cost:
   • [ ] What is the billing frequency? If an annual option is available, designate someone to secure the most cost-efficient plan post-trial.
   • [ ] Is there room in the budget? Consult your manager if needed.
3. Complete the subscription process:
   • If the software meets all criteria, log in to Ramp and request a Subscription Spend card. For subscriptions that cannot be paid by card, follow the AP Process.
   • Finally, add the contract details to the Contract Repository and update the Contract Google Calendar.

2. Service contracts

For service contracts, including freelancers and agencies, please refer to our Engaging Freelancers and Agencies guide. The steps include:

• Ensure the service provider aligns with project goals and budget.
• Submit the contract details in Ramp or follow the AP Process if card payment is not an option.
• Document the contract in the Contract Repository and add it to the Contract Google Calendar.

Best practice: NDAs for new vendors

As a best practice, always use a Non-Disclosure Agreement (NDA) when working with new vendors, especially if you need to share any private data, team information, or proprietary details during the procurement process. For example, if discussing sensitive information such as company financials, internal team structures, or strategic plans, an NDA can ensure that this information remains protected and confidential.

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📄 Most vendors will have their own NDA otherwise please use our NDA template here.

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Once you have a signed NDA please file it in the NDA folder in the Drive, if you dont already have access please reach out to Sarah. And if you have signed a new contract head over to the ‣ and add your contract to the list.