Excluded from the rate does not have to mean undefined.
"Procurement, hardware, and third-party subscriptions require explicit review" is honest, but it is also where the sentence usually stops on a services site. This page continues it: here is the actual coordination lane that handles quoting support, order placement, and license bookkeeping once a client needs something bought, not just administered.
What the procurement-coordination lane actually does.
Useful when "we do not handle procurement" has been the honest answer, but the client still needs someone to move a hardware or license request forward.
Quoting support for named hardware or software against a client's stated requirement, order-placement coordination with the practice's or client's chosen vendor, license-assignment bookkeeping — tracking what was purchased, assigned, and still unassigned across a tenant — and renewal-date tracking so a subscription does not lapse or auto-renew as a surprise.
A hardware request produces a quote and a tracked order, not a purchase made on the client's account without a paper trail; a license register shows exactly what is owned, assigned, and idle, reconciled on an agreed cadence.
The named vendor accounts and purchasing relationships already in place, who actually holds payment authority, an agreed cadence for the license register, and clarity that delivery is coordinating a purchase, not making one on its own authority.
What this lane does not become.
- No title transfer: hardware, software, and vendor accounts stay owned by the practice or the client, never delivery.
- No guaranteed lead times or pricing: vendor lead times, warranty terms, and pricing are the vendor's commitments, not delivery's.
- No reseller margin: quoting support is coordination work, not a resale transaction with a markup attached.
- No substitute for a project estimate: a fleet-refresh or platform-replacement program is sized through project delivery, not this lane.
Who owns what in a procurement request.
| Vendor account and payment relationship | Stays with the selling practice or the client — never assumed by delivery. |
|---|---|
| Quote request and order coordination | Delivery coordinates it against the stated requirement and the named vendor. |
| License-register accuracy | Delivery maintains it on the agreed cadence; the practice approves changes to what is purchased. |
| Purchase approval itself | Named owner approves before an order is placed — coordination is not authorization. |
Ask these before assuming procurement is "just handled."
- Does the lane name who actually holds the vendor account and pays the invoice?Coordination without a clear payer just moves the ambiguity, it does not remove it.
- Is the license register reconciled on a real cadence, or only when someone asks?An unreconciled register quietly accumulates unassigned, wasted licenses.
- Who approves a purchase once the quote comes back?Name that owner before the first quote arrives, not while a vendor is waiting.
- Is this a one-off order, or really a fleet-refresh program?A pattern of individual requests may actually be a device-lifecycle replacement program in disguise.
See where procurement connects to the rest of the catalog.
The service catalog's exclusion list names procurement as separate for a reason; this lane fills that gap without pretending it belongs in the recurring rate.