How to Choose an Education Supplier You Can Trust ~ a Checklist

Choosing the wrong education supplier or EdTech provider can create serious pressure for schools and MATs. With budgets stretched and procurement decisions under scrutiny, school leaders, school business managers and trust procurement teams need education suppliers they can trust.

At BESA, we work closely with educators and suppliers across the education sector every day. That gives us a clear understanding of what schools and trusts should expect from trusted education partners, from transparency and safeguarding through to customer support and long-term impact.

That’s why we’ve created this checklist – to help schools and MATs to make informed, confident buying decisions for their setting.

9 things educators should check before choosing a new education supplier

1. Reputation within the wider school community

A strong reputation amongst other schools and MATs is one of the clearest signs that an education supplier is reputable. Speak to peers, read reviews and check education sector networks, procurement forums and school leadership communities for consistent, positive feedback on quality, reliability, customer service and long-term support.

• Alignment with curriculum, safeguarding and data requirements

Check that the supplier’s product or service aligns with your curriculum, safeguarding obligations and school data protection requirements. Reputable education suppliers and school software providers should be able to explain clearly how they meet statutory requirements, support safeguarding in schools and handle data securely.

• Openness and transparency through the process

Schools and MATs should feel comfortable asking questions, comparing options and requesting the information needed for governance, auditing and due diligence checks. Be cautious of suppliers who discourage comparisons, avoid providing clear information or pressure you into making rushed decisions.

• Evidence of impact in schools like yours

 Ask for case studies, references and impact data from schools and trusts similar to your own. The needs of a small primary school may differ significantly from those of a large MAT or secondary setting. Strong education suppliers should be able to demonstrate measurable impact in comparable school environments.

• Evidence that they understand your needs

 Look for suppliers who take time to understand your school or MAT’s size, demographics, priorities and operational challenges before recommending a solution. “One size fits all” approaches that fail to reflect the realities of your setting are unlikely to deliver meaningful outcomes or good value for money.

• Transparent pricing

 Schools and trusts should be able to understand the full cost of a product or service across the life of the contract, with no hidden costs or unexpected charges. A trusted supplier will provide clear information upfront on licences, implementation, training, renewals, support packages and any additional add-ons.

• An offer which builds in robust support and training

Check what implementation support, training and ongoing help are available to your staff. A reliable supplier will make it easy for you to get up to speed, resolve issues quickly and embed their product or service effectively into everyday practice.

• Clear, honest communication

The best education suppliers act with integrity. From your first interaction, look for communication that is responsive, realistic and transparent. Trustworthy partners will answer difficult questions directly, avoid overpromising and communicate openly if challenges arise during implementation or delivery.

• Trusted quality marks ~ like being Backed by BESA

For added confidence, look for recognised quality marks or membership of reputable organisations such as BESA. Suppliers that are Backed by BESA have committed to our Code of Practice – signalling their commitment to high standards in safeguarding, transparency, quality, reliability and integrity.

Choosing the right supplier is about more than finding the lowest cost or newest product. Schools and MATs need partners who understand education, communicate openly and can demonstrate trust, accountability and long-term support.

For a full list of suppliers that are Backed by BESA, see our Member Directory.