The BESA guide to making school procurement simple

For school leaders, school business managers and MAT procurement teams, procurement rarely happens in isolation. It sits alongside budget pressures, staff workload, safeguarding responsibilities and the day-to-day realities of running a school.

That can make school procurement feel difficult to navigate ~ especially when comparing education suppliers, balancing value for money and trying to make confident long-term decisions around products, services and EdTech solutions.

This practical guide outlines ways that schools and trusts can simplify the procurement process, save time and make more informed decisions when choosing education suppliers and school software providers.

Start with clear outcomes

One of the biggest causes of procurement delays is unclear expectations at the start of the process. Before approaching suppliers, schools and trusts should define:

• the problem they’re trying to solve,
• who will use the product or service day to day,
• budget parameters,
• safeguarding or data protection requirements,
• implementation expectations,
• what success will realistically look like after delivery.

For example, an EdTech platform may appear cost-effective initially, but if it requires significant staff training, creates additional administration or does not integrate with existing systems, the long-term impact on workload may outweigh the upfront value. Clearer procurement briefs often lead to:

• more relevant supplier proposals,
• fewer delays during procurement,
• smoother implementation once a supplier has been chosen,
• stronger long-term outcomes for staff and pupils.

Bring stakeholders into the process early

Procurement decisions often affect more teams than expected ~ from classroom staff and IT teams to safeguarding leads, finance teams and senior leadership.

Bringing stakeholders into conversations early can help schools and MATs:

• identify operational challenges sooner,
• avoid delays caused by conflicting priorities,
• spot implementation risks before contracts are signed,
• build stronger staff buy-in from the start.

For example, involving IT and safeguarding teams early in school software or EdTech procurement can help identify compatibility, access or data protection concerns before rollout begins.

Research the education market before committing

Early market research can save significant time later in the procurement process. Speaking to peers, exploring supplier directories, attending education events and reviewing case studies can help schools:

• understand what good practice looks like,
• compare education suppliers more confidently,
• identify realistic pricing expectations,
• avoid unsuitable products or services.

School leaders and procurement teams should also look beyond marketing claims and ask prospective suppliers for evidence of impact in schools similar to their own setting.

Choose the right procurement route

Different school procurement routes offer different levels of flexibility, speed and compliance support, so it’s important to choose an approach that reflects the size, risk and complexity of the purchase.

For example:

• Framework agreements allow schools to buy from a pre-approved list of suppliers that have already gone through parts of the procurement and compliance process. This can save time and reduce administration, particularly when purchasing commonly used services, technology or equipment.
• Direct awards involve choosing a supplier without running a full competitive process. This can sometimes speed up decision-making, but schools should make sure there is clear justification, appropriate due diligence and confidence that the supplier offers value for money.
• Formal tenders involve inviting multiple suppliers to submit proposals against a detailed specification. While this process is usually more time-consuming, it can provide greater transparency and make it easier to compare suppliers fairly, particularly for larger or more complex contracts.

Taking time to understand the strengths and limitations of each route can help schools avoid delays, reduce procurement pressure and choose a process that feels proportionate to the purchase being made.

Make sure your decision-making is organised

Procurement processes can quickly become difficult to manage when information is spread across emails, documents and different stakeholders.

Keeping clear records of supplier conversations, quotes, evaluation criteria, approvals and procurement decisions can help schools:

• avoid duplication,
• keep projects moving,
• support governance and auditing requirements,
• provide clarity if staff responsibilities change during the process.

Creating a simple internal procurement timeline can also help schools and MATs manage expectations around decision-making, implementation and delivery deadlines.

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School procurement will always involve balancing time, budgets, compliance and operational pressures. But with clearer planning, stronger stakeholder involvement and a better understanding of procurement routes, schools and MATs can make the process feel far more manageable.

At BESA, we work closely with educators and suppliers across the education sector every day, helping schools navigate procurement with greater confidence and connect with trusted education partners.

For additional guidance on evaluating suppliers, read The BESA School Procurement Checklist or explore suppliers that are Backed by BESA through the BESA Member Directory.