Why procurement in an office operation is a discipline of its own
Office operators, property companies and co-working providers buy across dozens of categories at once, every day: office supplies, cleaning and hygiene, kitchen supplies, IT consumables, printer cartridges, furniture, maintenance materials – spread across just as many suppliers, invoices and contacts. The process cost per order often exceeds the value of the goods. Strategic purchasing – consolidation, rate comparison, supplier evaluation – doesn’t happen, because nobody owns it. Office management orders on the side, building services orders independently, and leadership sees the total cost only in the year-end accounts.
Pro-Cure Solutions takes over operational and project purchasing for office operators, co-working spaces and commercial property portfolios – as an outsourced purchasing department that understands office operations. Every supplier, order and approval runs through one platform. We negotiate the terms, we deliver the reporting, your team orders in a few clicks.
Whether it’s copy paper for 200 workstations, cleaning supplies for six floors, coffee supplies for the kitchenettes or the complete furnishing of an office refit – everything runs through pre-negotiated catalogues at large-buyer terms, passed straight on to you.
How offices and co-working spaces benefit from Pro-Cure
Lower procurement costs
Through pooled buying volumes, consolidated supplier contracts and the removal of uncontrolled purchasing outside agreed terms.
From first call to going live
Supplier integration, range setup, team training and approval processes – all included in the onboarding.
Response time to requests
One dedicated contact with experience in office supply and fit-out – no call centre, no waiting.
SELECTED SUPPLIERS & QUALITY PARTNERS
… and many more vetted partners you’ll know from the industry.
WHAT WE SOLVE
The three most expensive problems in office procurement
Uncontrolled tail spend (C-parts)
Office supplies, hygiene items, printer consumables, kitchen supplies – cheap individually, but a serious cost block in total. Dozens of employees order from different vendors, with no approval process and no price comparison. At month-end, invoices pile up that nobody can attribute.
No central view of building operations
Facility managers run cleaning, maintenance, security and consumables – often in parallel, across different tools and suppliers. Anyone operating multiple sites quickly loses sight of active contracts, terms and actual consumption. Savings potential stays invisible.
Procurement is a side task, not a core skill
In most office operations, purchasing isn’t a dedicated function. Office managers, assistants or building services place orders on the side – on top of their actual jobs. Rate negotiations don’t happen, suppliers are rarely switched, alternatives aren’t reviewed.
From first conversation to running office procurement
We take over the entire procurement process – structured, transparent and with measurable results.
Assessment & analysis
We record your current suppliers, terms, ordering routes and consumption structure – per site and product category. The analysis shows where the immediate savings are.
Platform setup & supplier integration
Ranges are built, suppliers connected, roles and approval limits configured. Your team is trained and orders through one system from day one.
Ongoing purchasing & rate management
Orders run through the platform, approvals happen automatically. Terms are checked against the market regularly. You see at any time what was ordered and at what price.
Reporting & optimisation
Dashboards by site, product category or supplier. Savings are documented, anomalies flagged. Each quarter we review optimisation opportunities with you.
From copy paper to building services – procurement that understands office operations.
12+ YEARS’ EXPERIENCE IN OPERATIONAL OFFICE PROCUREMENT
Frequently asked questions about office procurement with Pro-Cure
Everything you need on working together – from integrating your existing suppliers to managing several sites.
We work with companies that operate several office sites or manage larger commercial spaces – from the mid-sized office operator and co-working provider to the property company with a portfolio of commercial real estate. The platform is modular: you use the areas that fit your business. For a single small office our model usually isn’t cost-effective – it delivers its full effect from around 50 workstations or several sites upwards.
Everything consumed, maintained or replaced in day-to-day office operations: office and stationery supplies, printer consumables, cleaning and hygiene items, kitchen supplies and break-room provisions, IT consumables, furniture and fit-out, maintenance materials for building services. For projects such as refits or new openings, we also handle the complete fit-out procurement.
Yes. Existing suppliers are integrated into the platform – your established relationships stay intact. On top of that, you benefit from the terms we negotiate by pooling all client volumes. Many operators find that the spend transparency and automated approvals alone deliver the biggest gain – before a single supplier changes.
B2B shops deliver products – you search, order and manage everything yourself. Pro-Cure takes over the entire procurement process: supplier evaluation, rate negotiation, range management, approval workflows, invoice checking and reporting. We aren’t your supplier – we are your purchasing department, with access to many suppliers through one platform.
Large FM providers offer procurement as one part of a bundled package – alongside cleaning, security, maintenance and building services. That makes sense for complex properties, but it ties you into a comprehensive contract. Pro-Cure specialises exclusively in procurement: you keep your existing FM structures and add a professional, independent purchasing function – more flexible, more cost-effective and with no package lock-in.
That’s exactly what the platform is built for. Each site can have its own ranges, budget limits and approvals, while head office keeps the consolidated overview – from a single item in the reception area to total spend across all properties.
On three levels. First, through pooled buying volumes that unlock better supplier terms. Second, by removing uncontrolled purchasing – when every order runs through the platform with approval steps, maverick and duplicate orders disappear. Third, through transparency: the first time you see what is actually being spent across all sites, the savings potential becomes immediately visible.
Ready to lift purchasing out of day-to-day operations?
Talk to our specialists – in German, English and more. We know office operations.
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GASTRONOMY
Restaurants & Catering
Procurement for restaurant chains, catering businesses, and communal/institutional catering.
SENIOR CARE FACILITIES
Senior Care Facilities & Nursing
Structured procurement for nursing homes, senior residences, and assisted living.
HOSPITALITY
Hotels & Resorts
Strategic procurement for hotels, holiday resorts, and upscale dining.