Ongoing IT supply for an international streaming platform

The challenge

The teams of an international streaming platform need IT equipment all year, not once every few years in a single fleet refresh. New people join. Devices wear out. Desks get upgraded, accessories run out, an office needs more equipment. Each of these becomes another list to price, order and book.

A company that buys like this looks for a few specific things in a supplier.

• one contact for different categories, from laptops to accessories and office equipment;
• a quick quote, because a particular team is waiting for the equipment;
• a process that fits an international company's purchasing procedure: quote, purchase order, invoice;
• a known lead time for every item before the order is placed;
• documents that finance can book without collecting invoices from several sellers.

The approach

Technocenter is the single supplier for the whole scope. Every request goes through the process we use in our IT procurement service.

1. List. The client's team sends a list of equipment: models, part numbers or a description of what is needed.
2. Quote. During working hours, Mon–Fri 9 am–5 pm (CET), the reply comes within 30 minutes. It shows the net price, availability and lead time for each item.
3. Purchase order. The client accepts the quote by sending a PO. Once it is confirmed, we place the order.
4. Delivery. The equipment arrives within the lead time stated in the quote.
5. One VAT invoice. The whole order is billed on one invoice, even across brands and categories.

Behind each quote, we check availability and price for every line. That is why one list can mix laptops, components and accessories. The client never has to split an order between sellers. Correspondence runs in English or Polish.

The invoice point matters more the more often you order. With several sellers, every delivery brings its own document to describe, approve and book. Under a PO-based procedure, each one also has to be matched against the order. Here, finance and procurement match one PO to one document.

Scope of supply

Every equipment group goes through the same process, and they can share one list.

• Laptops for team members. Our range of business laptops covers business series from Lenovo, Dell and HP as well as MacBooks.
• Components for existing computers, such as SSDs and RAM.
• Accessories for daily work: docking stations, headsets, keyboards, mice and webcams.
• Office equipment ordered together with the rest of the list, without a separate supplier. How we select equipment for offices is described under office setup.

Prices and lead times are quoted per item. The team can see at a glance which items are in stock and which have to be ordered in.

How the work runs day to day

There is no end date. Teams order when they need something, and the same rules apply every time.

• Request format. A list can come as a file or in the body of an e-mail. Nobody retypes it into a template.
• Requests outside working hours. A list sent in the evening, at the weekend or on a public holiday is picked up first thing on the next working day.
• Lead time. In-stock items ordered by 4 pm on a business day are delivered in Poland the next business day. Other items and deliveries outside Poland have the lead time stated in the quote.
• Shortages and alternatives. If a model is unavailable, we flag it in the quote and propose an equivalent with similar specifications. The client decides whether to switch.
• Factory configuration. Devices are delivered in factory configuration. System images, accounts and software stay with the client's IT team.
• Warranty. Equipment carries the manufacturer's warranty, and repairs are done by the manufacturer's service. Extended manufacturer warranties can be added to laptops and computers.

Any company whose teams need equipment regularly can work with us the same way. Supplier documents for vendor registration are on our procurement page.