IT & Electronics
Laptops, peripherals, displays and networking, bought against a contracted rate rather than at retail.
- Laptops and desktops
- Peripherals and accessories
- Networking hardware
- Displays and AV
Industries
Procurement Solutions for IT & SaaS Companies
Manage workplace and technology procurement without making an ERP rollout the starting point, and without workplace buying landing on whoever has time.
- No ERP required
- Nxtby does not need one and does not replace one.
- Requests come from everywhere
- Teams, not a central buying desk.
- Hardware plus consumables
- Two very different buying rhythms, one contract.
Who this is for
- IT companies
- SaaS companies
- Technology offices
- Workplace teams
- Admin
- Finance
- Procurement
Two rhythms
in one procurement function
The industry problem
Technology companies still have an operational procurement problem
The engineering stack is bought carefully, with owners and renewals and review. The office is bought by whoever is free. That asymmetry is not a failure of discipline; it is what happens when a company scales an engineering function and does not scale an administrative one.
- Workplace buying has no owner
- It falls to admin, office management or an EA, alongside the job they were actually hired for.
- Hardware requests arrive one at a time
- A joiner needs a laptop this week, so it is bought this week, at this week's price, from whoever can ship it.
- ERP is treated as the prerequisite
- Procurement discipline gets postponed until a system is implemented, and the system keeps being next year's project.
- Spend is visible only as a finance line
- Finance can see what workplace cost. Nobody can see what it was spent on, by which office, against what rate.
Procurement fragmentation
Why workplace procurement stays informal longer than it should
Each of these is a sensible decision at the time. The result is a function nobody designed.
Stage 1: Need appears
Happens at: Any team
Happens at: Any team.What it looks like: Raised over chat or email, no fixed route
Left holding it
Whoever noticed
Stage 2: Someone buys it
Happens at: Admin
Happens at: Admin.What it looks like: Fastest available source, retail rate
Left holding it
Office admin
Stage 3: Approval improvised
Happens at: Finance
Happens at: Finance.What it looks like: Depends on the amount and who is around
Left holding it
Finance
Stage 4: Asset not recorded
Happens at: IT
Happens at: IT.What it looks like: Hardware enters without a procurement record
Left holding it
IT
Stage 5: Invoices accumulate
Happens at: Finance
Happens at: Finance.What it looks like: Many small vendors, many small bills
Left holding it
Finance
Stage 6: Budget reviewed
Happens at: Central
Happens at: Central.What it looks like: A total, with nothing underneath it
Left holding it
You
Read the last column downwards.
The problem does not only get worse.
It gets wider, until it reaches you.
What changes with Nxtby
Procurement discipline that does not wait for a system
The reason to start without an ERP is not that ERPs are bad. It is that the discipline an ERP is supposed to enforce (a rate, a catalogue, an approval route, a record) can be in place in weeks, and the ERP cannot.
How it runs today
With Nxtby
Requests arrive by chat and email
Requests raised against a catalogue
Bought at retail, whoever is fastest
Contracted rates across categories
Approval improvised by amount
Approval routed by your own rules
Hardware enters with no record
Every order recorded, with its owner
Spend visible only as a finance total
Spend by office, category and request
No rollout to employees, no migration, no change to how approvals are decided.
One requirement, one governed path
From the site that raises it to the record that comes back. Everything after the contract is settled before the order is placed.
Step 1: Site requirement
A site raises what it needs, in the catalogue's words rather than its own.
Step 2: Contract
Commercial terms, items and suppliers agreed once, before the first order.
Step 3: Agreed rate
The contracted rate applies at every location, so price is not renegotiated per order.
Step 4: Governed catalogue
Each location orders from an approved list set up for that location.
Step 5: Approval
Requests route to the approver your own rules name, by role and value.
Step 6: Order
Approved requests become orders at the contracted rate.
Step 7: Invoice
Consolidated GST-compliant invoicing, traceable to each order and location.
Step 8: Visibility
Spend by location and category, visible as it happens.
See what one contracted position would look like for your offices.
Categories
What IT and SaaS companies buy through Nxtby
Three recurring categories, run under one contract with one rate and one approved supplier list. Each is set up per location, so what a site can order is what that site actually needs.
Pantry
Weekly office consumption, which scales with attendance rather than with headcount.
- Tea, coffee and beverages
- Disposables and crockery
- Water and dispensers
- Snacks and refreshments
Office & Stationery
Print, paper and desk supplies across offices and hybrid working setups.
- Paper and printing
- Files and filing
- Desk and writing supplies
- Print consumables
Procurement workflow
How an order actually runs
The same six steps every time, for every site and every category. Select a step to see what it looks like in IT and SaaS companies.
Step 1 of 6
Request
A site team raises what it needs against the catalogue and contract already agreed for that location.
In IT and SaaS companies
A team lead raises a laptop request for a joiner against the standard build the company already agreed.
- Owned by
- Your site team
Multi-location control
Offices, and the people who order for them
Each office is a location with its own catalogue and approver, whether it is a headquarters or a ten-desk satellite.
Locations
Sample view| Office | Categories live | Approver | Requests this month | Spend to date |
|---|---|---|---|---|
| Bengaluru, HQ | IT, Pantry, Office | Workplace lead | 38 | Rs 14.2L |
| Pune | IT, Pantry, Office | Office manager | 17 | Rs 5.1L |
| Gurugram | Pantry, Office | Office manager | 12 | Rs 2.3L |
| Remote and hybrid | IT | People operations | 21 | Rs 7.6L |
Supplier management
Vendor management that does not become a second job
A growing technology company accumulates vendors faster than it accumulates anyone to manage them. Consolidation is the cheapest thing available.
- One commercial relationship
- Categories run through one contract instead of a vendor per category per office.
- Hardware at a contracted rate
- The standard build is priced once, so a laptop does not cost what this week's reseller says it does.
- Onboarding does not wait
- A joiner's kit is ordered against an agreed build rather than sourced from scratch each time.
- Chasing is not admin's job
- Follow-up on a late delivery sits with Nxtby rather than with the person who raised it.
Approvals & governance
Approvals without an approval system
The rules below are your company's existing ones, written down and applied consistently. That is most of what a workplace procurement policy is.
When this happens
Who approves
What happens
Consumables, within catalogue and value
Office manager
Clears without waiting. This is the weekly majority.
Hardware for a joiner, standard build
Reporting manager
Routed and recorded, so the asset has a procurement trail.
Above the office value limit
Finance
Held for approval, with the request visible while it waits.
Non-standard hardware request
IT and finance
Treated as an exception rather than quietly becoming the new standard.
Nxtby does not impose an approval structure. These are your own limits and your own approvers, applied consistently to every request rather than to the ones somebody remembered to route.
Spend visibility
What the ERP was going to tell you, without the ERP
Spend by office, by category and by request, recorded as orders are placed rather than reconstructed from invoices.
- Spend by office and by category
- Hardware orders against the standard build
- Requests by team, and their approval state
- Order history against the contracted rate
SPEND BY CATEGORY, LAST 30 DAYS
86%
IT & Electronics
49%
Pantry
31%
Office & Stationery
18%
Furniture & Fit-out
IT & ElectronicsRs 18.4L
PantryRs 6.2L
Office & StationeryRs 3.9L
Furniture & Fit-outRs 2.2L
Purchase orders
Every order, with its approval attached
A purchase order carries the site that raised it, the rule it met and the person who approved it. That record is what makes a spend review a reading exercise rather than an investigation.
- Raised against the catalogue agreed for that site
- Routed by your own value limits, not ours
- Confirmed on receipt against what was ordered
- Consolidated into GST-compliant invoicing
Purchase orders
Sample viewPO-4821Bengaluru, HQ
IT & Electronics, scheduled replenishment
ApprovedOffice managerPO-4822Pune
IT & Electronics, above site limit
Awaiting approvalReporting managerPO-4823Gurugram
IT & Electronics, order placed
In supplyNxtby
Approval trail, PO-4822
- RaisedOffice manager
- Value limit metRule
- ApprovalReporting manager
Use cases
Three situations this is built for
Common scenarios in IT and SaaS companies, and what changes structurally in each. These are illustrative situations rather than named client engagements.
Hiring faster than admin can buy
- The situation
- Joiner hardware is sourced individually, each time, under a start-date deadline.
- What changes
- A standard build is agreed and priced once, and requests are raised against it.
- What follows
- Onboarding kit becomes a routine order rather than a small procurement exercise per hire.
Workplace spend with nothing underneath it
- The situation
- Finance sees a monthly workplace total and cannot break it down by office or category.
- What changes
- Orders are recorded as they are raised, tagged to office, category and requester.
- What follows
- The budget conversation starts from a breakdown instead of starting with a data-gathering exercise.
Waiting for the ERP
- The situation
- Procurement discipline is deferred until a system is implemented, and the project keeps moving.
- What changes
- Contracts, catalogues and approval routing are put in place without a system rollout.
- What follows
- The discipline arrives now, and does not have to be undone if an ERP is adopted later.
Capabilities
What Nxtby runs for IT and SaaS companies
Everything on this list is shown somewhere on this page. If it is not demonstrated above, it is not claimed here.
- Workplace and IT procurement under one contract
- Standard hardware builds at a contracted rate
- Per-office catalogues and approvers
- Approval routing against your existing rules
- Purchase orders and order records for hardware
- Recurring pantry and stationery replenishment
- Spend visibility by office, category and requester
- Consolidated GST-compliant invoicing
Answers
Procurement for IT and SaaS companies, in short
The questions a procurement, finance or operations team asks first, answered directly.
What is IT office procurement?
IT office procurement covers what a technology company buys to run its workplaces and equip its people: laptops and peripherals for joiners, pantry for the office, and stationery and desk supplies. Hardware moves with hiring and consumables move with attendance, so the two rhythms are usually handled by the same stretched admin team.
How can Nxtby help IT and SaaS companies?
Nxtby prices the standard hardware build and the recurring workplace items once, gives each office an approved catalogue, and routes requests to the right approver. Onboarding a joiner or opening an office becomes an order against an agreement rather than a new round of quotes.
Can Nxtby support multiple offices?
Yes. Each office is set up as a location with its own catalogue, approver and delivery address under one contract, so a new office inherits the same rates and suppliers from its first order.
How does contract-led procurement work without an ERP?
The contract, catalogue and approval routing are held on Nxtby's side, so a company does not need an ERP or a procurement system to buy against agreed rates. Teams raise requests, approvers approve, and finance receives consolidated invoices mapped to the contract.
Which categories do technology offices run through Nxtby?
IT and electronics, pantry, and office and stationery are the three most technology companies start with, because they track headcount and office attendance directly.
What is Nxtby?
Nxtby is a contract-led business procurement partner for enterprises in India that buy the same operational categories repeatedly across several locations. Rate contracts, approved catalogues and service levels are agreed before the first order, your teams raise requests against them, Nxtby runs sourcing and supply, and finance gets consolidated GST-compliant invoicing with a record of every order behind it.
Frequently asked questions
The practical objections that come up when IT and SaaS companies move procurement onto one contract.
No, and that is the point of starting here. The discipline an ERP is meant to enforce, a contracted rate, an approved catalogue, a routing rule and a record of every order, can be in place without a system rollout, a migration, or any change to how approvals are decided.
No. Nxtby runs procurement against contracts on its own side and hands you the record. Adopting an ERP later does not require unwinding it, and the order history from the intervening period is a better starting point for configuring one than a folder of invoices.
A standard build is agreed and priced once, and joiner requests are raised against it and routed to the reporting manager. The order is recorded, so hardware enters the company with a procurement trail rather than as an expense line.
Yes. Delivery is to the office or to the employee, and a remote or hybrid population can be set up as its own location with its own approver, which is how most companies keep home-setup spend legible.
No. There is no software for teams to learn. Requests can continue to reach workplace and IT the way they do today; what changes is that they are then raised against a catalogue and a rate instead of being bought ad hoc.
Orders across offices consolidate into GST-compliant invoicing instead of arriving as many small bills from many small vendors, with each line traceable to the office, category and request behind it.
Next step
Modernize office procurement
Tell us how workplace and hardware requests reach your admin team today. We will show you what contracts, catalogues and routing would look like without an ERP project in front of them.
- No cost and no obligation
- No software rolled out to your teams
- No change to how approvals are decided
What happens next
You tell us how it runs today
How many offices you operate, which categories are bought repeatedly at each one, and how a request reaches a supplier today.
We come back with the picture
What one contracted position across those categories would look like: the catalogue, the approval limits and where the ordering would stay local.
You decide what, if anything, moves
Most operations start with a single category at a handful of sites. Nothing is committed by having the conversation.
Further reading
Related Procurement Resources
Articles from the Nxtby blog that bear on procurement for IT and SaaS companies.
Related industries
Procurement in neighbouring sectors
Related service
A separate service for teams that rent rather than buy. Corporate laptop rental is currently focused on Bangalore.
