How to Handle:
“We have a procurement process”
The prospect is indicating that purchases must go through a formal procurement or vendor management process. This is standard in larger organizations and adds steps to your sales cycle. The key is understanding and working within their process.
Why Prospects Say This
Organizations use procurement processes to ensure fair vendor selection, negotiate better terms, manage vendor risk, and maintain budget controls. Fighting the process creates friction; working within it builds trust.
Best Responses
The Process Partner
“I appreciate you explaining that. We work with procurement teams regularly and want to make their job easier. Can you walk me through your process? What do they need from us to evaluate and approve a vendor?”
Why It Works
Shows you're experienced and willing to work within their system rather than around it.
Best For
Enterprise customers, organizations with mature procurement
The Documentation Ready
“Completely understand. We're set up to work with procurement. I can send over our standard vendor package including W-9, insurance certificates, references, and security documentation. Is there a vendor questionnaire or RFI you'd like me to complete?”
Why It Works
Demonstrates you're prepared and removes friction from the procurement process.
Best For
Formal procurement processes, new vendor evaluations
The Timeline Clarifier
“Thanks for letting me know. How long does your procurement process typically take from start to finish? And are there any ways to expedite it if there's urgency on the business side?”
Why It Works
Helps you forecast accurately and identify potential acceleration options.
Best For
Deals with deadlines, budget cycle considerations
The Parallel Path
“That makes sense. While procurement does their evaluation, would it make sense for us to continue the business discussions with you? That way, if procurement approves, we can move quickly on implementation.”
Why It Works
Keeps momentum going while procurement runs their process.
Best For
Long procurement cycles, deals where business needs to prepare for implementation
Do's and Don'ts
Do This
- Learn their procurement process and timeline
- Have all vendor documentation ready (W-9, insurance, references, security docs)
- Offer to complete vendor questionnaires and RFIs
- Maintain relationship with both procurement and business stakeholders
- Follow up regularly on procurement milestones
Don't Do This
- Try to bypass or shortcut the procurement process
- Express frustration with the process to business stakeholders
- Let the deal go quiet while procurement evaluates
- Assume procurement has the same priorities as your business champion
- Miss procurement deadlines or submit incomplete documentation
Follow-up Questions to Ask
“Can you walk me through your procurement process?”
“What documentation does procurement need from vendors?”
“How long does the procurement evaluation typically take?”
“Who's the procurement contact I should work with directly?”
“Are there preferred vendor lists or existing contracts I should know about?”
Industry-Specific Variations
“This needs to go through our formal RFP process.”
“Understood—we're experienced with government RFPs and have our contract vehicles ready. Is there an upcoming RFP we should respond to, or would this be a sole-source justification? What's the best way to work with your contracting officer?”
“Our GPO handles vendor relationships.”
“We work with several GPOs and may already have contracts in place. Which GPO do you use? I can check if we're already approved, which would simplify your procurement process significantly.”
“This would need to go through our purchasing department.”
“We work with many educational institutions and are familiar with the process. Are you part of a purchasing consortium or cooperative that might have pre-negotiated agreements? That can sometimes speed things up.”
Pro Tips
- Build a 'procurement ready' package: W-9, insurance certs, bank information, references, security questionnaire, compliance docs. Have it ready to send instantly.
- Ask if they have existing vendor contracts or cooperative purchasing agreements you can leverage.
- Procurement teams are measured on cost savings—be prepared to discuss competitive pricing.
- Keep your business champion engaged during procurement. Their internal advocacy can accelerate the process.
- Some procurement teams work faster at end of quarter or fiscal year when budgets must be spent. Time your deals accordingly.
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