Coworking
Multi-Location
Procurement Collaboration

How Coworking Space Company Centralized Specification, Procurement, and Installation Across Nine Cities

Managing design specs, procurement, and installation across multiple partners and cities created fragmented communication and slow approvals. Fohlio unified COhatch, Brightstone Creative, Natrona, and vendors in one system for real-time budget tracking and accountability.

Joined Fohlio
2023
Team Size
15+ (floating license shared across cities)
Location
9 U.S. Cities
Industry
Coworking Spaces — Partners: Brightstone Creative (Design Agency), Natrona (Procurement Agency)
The Challenge

Fragmented Communication Across Design, Procurement, and Installation

With multiple partners and cities involved, specifications, quotes, and installation updates lived in disconnected tools and email threads.

✦

No Central Library of Brand-Approved Items

Without a shared library, Brightstone managed specifications manually in Excel and Google Sheets.
👥

Siloed Communication Across Teams

Quotes arrived via email, creating delays and mismatches between approvals, orders, and installation status.
↗

Slow, Manual Quote Turnaround

External contributors relied on GatherIt, which the team found clunky, further slowing the process down.
The Solution

Fohlio's Centralized Design Platform

One Connected System for Specification, Approval, and Logistics

Fohlio brought the owner organization, design agency, procurement agency, and vendors into a single platform, replacing fragmented tools with one shared workflow.

  • Digital brand-approved library — Brightstone built a standard item library so designers could specify from vetted, brand-approved lounge furniture and other core categories
  • In-platform RFQs and quoting — Furniture makers and installers submit quotes directly in Fohlio instead of over email
  • Role-based access across partners — COhatch, Brightstone, Natrona, and vendors/installers each operate within the same system at appropriate access levels
  • Real-time order and installation tracking — Vendors and installers update status directly (ordered, shipping, installed), eliminating the need for external tracking sheets

How They're Succeeding Now

1

Faster Quotations

Without a shared library, Brightstone managed specifications manually in Excel and Google Sheets.
2

Real-Time Budget Approvals

COhatch can approve or reject quotes as soon as they hit the platform, based on budget.
3

Streamlined Logistics

Order and installation statuses are tracked within Fohlio, eliminating the need for external tracking sheets.
4

Clear Accountability Across Partners

Responsibilities split across Natrona and eight vendors/installers are visible at a glance.
5

A Centralized, Searchable Design Library

Brightstone no longer manages specs in spreadsheets — everything now lives in a centralized, searchable library.

Looking Ahead

Fohlio: How The Designers Group Streamlined Budget & CollaborationBrooklyn Design Firm Cuts Specification Time with FohlioHow Fohlio Streamlines Cross-Team Collaboration for Design & OSEFohlio Case Study: How a Hospitality Firm Built Specs 4× FasterHow Fohlio Streamlined Resource Allocation for a Luxury Yacht BuilderAuckland Hotels: FF&E, OS&E & Procurement with Fohlio

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