Specification
Procurement
Healthcare • Senior Housing

How a Design Firm Built an In-House Procurement Process and Increased Profitability

Without an existing procurement system, managing specifications and reporting was time-consuming and inefficient. Fohlio helped streamline workflows, reduce manual work, and support the development of a structured procurement process.

Joined Fohlio
2022
Team Size
6–10 employees
Location
Saint Petersburg, Florida
Industry
Architecture, Engineering, and Construction (Healthcare, Senior Housing, Multifamily, Commercial)
The Challenge

No Procurement System and Time Lost to Manual Work

As the firm looked to expand its services, existing processes made it difficult to scale efficiently.

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Manual Data Entry and Disconnected Systems

Managing data in spreadsheets required repeated manual input, creating inefficiencies and data silos.
👥

Time-Intensive Reporting Process

Report creation involved multiple steps and consumed significant time and effort across the team.
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No Existing Procurement Process

The firm wanted to bring procurement in-house but had no system or structure in place to support it.
The Solution

Fohlio's Centralized Design Platform

Building a Procurement Process on Top of Structured Specification Workflows

Fohlio provided tools to streamline specification workflows while enabling the team to establish and manage procurement within the same system.

  • Specification tools and web clipper — Reduced manual work when preparing proposals and presentation documents
  • Dedicated procurement tracking within the platform — A separate structure for managing procurement data alongside specifications
  • Automated purchase order builder — Simplified procurement workflows and reduced the need for manual document creation
  • Standardized templates and columns — Helped define and structure the firm's procurement processes and workflows

How They're Succeeding Now

1

Faster Preparation of Proposals and Reports

Managing data in spreadsheets required repeated manual input, creating inefficiencies and data silos.
2

Significant Reduction in Manual Processes

The team eliminated repetitive steps in specification and reporting workflows, improving efficiency.
3

A Fully Established In-House Procurement Process

The firm successfully built its procurement function, creating a new operational capability.
4

Standardized Procurement Workflows

Templates and tools helped define consistent processes and establish internal standards.
5

Increased Profitability Through In-House Procurement

By managing procurement internally, the firm was able to retain more project value within the business.

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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