With school budgets under increasing pressure and the need for transparency and value for money at an all-time high, collaborative purchasing for schools is rapidly becoming the preferred strategy for school procurement teams across the UK. The Department for Education (DfE) has encouraged schools to work together, and group buying schools are finding it easier than ever to save money, access better education suppliers, and streamline the procurement process for everything from ICT to classroom resources.
In this article, we’ll explore what collaborative purchasing is, why it’s so effective, how to get started, common challenges (and how to overcome them), and real-life examples of schools saving money by working together. You’ll also find a practical checklist, a case study, and answers to frequently asked questions—everything you need to make collaborative procurement work for your school.
What Is Collaborative Purchasing for Schools?
Collaborative purchasing for schools—also known as group buying—means two or more schools join forces to buy products or services together. This approach allows schools to leverage their combined buying power, negotiate better prices, and access exclusive deals that individual schools might not be able to secure alone. Whether you’re part of a Multi-Academy Trust (MAT) or a local consortium, or simply looking to partner with neighbouring schools, collaborative procurement can help you achieve significant school cost savings and better outcomes for pupils.
The Benefits of Collaborative Procurement
Save Money: School buying groups can secure bulk discounts and more competitive pricing, directly benefiting school budgets.
Trusted Education Suppliers: Schools can share recommendations and experiences, making it easier to choose reliable education suppliers in the UK.
Efficiency: Joint procurement reduces duplication of effort, streamlines paperwork, and saves staff time.
Stronger Supplier Relationships: Suppliers are more likely to offer favourable terms to group buying schools, knowing they represent a larger contract.
Peer Support: Schools can share best practice and support each other throughout the procurement process, building a stronger professional network.
Why Collaborative Purchasing Matters Now
In today’s climate, where every pound counts, collaborative purchasing for schools is not just a nice-to-have—it’s a necessity. Many schools are facing funding shortfalls and rising costs for essentials like energy, IT equipment, and maintenance. By joining together, schools can unlock new opportunities for savings, access higher quality products and services, and demonstrate robust stewardship of public funds. For more on school funding and procurement challenges, see Schools Week’s latest analysis.
Real-Life Examples of Collaborative Purchasing
MAT Procurement: Many Multi-Academy Trusts coordinate purchasing across their schools, securing deals on IT equipment, cleaning services, and catering. For example, a trust in the Midlands recently reduced its annual cleaning costs by 20% through a single, trust-wide contract.
Local School Consortia: In Essex, a group of primary schools formed a buying group to negotiate energy contracts. By pooling their needs, they achieved a lower rate and a fixed-term deal that protected them from price hikes. The Key for School Leaders offers more guidance on forming consortia.
Regional Buying Hubs: Some regions have established buying hubs, giving schools access to trusted education suppliers and pre-negotiated frameworks. These hubs often provide additional support with compliance and supplier vetting, making the process even easier. See the Crescent Purchasing Consortium for an example of a regional buying hub.
Common Challenges and How to Overcome Them
While collaborative purchasing for schools brings many benefits, some challenges include:
Aligning Needs: Different schools may have varying priorities, procurement cycles, or preferred suppliers. Solution: Hold planning meetings to agree on requirements, timelines, and shared objectives. Use a simple survey to gather input from all group members.
Coordinating Communication: Group buying requires clear, consistent communication. Solution: Use shared documents, regular check-ins (virtual or in-person), and assign a lead contact for the group.
Legal and Compliance: Make sure you follow DfE and local authority procurement guidelines. Solution: Refer to the DfE’s Buying for Schools guidance and keep clear records of your process.
How to Get Started with Collaborative Purchasing
Identify Potential Partners: Reach out to neighbouring schools, MATs, or local consortia. Even schools of different sizes can collaborate effectively—primary, secondary, and special schools can all benefit.
Agree on Common Needs: List the goods or services you all require—such as cleaning, IT, classroom resources, or catering. Consider both regular purchases and one-off projects.
Research Trusted Education Suppliers: Use platforms like Incensu’s education supplier directory to find and compare education suppliers UK schools recommend, with positive reviews and relevant accreditations. Internal link: Best Practice for Checking Education Suppliers
Negotiate as a Group: Approach suppliers together to secure the best possible terms. Be clear about your collective requirements, expected volumes, and desired outcomes.
Share Feedback: After purchasing, share your experiences and supplier reviews to help others make informed decisions and strengthen future school procurement efforts.
Pro Tip: Create a simple memorandum of understanding (MOU) to outline roles, responsibilities, and how decisions will be made within the group.
Practical Checklist
Identify and invite potential partner schools
Agree on shared procurement needs and timelines
Research and shortlist trusted education suppliers
Set up regular communication (meetings, shared files)
Negotiate as a group and sign contracts
Review and share feedback post-purchase
Case Study: Collaborative ICT Procurement
A group of three primary schools in Essex joined forces to source new IT equipment. By pooling their requirements, they negotiated a 15% discount with a trusted education supplier found on Incensu, received extended warranties, and shared their positive experience in a joint review. The process saved each school hundreds of pounds and created a model for future collaborative purchasing for schools.
Additional Example: Catering Services
In Yorkshire, five schools formed a school buying group to tender for catering services. By presenting a larger contract, they attracted higher quality suppliers and negotiated healthier menu options at a lower price per meal. The group continues to meet quarterly to review supplier performance and discuss future procurement needs.
Frequently Asked Questions
Q: Can schools in different regions collaborate on purchasing?A: Yes! As long as you can agree on needs and timelines, group buying schools from anywhere in the UK can work together to achieve school cost savings.
Q: Is collaborative purchasing only for MATs or large schools?A: No. Any schools—large or small, primary or secondary—can team up for collaborative procurement.
Q: How do we ensure compliance with procurement rules?A: Always check DfE and local authority guidelines, document your process, and keep clear records of decisions.
Q: Where can we find trusted education suppliers to support group buying?A: Platforms like Incensu help UK schools find and compare trusted education suppliers with real school reviews and accreditations.
Summary and Next Steps
Collaborative purchasing for schools is one of the most effective ways to save money, access trusted education suppliers, and improve procurement outcomes. By joining forces, schools can overcome budget challenges, achieve better value, and ensure their pupils benefit from high-quality resources and services.
Ready to get started? Explore more procurement advice in our Trusted Education Supplier Insights or compare education suppliers to find your next trusted partner.
Join the Incensu Network for Collaborative Savings
Incensu connects UK schools with trusted education suppliers and makes it easy to compare options, read reviews, and collaborate with other schools. Join the network below to start saving money and improving your UK school procurement process through collaborative purchasing.