Every project starts with a clear scope, fee structure and working schedule, so the responsibilities, costs and approvals are understood before sourcing begins.

01 — Confirm the brief

We establish what needs to be sourced, what has already been specified, the budget, quantities, project location and required-on-site date. We also agree the extent of Totem’s involvement.

02 — Agree fees and payment terms

Our sourcing and procurement fees are set out upfront, together with any costs that sit outside them. These may include samples, freight, duties, storage, installation or specialist services, depending on the project.

03 — Build the working schedule

Everything being sourced is brought into one working record. Selections, quantities, quotations, approvals, payments and order status are tracked here as the project progresses.

04 — Source and present

We search through our network and beyond it where required, then narrow the field before presenting options. Recommendations are assessed against the brief and against what is practical for the project.

05 — Quote, sample and approve

Pricing, availability and lead times are confirmed before an order moves forward. Where necessary, we arrange samples, finishes or prototypes for approval. Any proposed change to an approved specification is brought back to the client before it is actioned.

06 — Fund and place orders

Once an item is approved, the required supplier deposit or payment must be received before the order is placed. Totem does not finance supplier commitments on behalf of a project. For higher-value or imported purchases, the client may contract and pay the supplier directly, with Totem managing the sourcing and procurement process.

07 — Follow production and check quality

We remain in contact with suppliers through production, track progress and communicate anything that may affect the agreed specification, cost or timing. Where practical, goods are checked against what was approved before dispatch.

08 — Freight, delivery and close-out

We coordinate delivery according to the agreed scope, whether the goods are moving locally, being consolidated or arriving through international freight. For imported orders, the purchasing and shipping structure is agreed before shipment so responsibility for customs clearance, duties, storage and other third-party charges is clear.

Throughout the project, the working schedule is kept current so the client can see what has been approved, paid for, ordered, produced and delivered, as well as anything still awaiting a decision.