Non-Catalog Procurement
When the item is not in your catalog, send it to us. We find it, quote it and deliver it on your PO, with no card or expense report.
- Manufacturer directShips in 6 days$412.00
- Industrial distributorShips in 3 daysBest value$386.20
- Surplus specialistShips in 9 days$298.00
The workaround
What happens when the catalog comes up empty
Without a process, one non-catalog purchase turns into emails, a new vendor, a card charge and an expense report. With Spotbuy it is a request, a quote and a PO.
- Search the catalog
- Email around
- Find a supplier
- Vendor form
- Pay by card
- Chase delivery
- Expense report
- Reconcile
- Send the request
- Approve the quote
- Pay one invoice on your PO
What we buy
If a business can buy it, we can source it
Parts, equipment and supplies that no catalog carries: obsolete, specialized, urgent or simply hard to find.
- Maintenance and repairConveyor gearboxBearing for a 1990s press
- Obsolete partsDiscontinued relayControl board, no longer made
- Lab and scientificFine-tip tweezersCalibration weights
- Safety and PPEArc flash suit, size 3XLConfined space tripod
- ElectronicsFlow meter, 1/2 in NPTThermocouple, type K
- Tools and equipmentTorque multiplierHydraulic puller set
- FacilitiesReplacement door closerBallast for old fixtures
- IT and officeSerial-to-USB adaptersRugged tablet case
- Vehicle and fieldTrailer wiring harnessField generator cover
- WorkwearFlame-resistant coverallsCold-weather gloves
- Material handlingDrum dollyPallet jack wheel kit
- Special requestsProps for a training exerciseCustom-cut gasket
How it works
Describe it. We will find it.
A part number, a photo or a rough description is enough. We search more than 2,500 suppliers and send back one clear quote for you to approve.
New Spotbuy request
Request status
- Request receivedRequest 31416, confirmed with you
- SourcingManufacturers, distributors and surplus sellers searched
- Three quotes comparedPrice, lead time and condition checked
- Quote ready to approveOne itemized quote, sent to your system
Inside your controls
Non-catalog, not off the books
Every non-catalog purchase through Spotbuy follows your normal approvals. You issue a PO, receive the order and pay an invoice that matches it.
No card statements to sort, no expense reports, and no spend that skips your reports.
- Gearbox, 20:11$1,184.00
- Freight1$96.50
- Gearbox, 20:11$1,184.00
- Freight1$96.50
- Gearbox, 20:11$1,184.00
- Freight1$96.50
The same three-way match as any catalog order
When suppliers say no
We clear the roadblocks
Some suppliers are hard to buy from. That is our problem, not yours.
The supplierTakes days to answer a quote requestSpotbuyWe chase the quote, so you do not have to.The supplierWill not open an account for one orderSpotbuyWe buy it. You never set that supplier up.The supplierOnly sells through an online checkoutSpotbuyWe place the order. You buy through your normal PO.The supplierIs not in your supplier listSpotbuyHubzone Depot is the supplier you buy from.The supplierWill not deliver to your siteSpotbuyWe arrange delivery to the address you name, government sites included.
Spotbuy services
More ways Spotbuy takes buying off your desk
Spotbuy
One-off and urgent purchases, sourced from more than 2,500 suppliers and quoted fast.
Tail spend management
Hand every small, one-off purchase to one supplier and see it all in one report.
RFQ sourcing services
We write and send the RFQs, compare the answers and bring you one recommendation.
Frequently asked questions
What is non-catalog procurement?
Non-catalog procurement is buying goods that are not in your procurement system’s catalogs: specialized, obsolete, one-off or urgent items. Without a process, those purchases tend to go on cards and expense reports, outside your controls.
What can you source?
If a civilian business can buy it, we can source it: replacement and obsolete parts, lab supplies, safety gear, tools, electronics, facility items and one-off requests.
What do you need from us?
A part number, a photo or a description, the quantity, when you need it and where it should go. We confirm the details with you before we source.
How is the purchase approved?
We send one itemized quote with the total cost and lead time. You approve it and issue a purchase order in your own system, the same way you approve any other purchase.
Who do we pay?
You pay Hubzone Depot, on our invoice against your purchase order and the payment terms agreed with you. You never deal with the supplier.
Do we have to set up the supplier?
No. You set up Hubzone Depot once. We buy from the supplier, so you never create a vendor record for a one-time purchase.
Can you deliver to government sites?
Yes. We ship to the address you name, including government locations, and watch tracking until the order arrives.
What about items we buy again and again?
Repeat items can be bought through the Hubzone Depot marketplace, a catalog of more than 12 million products inside your own procurement system.
Do non-catalog purchases count as small business spend?
Hubzone Depot is an SBA-certified HUBZone and Women-Owned Small Business (WOSB). Purchases from us are purchases from a certified small business, which prime contractors can count toward their small business, HUBZone and WOSB subcontracting goals.
How do we get started?
Book a call and tell us what your teams buy outside the catalog today. We will show you how to send those requests to Spotbuy.
More resources
Get in touch
Need personalized assistance? Send us a message and our team will get back to you.
