Beyond the BUY

Beyond The Buy: The high cost of not having a procurement strategy

I didn’t set out to be a procurement strategist. Like most people in the landscape industry, I just figured it out as I went—sourcing materials, navigating supply issues, and dealing with the constant chaos of last-minute purchasing. Yet I wasn’t alone. I saw the same thing over and over: contractors scrambling for what was available, overpaying for materials, and dealing with avoidable delays.

The problem? Nobody was talking about procurement as a strategy. It was just a necessary evil—something you did because you had to, not because it could actually help your business run better.

But here’s the truth: The way you buy materials can make or break your profitability. The industry is shifting, especially now in an era of proposed tariffs, and those who get ahead of the procurement game will be the ones who win. When procurement stops being a money-draining challenge, it becomes a money-saving competitive advantage.

Sound Familiar?

Most businesses don’t realize how much money is lost to poor procurement habits. It’s not just about what you pay for materials—it’s about how those purchases impact everything else in your operations. Ask yourself:

⦁  Are you tracking material costs over time, or just accepting whatever price you’re given?

⦁  Does your estimating, project management, and purchasing team work together, or are orders placed last-minute?

⦁  Are you making strategic sourcing decisions, or just hoping the materials you need are in stock?

⦁ Are your vendors truly partners, or just names on an order form?

Let’s examine these issues—and some suggested solutions—in more detail:

1. Paying More Than You Should. Last-minute orders usually mean paying higher prices. Without vendor agreements or pre-planned sourcing, businesses are forced to take whatever they can get—and often that comes at a premium.

A big part of controlling costs is having one point of contact for procurement. When multiple team members are placing orders independently, pricing becomes inconsistent, vendors receive mixed signals, and cost tracking falls apart. Consolidating procurement through a single decision-maker or process allows for smarter buying and stronger vendor negotiations.

2. Constant Delays & Scrambling For Substitutions. We’ve all seen it—projects getting held up because the plants or materials aren’t available when they’re needed. A lack of planning creates unnecessary chaos, leaving contractors scrambling for whatever they can find last-minute.

This is where vendor onboarding comes in. Just like a well-trained employee can operate more efficiently, a properly onboarded vendor can better support your needs. By setting clear expectations—pricing structures, preferred communication methods, lead times, and emergency protocols—contractors can eliminate a huge amount of last-minute scrambling.

3. No Real Control Over Spending Or Supply Chain Stability. Most businesses don’t have a clear system for tracking where their money goes when it comes to procurement. That means hidden costs, unpredictable pricing, and zero leverage in supplier negotiations.

One of the most overlooked factors in procurement is communication. When estimators, project managers, and purchasing teams aren’t aligned, materials get delayed, orders are duplicated or forgotten, and costs spiral out of control. A structured procurement process ensures that everyone—from the job site to the supplier—stays on the same page.

Procurement As Competitive Advantage

What if procurement was a competitive advantage? The businesses that are winning in this industry are doing one thing differently: They aren’t just buying materials—they’re strategically procuring them. They’re making procurement a core part of their business instead of treating it like an afterthought. And because of that, they’re:

• Locking in better pricing instead of riding market fluctuations;
• Reducing delays by planning materials well in advance; and
• Building stronger vendor relationships to get priority access to what they need.

And the most successful ones? They don’t treat vendor relationships as one-off transactions— they treat them as long-term partnerships. A strong vendor relationship isn’t just about getting the best price today—it’s about building a supply chain that protects your business over the long run. Contractors who foster real partnerships with vendors get access to:

• Priority materials when shortages hit;
• More flexible pricing options and payment terms; and
• Better problem-solving when unexpected challenges arise.

Instead of switching suppliers based on whoever has stock at the moment, successful contractors invest in relationships that ensure stability, reliability, and trust.

How It Works

Let’s break down how strategic procurement works and where to start if you want to fix existing challenges in your business purchasing. If this seems overwhelming, don’t worry—it’s actually not as complicated as you might imagine. The key is to start small and build from there, using the principles mentioned above as step-by-step action items.

✅ Review Your Current Purchasing Habits. Look at past purchases. Are you constantly making last-minute orders? Do you know how much prices have changed over time?

✅ Get Your Team on the Same Page. Procurement shouldn’t be a one-person job. Estimators, project managers, and purchasing teams must work together so materials are sourced before they’re needed, not after.

✅ Develop Vendor Partnerships, Not Just Transactions. Stop jumping between suppliers based on availability alone. Building strong vendor relationships ensures priority access, better pricing, and long-term consistency.

✅ Create a Procurement Framework. The most effective procurement strategies revolve around four key elements:

1. One point of contact to manage and streamline sourcing.
2. A vendor onboarding process that sets expectations early and prevents misalignment. This includes the onboarding process of crew teams and subcontractors.
3. Clear communication between estimating, purchasing, and job site teams to avoid costly errors.
4. Stronger vendor relationships that create supply chain stability and long-term benefits.

When these elements are in place, procurement stops being a challenge and becomes a competitive advantage. Procurement is no longer just about placing orders. It’s about positioning your business to be more profitable, efficient, and resilient. The companies that make procurement a priority today will be the ones that dominate the industry tomorrow. The question is—are you ready to be one of them?

Schylaur Moody

Founder & Procurement Strategist, Levi’s Leaf

Moody is a procurement strategist with over five years of experience in buying and management within the landscape procurement industry. She has worked with top-level landscape contracting companies, specializing in sourcing, vendor management, and supply chain optimization. In addition to her experience managing a tree farm and nursery, she has also designed and implemented a procurement purchase order process for one of the industry’s leading landscape companies, streamlining operations and improving efficiency.