Managed Catalogues

Clear, Controlled, and Compliant Procurement

Create Tailored Buying Experiences, Empower IT Standardisation and Procurement Control at Scale

Take Control of What Users Can See and Buy

With over 300,000 live SKUs on the Probrand Procurement Platform, procurement teams need a way to ensure buyers only access approved products. That’s where Managed Catalogues come in - enabling organisations to define exactly what users can browse, buy, and spend, while supporting standardisation, governance, and cost savings.

This feature empowers IT and procurement teams to align purchases with internal policies, vendor preferences, and strategic frameworks, without blocking users from self-serving.

How Managed Catalogues Work

Flexible Catalogue Control by Administrators. Configure what each user or role sees and purchases:

Create catalogues by specific SKUs

Limit catalogues by product categories

(e.g. keyboards, monitors)

Narrow down by preferred vendors

(e.g. only HP peripherals)

Apply spend limits by category or product

(e.g. £15 max for keyboards)

Support Both IT & Procurement Objectives

IT Teams

Free up IT departments from routine procurement tasks:

Empower end users to self-serve from a pre-approved product list

Enforce vendor and product standardisation

Reduce the time spent handling low-value requisitions

Example: Keep IT teams focused on infrastructure and support, not approving mouse and keyboard orders.

Procurement Teams

Stay in control of spend, governance, and efficiency:

Drive volume to preferred vendors for better discounts

Role-based catalogues tailored to buyer needs

Centralised reporting for full visibility of spend

Prevent unauthorised spend with catalogue enforcement

Prevent Rogue Buying

Before It Happens

Managed Catalogues act as a pre-filter to enforce purchasing standards at the point of order. This eliminates rogue or non-compliant procurement activity and ensures accountability across your organisation. You control:

What users can see.

What users can buy

How much users can spend

Who sees which catalogue

Enable Smarter Procurement with Role-Based Flexibility

Whether you're managing procurement for a national trust, a multi-academy setup, or a fast-growing enterprise, Managed Catalogues adapt to your structure. You can:

Assign different catalogues to different roles or departments

Ensure compliance without limiting operational flexibility

Use catalogues in tandem with the Cost Centres functionality for enhanced reporting and control

Real-World Impact

Customers using Managed Catalogues have significantly reduced internal procurement queries and standardised their IT estate — helping them secure better pricing and streamline support.

Since switching to managed catalogues, we’ve reduced off-catalogue purchases by 80% and gained better visibility across departments.

Procurement Lead, Large Insurance Organisation

Platform Demo

See Managed Catalogues in Action

Experience how administrators can build, manage, and enforce custom catalogues across teams in real-time.

Book a demo

Key Benefits of Managed Catalogues

Standardisation

Enforce product and vendor consistency to support IT and procurement goals.

Governance

& Control

Limit what can be bought, by whom, and how much is spent.

Time

& Resource Savings

Reduce low-level procurement tasks for IT and central teams.

Scalable

Setup

Ideal for organisations with multiple departments or sites.

Cost Centre

Alignment

Track spend accurately and align procurement with reporting structures.

Frequently Asked Questions

Can we create different catalogues for different teams?

Yes, catalogues are role-based. Assign different access based on user roles or departments. This allows you to tailor the products and services each team can view and purchase, ensuring compliance with internal policies, controlling spend, and simplifying procurement. Teams only see what’s relevant to them, while administrators maintain oversight across the entire organisation.

What happens if a user needs something outside the catalogue?

You can set a request process for off-catalogue purchases or assign elevated permissions to certain roles. This ensures that any exceptions are reviewed and approved according to your company policies, maintaining control over spend while still allowing flexibility for special requirements. Administrators can track these requests and manage approvals centrally, providing visibility and compliance across the organisation.

How does this integrate with existing IT support or procurement processes?

Managed Catalogues streamline workflows, reduce manual requisitions, and improve alignment between departments. By providing a centralised, role-based catalogue, requests and approvals can be automated and routed according to your existing processes. This ensures IT, procurement, and finance teams work together efficiently, maintaining control, visibility, and compliance while reducing administrative overhead.

Can spend limits be enforced per category?

Yes, you can cap spend at both product and category level to ensure budget adherence. This allows administrators to control costs across different teams and departments, prevent overspending, and maintain financial oversight. Combined with role-based catalogues and approval workflows, spend limits help enforce procurement policies while giving users the flexibility to request what they need within set boundaries.

Ready to Simplify Your Procurement Process?