FAQS

Each designer we work with has a dedicated digital workspace to ensure complete separation and privacy. We typically use Studio Designer, Google Drive and Dropbox for secure, long-term storage of finalized files, invoices, and vendor documentation.

We most commonly work within Studio Designer for proposal creation, invoicing, and expediting but are well-versed in all forms of organizational systems and remain flexible to adapt to each designer’s preferred workflow. At the start of each project, we’re granted secure access to your studio’s platforms to ensure seamless integration with your existing systems.

All credentials are handled with the utmost confidentiality and care - we take data security seriously and follow strict protocols to protect your information and your clients’ privacy at every step.

PMG prepares detailed proposals and send them to clients for approval - either from your studio’s email or a Procurement Mountain Group email, whichever works best. We can also create proposals that are ready for your team to send directly to clients. Once the designer confirms that funds have been received, our team completes purchases using the designer’s preferred payment method, following a precise system that tracks every transaction and provides full transparency.

No problem! We can seamlessly integrate with your existing workflow. If your team has already prepared proposals, we can take over all procurement, vendor communications, payments, and financial tracking. We’ll ensure every purchase is organized, recorded, and transparent, so your team can focus on design while we manage the backend details efficiently.

No. PMG does not handle your bank accounts directly. Designers provide our team approval on proposal purchases once payments are received - our team then process purchases with their designated credit card.

Every purchase is carefully documented. We provide receipts and a detailed tracking record for each transaction, so designers always know exactly what was purchased, when, and for how much. We keep designers fully informed at every step, organizing purchase confirmations, and providing receipts - so they have full visibility without needing to manage this aspect themselves.

We provide regular updates at key points in the week - expediting sheets are updated Mondays, vendor and shipping follow-ups happen midweek, and on Fridays we send a concise Weekly Procurement Report. These reports highlight orders placed, tracking updates, and any action items.

We ask the design team to communicate with our team immediately so that we can provide options and solutions to keep your billing organized. All changes are tracked in the system so the project budget and records remain accurate.

Absolutely. PMG can create and maintain a running proposal that tracks all purchased items against your client’s approved FF&E budget. We’ll include detailed line items, costs, and status updates so your team and your client always have a clear view of what’s been purchased, what’s pending, and how the overall budget is tracking. This approach allows for smooth cash flow management and keeps your documentation organized throughout the project.

Client confidentiality is a top priority. Each designer’s files are kept in their own private cloud folder (Drive or Dropbox) with restricted access. PMG has worked extensively in the luxury design space and are experienced with NDAs and discretion when working with high-profile clientele.

We track all procurement time per project using a dedicated system and invoice monthly. Each invoice is itemized so designers can see exactly what tasks were completed.

Absolutely. We specialize in creating organized, step-by-step systems for procurement, so every purchase is accounted for, receipts are captured, and designers can see exactly how funds are being used. If you’re team has time to dedicate to following these systems, then let’s create some for your team!