Complete instructions for setting up and managing your Office Elements procurement account
Introduction to Office Elements Business Accounts
Office Elements Business Accounts provide organizations with streamlined procurement processes, preferred pricing, and dedicated support services. This guide walks you through the account setup process, explains available features, and provides information on managing your organization's office supply procurement efficiently.
Important: This guide is intended for procurement managers, administrative professionals, and others responsible for setting up and managing office supply purchasing for their organization. Individual employees should refer to their internal procurement policies for ordering procedures.
Account Types and Benefits
Office Elements offers different account types based on organization size and purchasing needs:
Account Type
Best For
Key Benefits
Minimum Requirements
Small Business
Organizations with 1-50 employees
Volume discounts
Net 30 payment terms
Online ordering portal
Basic reporting
$5,000 annual purchasing volume
Mid-Market
Organizations with 51-250 employees
Enhanced volume discounts
Net 45 payment terms
Department-level ordering
Dedicated account representative
Customized reporting
$25,000 annual purchasing volume
Enterprise
Organizations with 251+ employees
Premium volume discounts
Custom payment terms
Advanced approval workflows
Multi-location management
API integration capabilities
Strategic account management team
$100,000 annual purchasing volume
Tip: If you're unsure which account type is right for your organization, contact our Business Solutions team at 1-800-555-0123 for a personalized consultation. We can recommend the most appropriate account structure based on your specific requirements.
Account Setup Process
Follow these steps to establish your Office Elements Business Account:
1 Initial Application
Complete the Business Account application with your organization's information:
Legal business name and "doing business as" name (if applicable)
Business address, phone number, and website
Tax identification number or EIN
Business type (corporation, LLC, non-profit, government, etc.)
Years in business
Estimated annual office supply budget
Primary industry
Number of employees
Number of locations
How to Submit: The application can be completed online at www.office-elements.com/business-accounts or by contacting our Business Solutions team.
2 Credit Application (If Applicable)
For accounts requesting credit terms, additional information is required:
Bank references
Trade references
Financial statements (may be required for larger credit lines)
Authorized purchasing personnel
AP contact information
Special invoicing requirements
Processing Time: Credit applications typically take 3-5 business days to process.
Important: To avoid delays in account setup, ensure all information on the credit application is complete and accurate. Missing information is the most common reason for processing delays.
3 Account Configuration
Once your application is approved, your account representative will work with you to configure your account:
Define user roles and permissions
Set up approval workflows (if applicable)
Configure cost centers and department structures
Establish ordering guidelines and restrictions
Define delivery preferences and shipping locations
Set up initial product favorites and custom catalogs
Configure reporting requirements
Timeline: Account configuration typically takes 1-2 business days, depending on complexity.
4 User Setup and Training
Add users to your account and provide appropriate training:
Define primary account administrator(s)
Add additional users with appropriate permission levels
Schedule training sessions (online or in-person)
Distribute user guides and reference materials
Set up initial passwords and security protocols
Training Options: Office Elements offers free training sessions for new account users. These can be scheduled through your account representative.
5 Initial Order and Account Activation
Complete the activation process with your first order:
Place initial order (minimum order requirements may apply)
Verify shipping and billing information
Confirm order confirmation and tracking processes
Review invoice format and payment procedures
Schedule follow-up with account representative
Account Activation: Your account is fully activated upon completion of your first order.
Required Documentation Checklist
Ensure you have the following documents ready for the account setup process:
Purchase Order Requirements Documentation (if applicable)
Special Invoicing Instructions (if applicable)
Signed Terms of Service Agreement
Note: Government entities, educational institutions, and non-profit organizations may have different documentation requirements. Your account representative will provide specific guidance for your organization type.
Online Account Management Portal
Administrator Features
As an account administrator, you'll have access to these management features:
User Management: Add, remove, and modify user access and permissions
Budget Controls: Set department or user spending limits
Order Templates: Use saved templates for routine orders
Product Recommendations: View suggestions based on order history
Tip: The portal offers role-based access, allowing you to customize exactly what each user can see and do. This ensures users only have access to the features they need, simplifying their experience while maintaining appropriate controls.
Ordering Methods
Office Elements provides multiple ways to place orders based on your organization's preferences:
Online Ordering Portal
Our recommended ordering method with these benefits:
24/7 availability
Real-time product availability and pricing
Automated workflow approvals
Order history tracking
Product recommendations
Budget visibility
Access: www.office-elements.com/portal (requires user login credentials)
For enterprise customers, direct system integration options:
Direct integration with procurement systems
Automated ordering from inventory management systems
Custom data exchange formats
Real-time inventory checking
Setup: Contact your account representative to initiate EDI/API integration
Payment Options and Terms
Available Payment Methods
Office Elements accepts the following payment methods for business accounts:
Credit Terms: Net 30, 45, or 60 days based on account type and credit approval
ACH/Electronic Funds Transfer: Direct payment from bank account
Credit Card: Visa, MasterCard, American Express, Discover
Purchase Orders: For approved accounts with established PO processes
Check: Company checks accepted for invoice payment
Invoicing Options
Customize how you receive and process invoices:
Electronic Invoicing: PDF invoices delivered via email
EDI Invoicing: Direct transmission to accounting systems
Consolidated Invoicing: Weekly or monthly invoice consolidation
Paper Invoicing: Traditional mailed invoices (additional fee may apply)
Custom Data Fields: Include PO numbers, cost centers, or other tracking information
Early Payment Discounts
Take advantage of available payment incentives:
2/10 Net 30: 2% discount when paid within 10 days
1/15 Net 30: 1% discount when paid within 15 days
Custom Terms: Available for large-volume enterprise accounts
Important: To ensure proper credit to your account, always include your account number and invoice number with all payments. For questions regarding invoices or payments, contact [email protected] or call 1-800-555-0124.
Delivery Information
Standard Delivery
Our standard delivery service includes:
Delivery Schedule: Next business day for orders placed before 4:00 PM
Delivery Hours: Monday-Friday, 8:00 AM - 5:00 PM
Order Tracking: Real-time tracking via online portal
Delivery Confirmation: Email notifications at order dispatch and delivery
Signature Requirements: Based on order value and content
Special Delivery Options
Additional delivery services available by request:
Same-Day Delivery: Available in select metro areas for orders placed before 10:00 AM
After-Hours Delivery: Evening or weekend delivery options
White Glove Service: Includes unpacking, basic setup, and packaging removal
Room-of-Choice Delivery: Delivery to specific locations within your facility
Scheduled Delivery Windows: Specify preferred 2-hour delivery windows
Recurring Delivery: Automated schedule for regular supply replenishment
Multiple Location Management
For organizations with multiple sites, we offer:
Centralized ordering with distributed delivery
Location-specific product catalogs
Site-level reporting and cost allocation
Customized delivery schedules by location
Location-specific approval workflows
Tip: Set up default delivery instructions for each location in your account profile. This ensures consistent handling of special requirements such as delivery entrance information, security procedures, or contact personnel.
Account Management and Support
Your Account Team
Depending on your account type, your support team may include:
Account Representative: Your primary point of contact for account management
Customer Service Team: Assistance with orders, product information, and general inquiries
Technical Support: Help with online portal, integrations, and digital tools
Billing Specialist: Support for invoice and payment inquiries
Product Specialist: Expert guidance on product selection and specifications
Implementation Manager: Assistance with initial account setup and optimization
Account Reviews
Regular account reviews help optimize your procurement processes:
Quarterly Business Reviews: Comprehensive analysis of purchasing patterns, spend trends, and optimization opportunities
Annual Contract Reviews: Evaluation of terms, pricing structures, and volume commitments
Optimization Consultations: Focused sessions on specific improvement areas
Sustainability Reviews: Analysis of eco-friendly purchasing options
Support Resources
Access additional resources to maximize your account benefits:
Knowledge Base: Online repository of guides, FAQs, and best practices
Video Tutorials: Step-by-step demonstrations of platform features
Webinars: Regular online sessions covering procurement topics and system updates
User Community: Forum for connecting with other Office Elements customers
Training Sessions: Customized training for new users or advanced features
Note: Enterprise accounts are assigned a dedicated account management team. Mid-Market accounts receive a dedicated account representative, while Small Business accounts are supported by our Customer Service team.
Getting Started Checklist
Use this checklist to ensure a smooth account setup process: