So my robotics team here in Portland is hitting a wall with our logistics. We've got about five of us working on this bot for the regional competition in three weeks and our current system for buying parts is basically just dumping links into a Discord channel and hoping our treasurer sees them before the price jumps or the item goes out of stock. It's a total mess right now. We have about $1,200 left in our budget and we really need to get the final sensors and a specific set of high-torque motors ordered by Monday if we're gonna have any chance of testing before the meet.

I spent some time yesterday looking for better ways to do this. I saw some people talking about Amazon Business accounts which have these approval workflows, but honestly, that seems like a lot of paperwork. We arent an official non-profit yet, just a bunch of students and a few mentors, so I dont think we can even get through the verification process easily. Then I saw the Invite to Manage List feature. I tried that with my co-captain but it feels weird... it's like, people can add stuff to the list but they cant actually see the Cart or know if something was already bought until it's too late. It doesnt really solve the problem of multiple people potentially adding the same 10-pack of resistors and us ending up with 50 of them.

I'm trying to figure out if there is a middle ground where people can add things to a central waiting area and then one person just hits the buy button after a quick review. I'm worried that if we just share one login (which we've done in the past, bad idea I know) someone is gonna accidentally order something using their personal credit card that was saved on the account or mess up the shipping address.

How are you guys actually handling this for small teams or clubs? Is there an app or a specific Amazon setting I'm missing that lets us build one cart together without giving everyone full access to the account settings?