Buying from IndoorGarden as a public institution

This page is for kindergartens, schools, libraries, municipalities and state institutions that want to buy smart indoor gardens, planters or seeds from us. It collects the facts you usually need for your purchase file: how quotes and invoices work, what VAT applies, how we handle e-invoices, our supplier details and what to know about product safety and the app. If your question is not answered here, call or write to us and we reply within 1 working day.

Small purchases and your procurement rules

An order of a few gardens usually costs somewhere between a hundred and a couple of thousand euros. That is far below the national public procurement thresholds in Estonia, Finland, Latvia and Lithuania, so in most cases no tender is needed. Purchases of this size are normally made under your institution’s own internal procurement rules, such as the hankekord of an Estonian school or municipality. Some of these rules ask you to compare offers or keep a written quote on file, others only need the invoice.

We cannot tell you what your own rules require, so please check them or ask the person responsible for procurement in your organisation before you order. What we can do is make the paperwork easy. Our written quote is dated, valid for 30 days and shows every line with and without VAT, so you can file it as a comparison quote.

How ordering works

1. Send us a quote request with the products, quantities, delivery address and your deadline.
2. We send a written quote, valid for 30 days, with prices, VAT, delivery cost and the delivery time we can confirm.
3. You confirm the order by e-mail, or send your own order form with your order number or reference.
4. We pack and deliver. In-stock items leave our Tallinn stock within 1 working day.
5. We send the invoice with the order, with payment due in 30 days.

There is no prepayment. Tell us your order number, cost centre or the name of the person who placed the order and we put it on the invoice, which helps your accounting team match it.

E-invoices

Estonian public bodies have received invoices only as e-invoices since 2019, and we send ours that way. Give us the institution’s registry code and, if you have one, your e-invoice address in the quote request. For public buyers in Finland, Latvia and Lithuania, where public bodies also expect e-invoices, we arrange the e-invoice on request and confirm in the quote whether we can reach your channel. If we cannot, we tell you before you order.

VAT for public bodies

Estonian kindergartens, schools, municipalities and state institutions always pay 24% Estonian VAT on these goods. If your institution is in another EU country and has a valid VAT number that we can confirm in VIES, the invoice is issued without Estonian VAT as an intra-Community supply, and you account for VAT in your own country. If your institution has no VAT number, your own country’s VAT is charged, for example Finland 25.5% or Latvia 21%. We are registered for the EU VAT One-Stop Shop (OSS) and pay it to your country’s tax authority. Please do not expect a 0% invoice just because you are a public body. This is a summary, not tax advice. More detail is on our business page.

Supplier details

Copy these into your supplier register or purchase file.

Product safety and CE

The LetPot gardens we sell run from the EU plug adapter in the box, with an LED light and a small pump that circulates water inside the garden’s own tank. Nothing is connected to the water mains. Only the LetPot Max draws water from an external tank, which is placed lower than the garden. Materials differ by model: the Mini is resin, the Air is ABS plastic, the Lite is ABS plastic with a BPA-free resin inner wall and the Senior is 304 stainless steel with ABS.

If your institution needs the CE documentation or the declaration of conformity for a model, ask us before you order and we send you what the manufacturer provides. The manufacturer’s manuals are not available in Estonian, Finnish, Latvian or Lithuanian, so we are happy to answer setup and care questions by phone or e-mail.

In a kindergarten or school, place the garden on a stable surface, keep the plug, socket and cable out of children’s reach and let adults handle the water and the small plant baskets. Our page for kindergartens and schools has a child-safe plant list and a cleaning routine.

A note on data and the app

The LetPot gardens connect over Wi-Fi to the LetPot app, which sets the light schedule and the pump cycle and sends low-water reminders. The app is published by a company in Shenzhen, China. In its App Store privacy label the publisher declares that identifiers are used for tracking, and the app has an 18+ age rating. The data is handled by LetPot, not by us, and we cannot confirm where it is stored. We do not claim the app is GDPR compliant.

If this matters to your institution, our practical advice is to create the app account with a shared work e-mail rather than a teacher’s private one, connect the garden to a guest or device network, leave the photo diary unused and keep the app in staff hands only. We have not yet confirmed whether the gardens keep running their last schedule without a Wi-Fi connection. If you would rather avoid an app altogether, a CitySens vertical planter with the digital watering timer works without Wi-Fi.

Legal guarantee and spare parts

Every product comes with the 2-year EU legal guarantee, which we handle ourselves in Tallinn, so you deal with one supplier and not with a manufacturer abroad. We keep spare parts in stock: LetPot pumps, EU power adapters, replacement light panels, sponge and pod kits and nutrients. A replacement pump costs €14.99 and a power adapter €19.99, which keeps a small fault from becoming a new purchase.

Request a quote

Fill in the form and we send a written quote, valid for 30 days. If you already know the products, list them with quantities. If not, describe the room and the group and we suggest a setup.

Our online quote form is coming soon. Until then, e-mail your request to info@indoorgarden.ee with the details below and we reply within 1 working day.

• Organisation name
• Organisation type
• Country
• Registry code
• VAT number (optional)
• Contact person
• E-mail
• Phone
• What you need (products and quantities)
• Delivery deadline
• Delivery to one or many addresses
• E-invoice address or invoice e-mail
• Message

Frequently asked questions

Do we need to run a tender?

For an order of this size, usually not. These purchases are far below the national procurement thresholds in Estonia, Finland, Latvia and Lithuania. Your institution’s own procurement rules still apply, so check them before you order.

Can you send a written quote for our comparison documents?

Yes. The quote is dated, valid for 30 days and shows every line with and without VAT, delivery cost and delivery time.

Do we have to pay in advance?

No. Public bodies receive the invoice with the order and pay within 30 days.

Can you send an e-invoice?

Yes, to Estonian public bodies. For institutions in Finland, Latvia and Lithuania we arrange it on request and confirm in the quote whether we can reach your e-invoice channel.

Can you put our order number or reference on the invoice?

Yes. Write it in the quote request or in your order e-mail.

We are an Estonian municipality. Do we pay VAT?

Yes, 24% Estonian VAT. There is no VAT-free option for Estonian buyers.

We are a public body in Latvia without a VAT number. What VAT applies?

Latvian VAT, currently 21%. We are registered for the EU VAT One-Stop Shop (OSS) and pay it to the Latvian State Revenue Service. If your institution or municipality has an EU VAT number that validates in VIES, the invoice is issued without Estonian VAT instead.

Are the products CE marked?

Ask us for the CE documentation or declaration of conformity of the model you are considering and we send you what the manufacturer provides before you order.

Is the app safe to use in a public institution?

The app is run by LetPot, a company based in China, and we cannot confirm where its data is stored or that it is GDPR compliant. Use a shared work e-mail, a guest network and keep the app with staff. If you prefer no app, choose a CitySens planter with a digital timer.

Are there manuals in Estonian, Finnish, Latvian or Lithuanian?

Not from the manufacturer. We answer setup and care questions by phone and e-mail.

How long does delivery take?

In-stock items leave our Tallinn stock within 1 working day. Delivery time to your address depends on the country and carrier, and we confirm it in the quote.

What if a garden stops working?

Contact klienditugi@indoorgarden.ee. We handle the 2-year EU legal guarantee ourselves and keep spare parts in stock in Tallinn.

Can someone help us set it up?

Yes. We offer a setup call online, and in the Tallinn area a setup visit by agreement.

Ready to put it in your plan?

Send a quote request and we reply within 1 working day. Or call us first if you want to talk the setup through before anything goes into your plan.