Ultimate Guide to Procurement Management

25 - February - 2023

As a small team, selecting the tools you need to get the job done is a breeze - identify what you require, and you're good to go. But as your company expands, things become more challenging.

The tool selection process becomes more intricate, and organizations become more cautious about the risks of partnering with new vendors. Due to the complexity of these decisions, many businesses establish procurement teams.

You can be sure you're making the best decisions possible for the future of your business with their knowledge on your side.

One such step is to have a well-developed procurement management to help scale your business. Let’s dive into this article to get a detailed overview on the procurement management along with its functions that need to be digitized.


What is Procurement Management?

The critical process of procuring goods or services for a corporation involves either hiring or purchasing an external resource for project finalization. It is referred to as procurement management.

This comprises several procurement operations, such as determining the project's needs, exploring sourcing possibilities, and, if necessary, submitting requests for bids (RFPs) before managing the purchases back to the team.

To protect the business from any dangers, the procurement process is often carried out by a group independent of the one requesting the goods or service.

However, verifying your organization's specific procurement process with your internal legal team is vital.

Negotiating contracts that satisfy your company's requirements fall to procurement teams because they are specialists in contract management.

They undertake risk studies to safeguard your business from potential dangers while they bargain pricing and packaging details with potential partners. Strategic front-end sourcing and tactical procurement management are the two main elements of the procurement process.

Finding prospective partners and companies that your company wishes to collaborate with is the process of front-end sourcing. In this process, prerequisites for prospective vendors are established, and the requirement for a third-party vendor to be involved in a project is assessed.

The specific actions a business must take to start collaborating with a third party constitute the operational side of procurement management. These processes may involve using purchase orders, filing RFPs, selecting bids, or going through a quote process, depending on the internal procedures of your business.

In conclusion, procurement management is a necessary procedure that aids companies in acquiring the products and services they require while safeguarding the organization against potential threats.


Why Do We Need A Digital Procurement Management?

Using antiquated, manual, paper-based systems to oversee your procurement operations may be more effective and efficient for your company. Hence, you must consider digitizing your procure-to-pay procedure to reap real benefits.

Smarter procedures that are simple to manage, evaluate, and authorize promptly emerge from automating operations across all your procurement processes, including purchase orders and invoices.

Digitizing your procurement administration also provides a shared workspace for productive cooperation with your suppliers while ensuring your procedures are legal and compliant.

The COVID-19 pandemic has further accelerated the need for procurement automation, and going digital significantly improves the efficiency of the process. Adopting a digital procurement strategy can streamline your operations, reduce costs, and boost productivity while maintaining compliance and reducing risks.


Steps of Procurement Process

Step 1: Creating Procurement Management Plan

The procurement management process typically begins with the procurement team collaborating with stakeholders to determine the necessary resources to complete a project.

The team analyzes the project holistically and explores potential solutions. Procurement or work management systems can assist in organizing crucial documents such as RFPs and purchase requisitions.

The company's internal procurement experts will assess the existing resources available to the team and compare them to what is required. If utilizing existing resources proves more cost-effective, the team will suggest this option and negotiate pricing with potential bidders.

Step 2: Carrying Out Procurement

In this phase, the procurement team will usually implement a decision, with support from your internal legal team, who will advise on the bidding process and assist in evaluating available options.

Consult with your internal team to determine the most suitable choice for your requirements. Once a vendor has been selected, your legal team will facilitate negotiations and contract signing when the agreement aligns with the project needs.

The conclusion of this process typically involves creating a document, such as a purchase order, that outlines the agreement's specifics, such as price, quantity, delivery schedule, and payment terms.

Step 3: Controlling Procurement

The procurement team integrates the newly acquired purchase into the project plan at this stage, depending on the product type. This may involve overseeing and training a new group of contractors, installing new software, or transferring raw materials to create a new product.

Incorporating some form of change management into the process is advisable during this phase, especially when incorporating new team members into the workflow. This allows for monitoring business operations and evaluating any alterations resulting from the new procurements.

For instance, if the team procures new automated machinery for an assembly line, tracking the difference in production before and after adding the machinery is essential. This difference signifies the exact impact the machinery has had on your operation.

Step 4: Closing Procurement

In the negotiation stage, both your internal legal team and the vendor will agree on the definition of "completed work." Once the work is finished, both parties will verify that everything has been done per the contractual obligations.

At this point, your internal legal team will finalize any required paperwork and may execute a release of liability if needed. It is typical for both sides to ensure that all aspects of the project are completed according to the contracted agreements.


How to Improve Efficiency of Procurement Management?

To improve the efficiency of their purchase process, procurement teams can digitize the following five key areas:

1. Leveraging Latest Automated Processes

Utilizing a procurement system is an excellent approach to automating procurement management tasks to enhance effectiveness. With paperless approval, all procurement-related documents can be authorized digitally for optimal speed and efficiency. This means that you can enjoy streamlined workflows and reduced processing times.

Moreover, a procurement system enables real-time communication with vendors, facilitating the addressing of any issues that may arise during the procurement process.

Promptly addressing such cases can prevent blockages hindering the entire procurement process.

2. Improving Vendor Management

Consider the convenience of managing all aspects of your supplier relations in a centralized location. This encompasses activities like vetting and bringing new vendors on board, keeping tabs on their performance, and handling any problems regarding payments or receipt of goods.

An e-procurement system presents a powerful toolset for streamlining vendor management activities within a single digital platform.

With this solution, users can enjoy the benefits of managing all aspects of their vendor relationships in a centralized location.

3. Minimizing Business Spending

A superior solution to managing complicated budget spreadsheets and exchanging information across various systems or data points exists.

For the best financial monitoring, switching to a digital project procurement system allows customers to set and monitor budgetary restrictions and constraints throughout transactions.

Users may access and examine various reports using this system, which gives them useful information about how much money is spent on procurement across their entire company.

Additionally, users can ensure their product catalogs remain current and accessible online, improving precision and consistency while decreasing their workforce's burden.

4. Compliance Regulation

Procurement software can consolidate all pertinent data into a user-friendly dashboard, providing a comprehensive overview of your business's purchasing performance.

This includes meeting deadlines, maintaining quality standards, and complying with policies, regulations, and legal requirements. With this software, you can be confident about sourcing your goods and services through the proper channels, ensuring accuracy and consistency throughout your operations.

Moreover, its reporting features simplify the monitoring of fraudulent or non-contractual purchases, which could lead to significant financial losses for your enterprise if not caught in time.

5. Valuable Features

Users of procurement management software get access to a wide variety of crucial data.

Hence, they can assess and contrast vendor performance, identify potential improvement areas, and identify any risks associated with their procurement procedures.


What Functions of Procurement Management Should be Automated?

Find below the list of 5 procurement functions that every business should automate to preserve time, manual labor, and money.

Purchase Requisition

The system of purchase requisition gives a detailed requisition experience, which includes suggestions for preferred or commonly purchased items, vendor recommendations, and embedded purchasing policies to assist the requester.

Real-time policy enforcement and immediate identification of incorrect details present in purchase requisitions ensure no inaccuracies or mistakes.

Organizations can maintain a consistent requisitioning experience using procurement management software, including capturing electronic data, approvals, ad routing.

Invoice Approval

Procurement automation can significantly enhance the efficiency and accuracy of the invoice approval and processing procedure.

Every time a vendor presents an invoice, the procurement solution will process the paper invoice, digitize it, and perform a check with other data, including the supplier's identity, the PO limit, and contractual payouts.

The invoice approval procedure will cease payment if differences are found and take appropriate action following pre-established standards.

The invoice will, however, be sent automatically to a selected single operator for confirmation and final settlement upon receipt of the order, according to the procurement management system.

Contract Approval

Contract approval through manual means can be a lengthy process. Typically, contract management involves gathering and organizing contracts from various departments within an organization while storing them somewhere safe.

A procurement system can simplify the process by reviewing purchase contracts, comparing them with pre-established templates, while identifying any variances in set conditions.

Digital contract management systems help in keeping a track of contracts over time, detecting any noncompliance with terms that are expiring soon along with several other problems that, if left unnoticed, could result in a dispute.

Vendor Management

To streamline your business’s selection process along with the vendor management, procurement management software can automate tasks such as conducting background checks, reviewing supplier RFQs, and following up on missing information or documents.

This helps eliminate the process's manual, repetitive, and time-consuming nature, allowing organizations to efficiently manage their vendors and select the most suitable ones for their needs.

Purchase Order

Installing a procurement management solution can eliminate manual purchase orders and re-entry of data.

Requests are automatically transformed into multiple orders as per the set requirements having a dependability on the line items being a part of it.

A purchase order's progress may be tracked and its place in the authorization chain at any moment, thanks to the purchase order software, which makes the process totally transparent.

A procurement management solution ensures that PO contains all pertinent information so that all parties may process them promptly and make informed judgments.


Are you looking for effective means to enhance the procurement management process within your organization? Then, with advanced automation valuable features, businesses can lower the time of processing, minimize mistakes, and decrease the need for employee intervention.

This reduces expenses overall and empowers your team for investing in value-adding tasks.

Consider collaborating with Businessbid to simplify purchasing cycles of your business while effectively handling the relationships with suppliers. Explore their procurement softwares to scale your business’s operational efficiency.

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