Why A Legacy ERP Is Not Enough For Modern Procurement Teams

It’s challenging to always be on your toes, looking for ways to cut costs. Be it negotiation or automating manual, time-consuming processes, your main focus is always to optimize expenses and improve the bottom line. This comprises 36% of CPOs whose top priority is delivering bottom-line savings. 

Hence, in this post, we will discuss the top 5 procurement cost reduction strategies. We’ll also discuss the process of getting started and ways to improve the procure-to-pay process to ensure procurement cost savings

5 Cost-Saving Strategies in Procurement

Here are the top 5 cost reduction techniques in procurement that you can implement in the short and long run:

1. Reduction in Maverick Spending

Maverick spending refers to expenses beyond the established policy and procurement process. It involves unauthorized purchasing that is either not approved or doesn't adhere to the pre-approved vendors or negotiated contracts. 

Such expenses impact financial and operational efficiency, leading to budget overruns and supplier relationship strain. For instance, an employee purchases office supplies from a non-approved vendor. It can lead to higher costs due to a lack of negotiated discounts and impact the organization's ability to leverage consolidated spending for better terms and conditions.

To reduce maverick spending, you must actively communicate procurement policies to avoid such expenses. You must monitor all the transactions and address any such instances. This requires greater visibility into the spending at each stage and an analysis of how company resources are being used. You will also need to set spending controls based on the company policies to avoid constant monitoring. 

As a result, you gain better control over the procurement process, negotiate better contracts with preferred suppliers, and leverage volume discounts without disrupting the supply chain. This will help you maintain compliance with established procurement policies and save costs by avoiding unauthorized expenses. 

2. Contract Management

Contract management involves reassessing the existing contracts and negotiating supplier agreements. This includes negotiation, execution, and ongoing monitoring to ensure cost optimization.

To ensure strong contract management practices, regularly revisit contract terms, assess performance metrics, and proactively identify areas for improvement. Prioritize negotiation preparation by investing in training for procurement professionals, ensuring they possess the skills to secure favorable terms and adapt agreements to evolving business needs. 

Contract management aids in maximizing the value of agreements, minimizing risk, and ensuring that suppliers deliver as per the agreed terms. It also promotes better relationship management and identifies opportunities for cost optimization.

3. Request Specification

Request specification involves creating clear and detailed specifications for the goods or services that the organization intends to procure. This involves detailing purchase requests and understanding the needs of the teams to deliver what they need and not spend money on unnecessary features and misfit products. This helps ensure suppliers understand the exact requirements, leading to more accurate quotes and better value for money.

To ensure detailed request specifications, involve all the stakeholders in the approval process and get buy-in from each of them. Follow a standardized approval workflow to raise purchase requests. This ensures consistency and gets the maximum information possible. However, it is important to implement customized workflows to suit your business hierarchies.

This reduces the risk of feature overlap and better consolidates the purchases for negotiating more favorable deals. Moreover, the specificity of needs lowers the chances of cost overruns or disputes during the procurement process.

4. Spending Consolidation

Consolidating spending means automating procurement processes to achieve economies of scale. This includes consolidating purchases, standardizing suppliers, and leveraging bulk buying power. Doing so lets you negotiate better terms with suppliers, reduce administrative overhead, and achieve cost savings through volume discounts.

For instance, if you consolidate spending on packaging materials by sourcing from a single supplier, you negotiate bulk discounts, streamline procurement processes, and benefit from standardized materials. This approach reduces costs through economies of scale, simplifies logistics, and enhances overall operational efficiency.

To consolidate spending, conduct a thorough spend analysis, identify opportunities for consolidation, and negotiate with suppliers for better terms. Additionally, implement procurement software to streamline procurement processes. This will give you insights into your spending behaviors and help you identify optimization opportunities. Also, create a cross-functional procurement team to promote collaboration and standardization across the organization. Moreover, ensure proper cross-functional workflows to get stakeholders involved at each stage. 

5. Vendor Diversity

Vendor diversity involves engaging with various suppliers to reduce dependency on a single source. This strategy ensures increased competition, better negotiation opportunities, and improved risk management.

For instance, having vendor diversity enables you to source materials from multiple suppliers rather than relying solely on one. This creates competition among suppliers, encouraging competitive pricing and service levels to mitigate risks associated with potential disruptions from a single supplier. Hence, in the event of supply chain challenges or fluctuations, you get the flexibility to maintain production and minimize the impact on operations.

To ensure vendor diversity, adopt a global sourcing strategy and conduct thorough market research to identify potential suppliers across the globe with clear criteria for supplier selection. Additionally, actively seek partnerships with businesses that bring unique strengths to your supply chain. Moreover, it is important to also regularly reassess and diversify your supplier portfolio to ensure adaptability to changing market dynamics. Fostering open communication to build strong, collaborative relationships with various suppliers is a must

As a result, you get better pricing, quality, and innovation. It also provides a safety net if one supplier faces disruptions or fails to meet expectations.

Three-Step Process for Cost Reduction in Procurement

Before implementing these strategies, go through this strategic process each time you have to hunt down expenses for cost savings:

1. Analyze Spend

Start by conducting a comprehensive spending analysis to understand where the money goes. Use financial records, invoices, and procurement data to categorize and analyze spending patterns. In such cases, having procure-to-pay software helps a lot in getting insights and real-time visibility.

This step provides a clear overview of the organization's spending habits, allowing identification of areas for potential cost savings. It serves as a foundation for informed decision-making in subsequent cost-reduction strategies.

2. Identify the Biggest Expense

Compare across departments or suppliers to identify the largest expenses or categories and spot any unusual expenses. This step allows for targeted efforts in cost reduction.

Discuss these insights with relevant stakeholders to understand why these costs exist and their impact. Also, align the understanding of ‘savings’ with them to avoid unnecessary delays and rejections. It is advisable to align it with something measurable to make it easier to sell the business case and implement the necessary changes. 

For instance, the information technology (IT) department proposes investing in new software that, in the long run, promises increased efficiency and reduced maintenance costs. However, the finance team, focused on immediate budget constraints, may interpret ‘savings’ as strictly short-term cost reductions rather than considering long-term benefits. 

To align understanding, the IT team can quantify long-term savings through reduced downtime, improved productivity, and potential scalability benefits. This ensures both departments share a common definition of ‘savings’ and facilitates a collaborative decision-making process.

Additionally, you can target the smaller spend or tail-end spend as well. It is easier to cut people from making one-off purchases or buying small items on Amazon that another department may have. 

3. Conduct Market Research and Maintenance

Conduct market research to understand current pricing, trends, and available alternatives for the identified major expenses. Based on your research, you can optimize these expenses without impacting the supply chain. This includes incentives such as:

• Use spending data analysis to negotiate improved terms with suppliers. Seek discounts or bundled services to reduce costs without disrupting the supply chain.
• Research alternative suppliers or vendors for the identified major expenses. Assess their offerings, pricing, and reliability to diversify options and secure more cost-effective alternatives.
• Invest in automation to optimize procurement processes, reducing administrative overhead without disrupting the supply chain.
• Analyze inventory levels and adjust ordering practices based on demand forecasts to prevent overstocking or stockouts.
• Regularly monitor the expenses and supplier performance and reassess strategies to adjust optimization efforts based on changing market conditions and organizational needs.

Keep updating this information to stay informed about changes in the market. This ensures that you are well-informed about competitive pricing and industry trends. Additionally, you get the necessary data to negotiate better terms with suppliers, explore cost-effective alternatives, and adapt to market fluctuations, contributing to more strategic and informed decision-making.

How to Ensure Maximum Procurement Cost Reduction

Most companies have procurement processes running on autopilot with standard operating procedures. However, this leads to inconsistent efforts of procurement teams in reducing costs. They have to dedicate hours to analysis and optimization, which can be changed with intentional efforts to ongoing cost savings practices in procurement. 

However, with traditional manual processes, getting real-time visibility and comprehensive insights is impossible. To streamline the process and consolidate the expenses, you must adopt tools that support your cost savings initiative. This means centralizing all the information to build a unified platform for complete visibility and control. 

Pluto simplifies this for you. Not only do you get insights and controls, but you can also create cross-functional workflows to facilitate the collaborative procurement process. You can integrate your entire accounting and accounts payable system onto a single platform and streamline the entire process. As a result, you get real-time visibility and can optimize expenses in time.  

Book a demo to know more about how Pluto fits into your business and helps you streamline your procurement process for collaborative cost-saving efforts.

One crucial aspect of business finance management is knowing how the money of your organization is being spent.  You can’t paint a complete picture of your organization’s financial health without understanding how the money is flowing first. This clarity is precisely what effective expense reports provide. When properly maintained, expense reports give you a clear perspective over your organization's finances. 

In this comprehensive guide, we delve into:

• The Definition of Expense Reports: What are they and why are they crucial?
• The Importance of Accurate Expense Reporting: How does it affect your organization's financial health?
• Creating Effective Expense Reports: We'll explore two practical methods to craft accurate and insightful expense reports, empowering you to make informed financial decisions.

What is an expense report?

An expense report is a crucial tool in business finance management. It is a categorized and itemized list of expenses made on behalf of the organization. These reports assist employers or finance teams in determining what money was spent, what was purchased, and how much of the expenditure is eligible for reimbursement.

The purpose of an expense report is to track the expenditures of a business and expense forms should include all purchases necessary to operate a business, such as food, gas, or parking.

It is most commonly used by employees when requesting reimbursement for expenditures. 

When expenditure amounts exceed a certain threshold, receipts are usually attached to the form. 

Employees are paid the requested amounts after the employer examines their submissions for accuracy and validity. 

In this case, the employer will be able to recognize accounting profit and taxable profit based on the reimbursements.

Business expense reports are usually generated on a monthly, quarterly, or annual basis to track business spending:

• It is important for a company to maintain monthly and quarterly expense reports to track all of its purchases during that period. The reports are used to determine whether spending within the organization's budget is within its limits and to identify areas for cost reductions.
• Yearly expense reports are in turn used for tax purposes. A company's tax returns are prepared using its annual expense reports.

It is also possible to use expense reports to detail expenditures made against an initial employee advance. 

Employers still record employee expenses as business expenses, but they do not reimburse employees; instead, they deduct the expenditures from employee advances.

Why use an expense report?

Expense reports are essential for small businesses, enabling a clear tracking of business expenses often paid out-of-pocket by employees. These reports detail all reimbursable expenses and require attaching receipts for accurate verification. Once reviewed for accuracy, employees are reimbursed accordingly. Additionally, small business owners and accountants use these reports to analyze total expenses over specific periods, employing accounting tools to assess whether costs align with budget expectations

The following are some benefits of generating a expense report:

1. Facilitates efficient expense tracking and cost control

Analyzing expense report data is the ideal starting point for cost control. This allows you to track your firm's spending over time by giving you a clearer picture of what your money is being spent on. 

Additionally, you can analyze how much your employees are spending on different expense categories, determine which categories are driving up costs, and implement strategies to reduce or eliminate them. In addition to identifying loopholes in expense policies, these reports can help you decide which vendors to prioritize and which ones to let go by identifying loopholes in expense policies.

Tracking expenses over time allows you to identify whether a particular expense category (such as transportation or hotels) is increasing costs excessively. As a result, you can strategize on how to reduce or eliminate these costs.

2. Helps with budgeting

A business's budget is essential to its smooth operation. A detailed and accurate expense report can help your organization develop a strong and informed financial plan. As a result, various departments and projects can be allocated more appropriate budgets. You can maintain your business's financial security long-term by consistently tracking expenses in order to ensure that different departments and projects adhere to their budgets.

3. Makes for accurate reimbursements

In the event that an employee paid for business expenses out of pocket, they would expect a fair and accurate reimbursement. 

Also, you want to make sure that the request is fair so that you don't pay more than you are owed. 

It allows organizations to determine if a claim is legitimate faster by providing employees with a standardized process to learn what can and cannot be expensed. 

In addition to providing solid evidence of when, where, and how expenses were incurred, itemized expense reports with receipts do the same for proving compliance with your organization's expense policy.

4. Simplifies tax deductions

Tax deductions are available for many business expenses incurred by employees at work. In order to claim expenses as deductions, you must properly record them and provide proof that they were actually incurred. 

Business owners sometimes use their bank account or corporate card statements to keep track of their deductible expenses. It's important to keep in mind that these statements may not include all expenses. 

In contrast, expense reports simplify the process of keeping track and deducting deductible expenses during tax season. The finance team simply needs to add up all the expenses that can be deducted and enter them into the appropriate tax forms.

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What should be in the expense report?

By creating an expense report, you (or your accountant) can easily add up all expenses so that they can be entered into your tax return. 

Some crucial elements to include in an expense report include:

• The name, department, designation, and contact information of the employee who submitted the report.
• The date and amount of each expense (corresponding to the date and amount on the receipt)
• What type of expense is being incurred (meals, mileage, internet, etc.)?
• Vendor or merchant who sold the item
• If applicable, the client or project for which it was purchased
• From your accounting chart, determine the account where the expense should be charged
• A description of each expense in more detail
• Expense subtotals and total costs, including taxes, for each type of expense
• (If applicable) a deduction for prior advances made to the employee

How to create expense reports

Companies most often generate and track expense reports using spreadsheets, templates, or expense reporting software. 

You can generate expense reports in two different ways: manually through templates, or through Pluto. 

Manual expense reporting with custom templates

To make the task of preparing expense reports easier for employees, some organizations provide customizable, ready-made templates to download and use. To report expenses in this way, follow these steps:

1. The employee outlines their name, contact information, designation, the dates covered, and the purpose of the report in the appropriate fields.
2. Following that, they determine how many rows and columns the expense report should contain. For example, some firms have mandatory columns and categories that correspond to the expense categories and columns in tax returns.
3. In the report, expenses should be listed chronologically with brief descriptions, with the most recent expense appearing at the end.
4. In order to calculate the grand total, the employee must first calculate the subtotals for each expense category followed by the total for all expenses. Subtotals assist the finance department in analyzing expenses.
5. Finally, all expenses mentioned above must be accompanied by receipts. The receipts can either be scanned or photocopied depending on whether the report is being submitted digitally.
6. Reports are submitted to the line manager or department manager for validation and fraud detection.
7. As soon as they approve the report, it is forwarded to the finance department for reimbursement.

Automated expense reporting

The use of expense report templates is a quick way to keep track of expenses for small businesses. 

The problem arises when your business grows, at which point the process of filling out a report, even if using a template, can become a time-consuming task. 

When multiple departments process several expense reports a day, it is important to switch to an automated expense reporting solution like Pluto, so that these reports can be tracked and managed more efficiently.

1. Pluto enables employees to create expense reports on the fly. Their receipts need to be captured digitally or filled out in the mandatory fields within the application. 
2. By grouping all the expense claims together, a report can be created and submitted effortlessly. 
3. Pluto also provides virtual and physical cards, so the expense data are booked straight into the platform for later use.
4. Line managers and department managers review reports to identify policy violations, fraud, duplicate expenses, or warnings about them. 

How to simplify the expense reporting process

While expense reports are important when it comes to gaining an overall view of the way money is moving, creating them can be a hassle when your organization incurs too many expenses to keep track of manually.

However, there are a few ways that you can simplify your expense reporting. These include:

Switching to expense reporting software

The first step in expense management is to file expense reports. You must also maintain policy compliance, reimburse expenses on time, and conduct successful expense audits to stay on top of your business expenses. 

This is where Pluto can help. By providing multiple ways to record expenses on the go, we eliminate the need for manual data entry and paperwork. You can benefit from an expense management solution by:

• Generating and submitting reports automatically;
• The ability to support multiple expense policies and spend limits;
• Eliminates policy violations and fraudulent expenditures
• Analytical reports and intuitive dashboards increase spend visibility

With all of these features, you can save time and money while keeping your employees productive.

Make expenses easy to report and track

Provide your employees with Pluto real-time reporting system where they can track expenses, submit receipts, and report business expenses. 

Business expense reports can be updated in real-time using online or smartphone apps, and receipt images can be added for total transparency, if you use digital technology. 

Time-stamping and expense classification make it easy to catch fraud, which is beneficial to both you and your employees.

Embrace mobile devices

By scanning receipts and automatically extracting and reporting the key data, Pluto saves your employees' time and improves their expense reporting accuracy. 

It makes perfect sense for you to use an app that allows your employees to track expenses easily from their phones since most (if not all) of your employees spend a lot of time on their smartphones. 

Set up a routine audit

Ensure that you also incorporate a routine audit process into your business expense report policies. Your expense report should be audited quarterly, biannually, or annually, depending on the number of expenditures your employees incur. 

You can catch fraud cases through audits, but you can also understand where the biggest expenditures are and reduce them. 

Routine audits can also help you improve management and tracking of your business expenses by letting you know how to refine your reporting process.

Automated expense reporting with Pluto

Pluto allows you to issue virtual cards and physical cards and that immediately solves two things:

• No need for petty cash or out of pocket expenses;
• Real-time reporting of all the incurred expenses;

The spend management system allows you to issues cards for a particular employee, vendor, or even expense type. 

It also allows you to set the limits on the go, and see all the expenses in the real-time report. All that, while your employees can easily categorize the expenses and upload the physical receipts just by taking a photo on their mobile device. 

Reporting expenses manually is very time consuming, but having them all digitally stored and automatically reported solves the problem. 

Key takeaways

Expense reports are a crucial aspect of the financial bookkeeping of any business organization. Not only are they important for knowing how much money is being spent by the company, whether as a whole or for a specific project, but also for the purpose of reimbursing employees for business-related expenses. 

Plus, they also help you with budgeting, tax reporting, and cost control measures.

You can easily create an expense report using a premade or personalized template, but you’ll have a much easier time in the long run if you start using Pluto.

The finance landscape is undergoing a seismic shift in an era of unstinted technological advancement. Back in 2018, a PWC report found that amongst the top 12 challenges that financial organisations faced, 4 of them were technology-related. It wasn't about deciding whether to implement digital transformation technologies but more about understanding the enterprise value these investments would add.

According to Deloitte, adopting the right digital transformation strategies can increase market value by up to $1.25 trillion across Fortune 500 companies. But how can organisations implement these strategies successfully?

The CFO's Perspective on Digital Transformation

Digital transformation is no longer just a buzzword; it is a mandate for modern businesses, and the CFO plays a central role in this paradigm shift. Gone are the days when the Chief Financial Officer (CFO) position revolved solely around balance sheets, budgeting, and compliance. The modern CFO is now tasked with leading the charge in the digital transformation of the finance department.

With its vision of becoming a global technology and innovation hub in the UAE, the need for digital transformation is even more compelling.

Why is digital transformation so vital for a CFO?

• Real-Time Financial Insights: Real-time access to financial data can be an invaluable asset in combating expense fraud. Digital transformation allows CFOs to detect irregularities promptly, leading to timely intervention and reducing the financial losses associated with fraud.
• Enhanced Reporting: CFOs can generate comprehensive financial reports more quickly and accurately, aiding in transparency and stakeholder communication.
• Cost Reduction: Automating financial processes can lead to cost savings, such as reduced labour and operational costs.
• Strategic Planning: Digital tools help CFOs analyse financial data and create insights to make strategic decisions and adapt to changing market conditions.
• Compliance and Risk Management: Digital solutions assist in maintaining compliance with changing regulations and mitigating financial risks.

What is the best digital transformation tool for you?

As a CFO, your journey towards a comprehensive digital transformation should be guided by specific features that enhance financial efficiency and help combat one of the most prevalent issues—expense fraud. Here's what you should look for in a digital transformation tool to achieve these goals:

1. Full Control Over Budget Allocation and Spend Visibility:

Access to complete control over budget allocation and clear visibility into how those budgets are spent is the foundation of sound financial management. Your chosen digital transformation tool should empower you to allocate resources efficiently and make data-driven decisions.

2. Real-Time Closure with ERP Integration:

Moving from traditional month-end closures to real-time closures is a game-changer. This transition ensures you have real-time insights into your company's expenditure, allowing you to address financial challenges swiftly. An essential component of this is seamless integration with your ERP system, which provides instant access to financial data.

3. Elimination of Petty Cash Usage:

Digitization of financial processes is a fundamental aspect of modern financial management. To achieve this, focus on strategies to eliminate petty cash usage as much as possible. Consider solutions that offer alternatives, such as merchant-specific cards, fuel cards, and PRO cards, which reduce inefficiency and enhance security.‎

4. Advanced Expense Fraud Detection:

Expense fraud is an all-too-common challenge faced by many companies. Leveraging digitization to combat this issue is essential. Look for a solution equipped with world-class Optical Character Recognition (OCR) technology to identify duplicate receipts and suspicious transactions. The goal is to ensure transactions are monitored in real-time and in an automated manner, such that financial compliance is continuously maintained.

5. Improved Audit Process for Accounting Teams:

Ensuring an enhanced audit process is a vital component of your CFO responsibilities. You must seek a digital transformation tool with two critical features for this. First, accounting automation powered by ERP integration streamlines financial processes and reduces the potential for human error. Second, the tool should provide 100% visibility into all receipts across the company, creating a comprehensive audit trail and reducing the likelihood of discrepancies.

6. Insights and Forecasting:

To thrive in a rapidly changing business environment, a CFO must have a finger on the pulse of their company's finances. A 360-degree digital transformation solution offers complete real-time visibility into all company expenditures. This feature allows you to provide timely, data-driven insights and forecasts, enabling proactive decision-making.

7. Multi-Subsidiary Expense Tracking:

In the UAE, as businesses achieve a reasonable size, they often evolve into multi-subsidiary or multi-branch entities. Given this common trajectory, it's imperative that the chosen digital transformation tool supports multi-subsidiary expense tracking. This ensures that financial data from all parts of the organization is aggregated and analyzed effectively. Not only does it provide a holistic view of the company's financial health, but it also enables consistent monitoring and control of expenses across the entire organization.

To illustrate the power of these digital transformation features, let's look at real-life business examples from the UAE:

1. Dubai Blockchain Mandate: Dubai is on a mission to become the world's inaugural blockchain-powered city. The Dubai Blockchain Mandate, led by the Smart Dubai Office, lays out a clear path for integrating blockchain technology across the city. By embracing blockchain technology, Dubai has the potential to realize annual savings of 5.5 billion dirhams in document processing alone, equivalent to the value of one Burj Khalifa every year.

2. Dubai Government Services: The government is committed to digitizing its services, the rate of which in 2023 stands at 99.5%. Currently, 87% of all government service transactions are digital. Furthermore, the government has also developed over 100 smartphone apps with cybersecurity and data law compliance.

The digital transformation process is an ongoing journey that entails mobilising the entire workforce and instilling a change-oriented mindset with no pre-defined endpoint that might extend well beyond your current leadership. It serves as the fundamental framework for an organisation's survival in an era marked by disruptions. Achieving success in this context involves formulating a strategy around making purposeful investments in the digital realm. It requires the prudent allocation of resources toward innovative technologies that can drive the organisation's strategic initiatives.

Ultimately, the successful execution of digital transformation mandates the ability to communicate to stakeholders that every digital initiative undertaken is a deliberate move to enhance the organisation's prospects for sustained success.