5 Steps of an Effective Procurement Process

If efficiency in finances and business, in general, is what you require right now, a strong procurement process is crucial. It comes with so many benefits the most important of which is paying the right prices for services and goods. It also minimizes the average time deliveries take and helps you choose the best deals and partnerships out there. However, it is the overall type and size of the business that determine what the process of procurement looks like in each case.

Because of this exact reason, there is no one size or model that fits all companies and firms. An effective procurement process has to be tailor-made to every single organization if maximum efficiency and optimal performance. Fortunately for you, you have come to the right place. Here and now, you will learn all of the important steps of an effective procurement process and how to implement it into your business. It does not matter if you are starting from scratch or if you are trying to improve your current model. If you make the decision to follow these steps, you will feel the changes coming almost immediately. To learn even more about this, make sure to check out Precoro.

1. Identify what you need

First and foremost, you should identify the services and goods that you need. Everything should start once you realize that an outsourced company can help you with these. Now that you have this basic step covered, you should look at your operation as a whole and recognize what every single department needs. Such an approach will then give you a clear view of the spending in the entire company, so that you can focus on the areas that need improvement, as well as where you can cut unnecessary spending and save money. This first initial stage is crucial because it helps you have a set budget right from the beginning. It becomes a bit easier and clearer from then on out.

2. Suppliers list

Chances are that you have a lot of partners already who act like suppliers of various things you require. This is one of the key elements of any business simply because you cannot make, provide, or have everything on your own. Therefore, a supplier is directly connected to the overall quality and efficiency of your business. It they are for some reason wrong for you, the consequences will be felt throughout your business. Paying more could also happen since you have wasted a lot on the wrong partnership and now you have to spend more in order to find a new, better one. Research is what helps everyone when it comes to finding the right suppliers. Examine your current list of partners and determine if you are satisfied with the collaboration you have been having so far. Make a pros and cons list and if you require changes, make them. Explore their competitors, maybe they offer better deals and prices than you are paying now.

3. Negotiating new terms

If you identify anything worth talking over and changing with any of your suppliers, you should make up your own terms and fight hard to get as close to them as possible. Agreeing on a price you can work with and with which you will be satisfied for the next few years is important because you will have time, money, and room to increase your operations and widen your reach. A fair price is the one that works for both parties so make sure to listen as much as you talk and try to find common ground. The scope is as important as the final price deal so work out all the conditions, terms, the scope, and the general timeline. Then, when it is all set and done, memorize as much of the contract you can and keep copies of it somewhere safe. You should be able to identify any changes as soon as they appear and act quickly. A breach of contract is the last thing you want, and no good business allows to be taken advantage of. Lastly, make sure to analyze your previous contracts, especially the ones that did not work for you as well as you hoped. You can learn much from your past deals and escape the similar mistakes and shortcomings in the future.

4. Invoices

When the contract has been reviewed, signed, and the purchase made, an invoice should arrive from the supplier. The invoice contains the agreed price and the info on how to pay it. All the details about the content, shipping, supplier, and receiver information should be on it as well. Keep a record of invoices from every purchase for future reference, just in case you end up needing them. The usual time to make the payment is 30 days, more than enough for you to cover it if everything is going fine. To strengthen the partnership between your company and the supplier, try paying it in due time, as soon as you can, to escape negativity and worrying on their side. Being late or always paying at the very end of the deadline tends to look unprofessional, especially if they know your company is doing rather well at the moment. The general rule of thumb is to pay the invoices as soon as you get them, if everything is fine with the shipment of course.

5. Deliveries

While keeping a record of invoices is important, you should also keep track of how long it takes the supplier to ship to you based on when you order their products. The contract should specify the average delivery time you agreed upon in order to prevent late deliveries. The business suffers without the right amount of services and products. Whenever you get an order delivered, make a note of the time and the overall quality of the service. Try to get an average every month and if you are satisfied, all is well. If there have been numerous late and slow shipments, maybe it is time to give the supplier a call. You do not want them not holding up their part of the bargain. Check everything and keep records. That way nobody can say it was not as you witnessed it, since it will not be your word against theirs but the actual facts doing the talking.

Conclusion and Takeaways

If you make sure to follow these 5 simple steps and introduce an effective procurement process into your business, you will soon take the whole thing to a new level and rise above your competitors. It is not nearly as difficult as you may believe it to be, and all it takes is some hard work and dedication to develop a habit. From then on out, it will be a part of your routine and you will not even realize it is there.

Ricardo is a freelance writer specialized in politics. He is with from the beginning and helps it grow. Email: richardorland4[at]