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From unexpected invoices to automated purchasing

From unexpected invoices to automated procurement: enhance the maturity of your purchasing process
Do you recognize this? An unexpected invoice popping up. A service that turns out to have been purchased outside the regular suppliers. Procurement processes that are fragmented and unclear. You are not alone. In this webinar, we will tell you more about the step towards an automated and strategic procurement process.

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From chaos to control: the path to procurement maturity

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"We often see CFOs struggle to make their purchasing processes transparent," says Bruno Baets, company director at Qobee. “But the step to a higher maturity level is often less significant than you think. With a few targeted interventions, such as 3-way matching and contract management, an organization can quickly make great leaps.”

Let’s take a moment to consider the different stages of maturity within procurement. In our recent webinar, Bruno shares the four maturity stages he distinguishes. 

  1. Spend – Purchases are made in an ad hoc manner, often without a documented process. There is little insight into ongoing commitments and expenses. Invoices often come as a surprise. 
  2. Spend under control – There is a certain level of control: approval flows, fixed suppliers, and procedures. But many processes are still manual, which leads to inefficiency and errors. 
  3. Spend under contract – The purchase process is supported by software. Think of a central system for purchase orders and invoice processing. Costs are better managed, and reports provide some insights. 
  4. Spend under management – Purchasing is no longer a administrative burden but a strategic force. Automated processes such as 3-way matching and contract management ensure control. There is real-time insight into expenses, and procurement policy is driven by KPIs. 
The ideal of high procurement maturity is an organization that not only records purchases but also makes strategic decisions based on data. That is where true value is created.

Bruno Baets

Company director at Qobee

The care provider that gained control over procurement

Carefree shopping

Choose a healthcare institution struggling with a low maturity level. Staff place orders through various channels, invoices are processed manually, and costs are difficult to oversee. The result? Lost time, unnecessary expenses, and little control over budgets. 

By using procurement software, the institution received a central platform where orders, contracts, and invoices were consolidated. Thanks to automated approval flows and insightful reports, they managed to reduce their procurement costs and optimize their internal processes. 

The best part? They shifted from a reactive to a more strategic way of working. Instead of having to search for where the money was going, they could proactively control costs.

Qobee procurement maturity

Why maturity in procurement is essential

An adult procurement process not only results in time and cost savings. It also directly contributes to the strategic goals of an organization. From gaining control over cash flow to improving collaboration with suppliers – a good procurement process makes the difference. 

Bruno summarizes it: 
“We understand that transforming to a higher maturity level can be challenging. But with the right software and support, procurement becomes a strategic process that adds value to the entire organization.” 

Ready to take your procurement process to a higher level? Contact us and discover how Qobee can help you gain more control and efficiency.

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