Lower Mid-Market companies have a lot of problems modernizing their procurement practice. These include, but are not limited to:
- small procurement teams
- low budget
- lack of modern knowledge of best practices and tool sets
- few solutions that meet a. to c. on the market
This is the situation that Novo-K discovered when they started their managed procurement service offering a decade ago. Looking for tools that would support them in supporting their clients in a service-to-self-serve model (as they believe in enabling and training you to be more self sufficient as time goes on), they couldn’t find any that:
- met the core 80/20 needs of their target market
- came with an easy-to-use UX and built-in workflow
- tackled tail spend effectively
- was affordable for their customers
And having covered this space for 19 years, the doctor can confirm that when they started looking, this was more-of-less the case since:
- most of the suites are over-engineered for the lower mid-market (LMM: £150M to £500M)
- many could be configured, but the workflow wasn’t always simple out of the box, and UX varied
- to this day, only a handful of providers have focussed on tail spend
- most providers were priced out of the LMM range, and those that weren’t got scooped up in the M&A mania in the mid-to-late 2010s
but most importantly,
- none (at the time) were really built to power a consultancy or MSP to serve it’s LMM customers in a service-to-self-serve model (where, over time, the customer would do more and more for themselves, only using the MSP on high-value/critical projects where it needed expertise or extra manpower or occasional strategic spend/category analysis projects)
So, after digging and digging and coming up empty (as most of the mines were at the point in time they were looking), they decided to build their own solution for the mid-market growth companies they focus on. They started by prototyping the workflows on Sharepoint, proved out the value proposition with their clients, then rebuilt a solid, modern, SaaS solution on AWS (which is SOC-2 compliant, G-Cloud approved, and currently going through ISO 27001 certification) [in the EU West Data Center 2 in the UK].
While the solution is new, it’s a really good Source-to-Contract solution for their target market, and especially so when you consider the price point is only £649 a month for most LMM procurement departments (as you can have up to 50 users at that price), can fit on a P-Card, and allows their Procurement department to manage all of their tendering processes for less than £8K a year! (And when it comes to saving, 80% often comes just from doing proper processes.)
So what does the solution do:
- requests
- project pipeline
- quoting and tendering (RFQ)
- supplier (information) management (and some supplier discovery)
- contract management
- savings tracker
- administration
Requests
The platform is organized into a typical Procurement Project Workflow which starts off in an average (Lower) Mid-Market organization with a requisition from an organizational employee who needs to buy something. When the requisition enters the system, it is then routed to the appropriate budget owner(s) and approval queue for review and approval. If approved, it kicks off a project which is used to manage the source-to-contract process in the system.
Project Pipeline
Projects in the BuyingStation system go through the following standard workflow:
- (approved) request
- sourcing
- selection
- signing
- supervision
- document management (ongoing)
When a request is approved, it kicks off the project which captures all of the relevant information about the request (owner, budget [type], categories, need by date and/or sourcing timeframe, etc.) which can be used to inform later stages. Standard fields are pre-configured from the request, but more can be added to the request on a self-serve basis by the organization.
Quoting & Tendering
In the sourcing phase, the buyer defines the sourcing details, which will include, but not be limited to all of the standard definition fields (as the organization can define any additional fields that they need); uploads, or selects from the library, the terms and conditions, any required product or service specification documents, the pricing matrix and, optionally, the evaluation matrix (and indicates whether or not that will be shared with the supplier), and then selects the suppliers who will receive the quote requests (which have to be part of their organizational supply base — more on this later).
Sourcing Project Specification is the one place they currently use Gen-AI LLMs, and its specifically used for creating draft natural language project specification documents in standard formats using the sourcing event type (product or service), specific categories (and items) being sourced, project metadata, and other key elements of interest (which will be included in the prompt). Since they have no clue what you will source, their LLM training has focussed heavy on proper structure, core requirements, and high-level category specifics, and they expect their clients to use what is generated as a starting draft (that should only need a bit of editing for most standard products and services), and not a final document.
Once the sourcing specifications are complete, the quotation/tendering phase can be launched, and then requests are sent to the suppliers for completion. The suppliers get an email with link that takes them straight to the supplier portal where all they have to do is enter their password and they can upload their quotes and specifications. (As we’ll discuss later, chances are they already have their password setup as they would have completed their one-click registration when they were onboarded.)
Once the quotations are returned, the buyer can click into each and review them one by one. Note that, as of now, there is no in-platform support for viewing the Excel file responses, nor is there any support for the evaluation matrices, which will have to be completed and uploaded by the buyer once all of the quotations are reviewed.
Supplier Information Management
Backing up, when the user selects the suppliers, they select them from “My Suppliers” that tracks all of the organization’s suppliers and their current state of (un)approved and (un) contracted which lets the organization know where the supplier is in its onboarding, validation, and selection lifecycle. An unapproved supplier cannot be invited to quotations. An approved supplier is one that can be considered for business, but is one that hasn’t been selected if still un-contracted. (And, thus, an approved contracted supplier is one that has been approved and awarded business.)
Every supplier has standard corporate and administration details (which can be augmented as desired by the buying organization), a set of minimum information requirements for doing business (which can include, but not be limited to: credit information, data protection office, insurance, and baseline regulatory requirements) reference information, RASA* (optional, but an enhanced profile that can capture supply chain policies/considerations, cybersecurity & data privacy, conflict minerals, DEI [remember, they are UK and serve primarily UK and EU right now], IP policy and protection, and, very important, AI and Automation), associated projects, and associated contracts.
In addition to this standard supplier information management module, they also have a supplier directory that consists of baseline corporate profile information of every supplier who has registered in the portal, which allows a buyer to find potential suppliers based on standard filters of location and category.
Contract Management
The platform supports a basic contract repository that indexes all of the organization’s contracts with standard, user-defined, meta-data. While they don’t include AI for auto meta-data extraction, note that if you associate a contract with a project, a lot of the meta-data can be pulled in from the project to start you off. (They don’t deploy AI to auto-extract meta-data since their tests of the low-cost options, and remember this is very low-cost suite, found that accuracy for some contract types / older documents can be as low as 30% to 40% for many fields, with average performance around 70% at best. And while you will see that some of the larger vendors will quote accuracy rates of 80% to 90%, and that a few of these claims exist, this is not low-cost off the shelf third-party tech getting these results consistently — it’s highly specialized, and still expensive, tech.) Moreover, the metadata can also be uploaded from an Excel spreadsheet if that’s easier. (And when you’re only tracking a few dozen or so fields, do you really need overpriced AI? Might take you 15 minutes to enter it if you have your mallards in a row.)
Thus, once a supplier (or suppliers) is (are) selected for an award, and once the contract has been inked, it can be uploaded to the contract repository and associated with the project.
Savings Tracker
The platform also supports a savings tracker that allows the savings for each project to be tracked over time. However, since it’s a Source-to-Contract platform, it doesn’t do any automatic tracking as it doesn’t have access to historical, current, or future spend data in the procurement system, data store, or spend analysis system, and the user has to enter the historical price, negotiated price, and, on a regular basis, monthly or quarterly spend from the AP system. It requires some diligence, but seeing results quarter over quarter, if not month over month, is worth it and shows a mid-sized organization the value of a good sourcing process in the hands of an appropriately (platform-) powered Procurement team (trying to get budget and sufficient headcount to transform the buying, and savings, power of the organization).
Administration
Administration focusses on three capabilities:
- system settings
- user roles
- forms
System settings are standard system settings such as language, currency and other financial settings, finance system redirection (email or link) if a buyer wants to kick off a PO, supplier directory settings, email account (for supplier communications), and whether or not the AI feature is on or off.
Security and access in the platform is roles-based, and the buying organization, on BuyingStation acquisition, will define (or customize) the (default) user roles (of Admin, Procurement Lead, Procurement [Buyer], Legal, Operations, IT, Legal, HR, and Marketing), and lock down user access by module and permission level. One unique characteristic of the system is that if a user doesn’t have any access to a part of a platform, they are not simply locked out (often by way of a greyed-out menu item), they are restricted from even seeing an interface that would indicate its existence. Unavailable functions don’t show up on the menu or in any part of the application they access.
Dashboard
Like most modern systems, the user logs in to a summary dashboard which not only summarizes expected vs. delivered savings year to date, but also statistics on project status, supplier status, contract status, and upcoming expirations.
Summary
It captures the majority of the process the average growth-focussed (lower) mid market organization needs (closer to a 90/10 than an 80/20, and really isn’t missing that much besides the ability to view quotes (side-by-side) and evaluation matrices in the platform (vs. having to go into Excel), so we can confidently say it’s a great solution for the price (which any organization can put on a P-Card). The two other things you need to note that it’s currently missing are:
- an Open API to integrate to your Finance system (which is being developed now to support the out-of-the-box integrations they are planning for late this year/early next year that will allow you to push POs directly into your standard platform [like NetSuite] and even pull in basic invoice data) and pull in data for tracking and spend analysis (but at least this is coming at some point)
- integrated spend analysis to help you identify what you should be sourcing, but this is an easy fix too — just buy a few Spendata classic licenses for your power buyers/analysts at $699 a year (as most mid-sized organizations won’t have data sets beyond 5M records, need local installations, or other enterprise capabilities when there will just be a few users) — and since Novo-K offers spend data cleansing and initial spend cube construction and analysis, they can jump start you on the right cube to start your sourcing and spend analysis journey
Now, of course, since the full commercial release of this new platform is only a year old and since it was designed to be low cost (and help Novo-K provide you with a platform that you can eventually use yourself after they start you off on your Strategic Procurement journey), there are lots of improvements that could be made, but not many are needed for you to start seeing ridiculous value from a low-cost solution that puts a best practice process (which is the ultimate key to savings) in the hands of your Growth-Focussed Procurement team that, to date, probably only has email, Excel, and a buying guide from 20 years ago. So, if you’re a lower mid-market still running off of email and Excel alone, we would suggest you look at BuyingStation today.
* Risk Aassurance of Supply, Assessment