Exploring the Key Stages of the Procurement Cycle

The procurement cycle is a critical process for every finance team. It involves a series of steps—from identifying what is needed to choosing the right vendor. Each stage impacts your company’s budget, cash flow, and overall financial health. When managed well, the procurement cycle can save time and money. 

In this article, we will walk you through each key stage of the procurement cycle and show you how it affects your bottom line. Understanding these stages will help you make smarter, more cost-effective decisions.

What Is the Procurement Life Cycle?

The procurement cycle covers all the steps involved in buying goods or services for your business. The goal is to make this process as efficient as possible—both in terms of time and cost. A smooth procurement-to-pay cycle ensures you get what you need quickly and at a good price, helping reduce unnecessary business expenses.

But there is more to it than just saving money. A well-run procurement cycle can strengthen your relationships with customers. When you can consistently source the right products on time, you can deliver what your customers expect. Take top e-commerce companies, for example. They have built their reputation by reliably sourcing the products people want, which has helped them expand their market share.

Understanding the Key Categories of the Procurement Cycle

Companies buy many different products and services to keep their operations running smoothly. Procurement, or the process of buying these items, falls into three main procurement processes:

1. Direct Procurement

Focuses on the goods and materials directly used to make your products and help generate profit. For example, a bakery buys flour and sugar to make bread. A tech company might purchase semiconductors to create its devices. Direct procurement also includes products for resale, such as inventory in a retail store or the machinery used in production, such as printers at a publishing company.

2. Indirect Procurement

Covers the items you need to keep your business running daily, but it does not directly bring in revenue. These include office supplies, IT services, or employee training programs. While these are necessary to keep things moving, they do not directly drive sales. Managing these costs carefully is important to avoid unnecessary spending and improve overall efficiency.

3. Services Procurement

Involves buying services from outside providers. This can include hiring temporary workers for short-term projects, outsourcing customer service, or bringing in experts to help with business changes, such as upgrading software systems. Depending on the service, services procurement may overlap with both direct and indirect procurement.

7 Essential Steps in the Procurement Cycle Every Business Should Know

The procurement cycle can look different for each company, but many of the steps are the same. Some businesses can make the process quicker by working with a set group of trusted vendors. This means they do not have to go through all the steps of vendor checks or bidding every time. For example, a smartphone company that always buys parts from the same vendors can skip the process of re-checking those vendors. This helps them save time and move faster. 

Below, we will walk through 7 typical steps in the procurement cycle that successful businesses follow.

1. Identifying the Need

The procurement cycle starts when a need for a product or service is recognized. For example, if your company is growing quickly, you may need new HR software or a workforce management system to streamline hiring and applications.

The procurement team, including roles such as the procurement manager or specialist, will meet with key people in the company—such as HR leaders and hiring managers—to define the specific requirements for the purchase. They will discuss questions like:

• How many user licenses are necessary?
• What features are essential and cannot be compromised?
• How will this tool integrate with existing systems?

This process helps the procurement team gather the information needed to find the right vendors and start discussions. Sometimes, other solutions may be more suitable. For instance:

• Using an existing tool: Your company might already have software that can meet the need. For example, you could use your current project management platform to build an applicant tracking system.
• Delaying the purchase or doing nothing: If the need is not urgent or the costs of finding a solution outweigh the benefits, it might make sense to wait or leave things as they are.

2. Purchase Request and Approval

The process for requesting and approving purchases will vary depending on your company’s procurement system and other factors, such as:

• The strategic importance of the purchase
• The level of risk involved
• The spending limits set by the finance team

For example, a marketing department might have a $1,500 spending limit, allowing managers to purchase marketing materials or software tools up to that amount without needing formal approval. This helps speed up decision-making and keeps the process agile.

At the core of this stage is gaining approval from the right people in your organization. The procurement team, for instance, might need to present a detailed plan to a senior manager for final approval before moving forward.

Automated approval workflows are crucial to the procurement cycle. They help ensure your purchases align with company policies and keep everything running smoothly and efficiently.

3. RFX Creation and Execution

Once your purchase has been approved, it is time to start gathering the necessary information from potential vendors. This is done using an RFI, RFP, or RFQ, commonly grouped as RFX.

• Request for Proposal (RFP):

The RFP is the most widely used type of RFX. It outlines your specific needs and asks vendors to submit proposals based on those details. Think of it like a job posting, where you list the requirements (such as budget, expectations, and project needs), and vendors respond if they feel they are a good fit.

An RFP is best used when you are:

• Still evaluating the overall benefits of a purchase (for example, assessing what a new software system can offer beyond just solving immediate issues).
• Looking for long-term vendors who can provide more than just cost savings.
• Managing a complex or technical project where you need to compare detailed proposals from vendors.

• Request for Information (RFI):

An RFI is typically used at the early stages of the procurement process. It helps you gather data on the market and get a better understanding of potential vendors’ ability to meet your company’s needs. RFIs are ideal for learning about market conditions and the options available to you.

• Request for Quotation (RFQ):

An RFQ is often used when you need price quotes for specific products or services. Vendors respond with their best offers based on your exact requirements.

4. Evaluating and Selecting the Right Vendors

During this stage, the procurement team collects and analyzes all the data from the RFX process. They then work with key internal teams to assess each vendor’s strengths and weaknesses based on specific business needs. This evaluation is crucial, as choosing the right vendor can directly impact the company’s success.

For example, a car manufacturer may need to choose a vendor for new car parts. They would gather data on various vendors, evaluate their quality, delivery times, and costs, and then select the one that best fits their needs. In complex industries, having a thorough process ensures the best long-term results.

5. Finalizing the Contract with Your Chosen Vendor

Once you have chosen your vendor, the next step is to sort out the details and put everything in writing. This is the part where you agree on the terms that will govern your partnership.

Key points to discuss and finalize in the contract include:

• Scope of Work and Deliverables (especially if you are hiring for a service)
• Payment Schedule and deadlines
• Clear Breakdown of Costs to avoid surprises later
• Contract Duration and renewal options
• Delivery Deadlines and important milestones
• Performance Expectations and how the vendor’s success will be measured
• Support Services, like whether you will have a dedicated contact or 24/7 assistance
• Warranties and what limitations exist
• Exit Terms, including how to terminate the contract and handle disputes

The goal here is simple: you want both parties to agree on terms that benefit everyone. By clearly defining expectations upfront, you will lay the foundation for a strong, long-term relationship with your vendor.

6. Implementation and Delivery

At this stage, you will receive the products or services you have ordered and verify that everything meets your expectations. This phase is especially important when choosing the best procurement software, as several key steps need to be completed to ensure successful implementation.

• Onboarding: This is where you begin to familiarize yourself with the new system. Depending on your vendor onboarding process, it could involve self-guided tutorials, such as videos or written guides, or you might have a customer support representative walk you through the process.
• Setup: In this step, you will adjust the software to meet your specific needs. For instance, if you have just purchased a new project management tool, you might customize dashboards, task lists, and timelines to fit your team’s workflow.
• Migration: This step involves transferring data from your old systems to the new ones. For example, if you have switched to a new accounting software, you would move financial records, client data, and transaction histories into the new system.
• Integration: Most businesses will want their new tool to work seamlessly with existing systems. You will integrate the software with other tools you use, like syncing your new accounting software with your payment gateway or connecting your project management system to communication platforms like Slack.
• Training: Once all the setup steps are complete, it is time to train your team. This phase helps everyone get comfortable with the new system, ensuring they can use it effectively in their daily tasks.

7. Evaluating Vendor Performance

Evaluating vendor performance regularly is an important part of managing vendor relationships. These evaluations ensure that vendors meet the expected standards and KPIs. If any areas are found lacking, action plans can be created to address them.

In the procurement cycle, these evaluations help you measure how well your vendor is meeting the original goals. Some key questions to ask during this review include:

• Are we fully meeting our initial needs, or is there a gap?
• Have our needs changed since the start of the procurement cycle?
• Is the solution still as important as it was before?
• What areas could be improved?
• Are we still getting the best value for the price?

If the answers are positive—your needs are still met, the solution remains relevant, and pricing stays competitive—you can move back to the contract renewal stage. On the other hand, if the solution no longer works or your needs have shifted, it is time to revisit the initial procurement steps.

Best Practices to Optimize Your Procurement Cycle and Boost Efficiency

Managing the procurement cycle can be challenging, but it is essential to keep everything running smoothly. If the process is not well-managed, it can lead to delays, extra costs, and even damage relationships with key vendors. This can make it harder to meet customer demands on time. To avoid these issues, here are five best practices to optimize your procurement cycle:

1. Automate Routine Tasks

Manual procurement management can take a lot of time and is prone to mistakes. Automating tasks such as reordering, invoice payments, and getting approvals will save time, reduce errors, and help lower costs.

2. Create a Clear Process

A well-organized process is key to running an efficient procurement cycle. By mapping out each step, assigning responsibilities, and setting clear guidelines, everyone will understand their role and know what to do.

3. Promote Transparency

Transparency is crucial for managing procurement well. When all stakeholders have access to the same data and updates, they can react quickly to any issues, such as supply chain disruptions, and keep the process moving smoothly.

4. Build Strong Vendor Relationships 

The best vendor relationships are based on trust and mutual benefit. Treat your vendors as partners. When they trust you, they are more likely to provide reliable service and support, which helps your business run more smoothly.

5. Track Performance

Monitoring how well your procurement process is working is vital. Keep track of KPIs such as delivery times, vendor reliability, and cost savings. This data will help you improve the process over time and make smarter decisions.

Streamline Your Procurement-to-Payment Process with Peakflo

Is your procurement and finance team still manually entering data, approvals, and 3-way matching? With Peakflo’s procure-to-pay solution, you can speed up and improve your finance processes. Here is how Peakflo’s AI-based procurement management can make your work easier and more efficient:

1. Save Time and Boost Efficiency

• Save 1000+ Man Hours Per Month: Free up your team’s time by automating repetitive tasks and focusing on higher-value work.
• Cut Bill Pay Time by 50%: Automate manual bill data entry, approvals, payouts, and reconciliations to cut bill payment time by at least half.
• Enterprise-Grade Support and Security: Enjoy peace of mind with enterprise-level support and security features that protect your business and sensitive data.

2. Simplify Your Procurement Process

• Say Goodbye to Scattered PR and PQ Forms: You no longer need to search through different documents for your purchase requests and purchase quotes. Easily create purchase requisitions and add custom fields to fit your specific needs, making the process more organized and faster.

• Streamline Vendor Bidding with a Bidding Matrix: Easily send purchase quotes to multiple vendors in one go. The bidding matrix will automatically compare the quotes and highlight the best quote, saving you time and effort in selecting the right vendor.

• Create Purchase Orders with Ease: Generating purchase orders becomes quick and simple. The system helps you easily create orders and share all the necessary details with both your internal team and external suppliers, ensuring everyone is on the same page.

• Automate Approvals: Instead of manually approving PRs, PQs, and POs, the system can automatically handle approvals for you. This saves time, reduces errors, and ensures that the right people approve purchases without delays.

3. Improve Accounts Payable and Vendor Management

• Automatic Invoice Capture: When you receive an invoice from a vendor, Peakflo automatically scans it and captures all the important details. You do not have to type in the information manually anymore. This makes the process faster and more accurate.

• Seamless PO-to-Bill & GRN Matching: With Peakflo, you no longer need to manually check if your purchase orders, bills, and receipt notes match. The system automatically compares them for you. You just click a button, and it ensures everything is correct. This saves a lot of time and reduces mistakes.

• Easy Vendor Onboarding: This means making it simple for new suppliers to sign up and provide their details, like contact information and tax IDs, all in one place. By doing this, you can quickly check and confirm their information. This helps avoid delays and confusion so you can start working with them faster.

• Centralized Communication & Audit Trail: All communication—whether between team members or with external suppliers—can be stored in one place. Peakflo keeps track of every conversation and action, creating an easy-to-follow audit trail. This way, you can always look back and see what was discussed or decided.

• Automate Vendor Invoice Approvals: Instead of checking each invoice manually, you can set up an automatic system to approve invoices. This system follows rules based on your company’s needs. For example, it can automatically approve invoices that match the agreed price or flag ones that need further review. This speeds up the process and reduces mistakes.

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Conclusion

A smooth procurement cycle is more than just being efficient—it is about making sure everything runs without a hitch. With Peakflo AI, you can automate the whole process, from bringing new vendors on board to managing purchase orders. This frees up your team to focus less on admin tasks and more on the work that moves the needle. With real-time updates, smarter demand forecasting, and automated communications, 

Peakflo – receiver of the “Users Love Us” badge from G2,  keeps your procurement process running smoothly every step of the way. Make sure to check our G2 reviews as well to know what our customers are saying about Peakflo.
Ready to see how Peakflo can transform your procurement process? Book a demo today, and let us discuss how we can help you save time, cut costs, and work smarter—together.