Procurement transformation – The guide to streamline your procurement

Companies are seeking better control of their Procurement, healthy collaboration with their suppliers and improved operational efficiency. At the same time, it has never been easier to implement Procurement software, regardless of size. New solutions have emerged, offering flexibility, user-friendliness and customer-friendly pricing, even for SMEs without an IT team. Procurement transformation is now at the heart of the competitiveness strategy of organizations large and small.

Procurement transformation is therefore a powerful lever for optimization, enabling us to cut costs, improve quality and gain greater control and visibility.

In this article, we present the theory behind Procurement transformation, the reasons for transformation, best practices and market trends such as the use of Lapala Procurement software.

What is Procurement Transformation?

Procurement transformation is the strategic process of digitizing and automating a company’s Procurement activities. This transformation has an impact on methods, tools, supplier relations and budget consumption monitoring.

The decision to transform Procurement is usually taken when the company has reached saturation point with manual processes and lost productivity in data entry, information retrieval, monitoring and control of operations. When verbal exchanges, e-mails, paper forms or Excel spreadsheets have had their day. When there are too many bottlenecks due to duplication, forgotten approvals, lack of communication…

This transformation mainly involves the adoption of Procurement software, which enables greater efficiency, traceability and collaboration for employees, managers and suppliers.

What’s more, these new solutions naturally enhance monitoring and control, which managers and directors particularly appreciate. In real time, they have access to financial and operational indicators, enabling them to make the right decisions.

Why is Procurement Transformation important?

The keys of Procurement Transformation

Key Procurement transformation challenges and solutions

1. Silos and communication problems
   Procurement activities are linked to finance, production, logistics, legal… Without fluid communication, it’s impossible to align objectives. A centralized Procurement platform like lapala can break down these silos and share information in real time.
2. System complexity and integration
   Procurement departments sometimes use several tools (ERP, accounting software, Excel spreadsheets, supplier databases, etc.). Linking these tools is often complex and costly. A real integration plan must be anticipated right from the start of the transformation.
3. Lack of internal leadership and sponsorship
   To succeed, a transformation project needs a sponsor at management level, capable of taking the project forward, allocating resources and enforcing decisions in the event of internal reluctance.

Steps to a successful transformation

Here’s a framework for transforming Procurement:

1. Diagnosis and strategy definition
   • Audit of existing processes
   • Identify sticking points: deadlines, costs, internal dissatisfaction, order errors, lack of traceability, etc.
   • Definition of measurable objectives (operational and financial KPIs).
   • Selection of an internal sponsor and creation of a project team.
2. Procurement software selection and implementation
   • Compare Procurement software editors
   • Make connections with existing IS: ERP, financial software, logistics systems.
   • Set up guided Procurement experience and approval workflows according to internal policy.
   • Find the complete comparison of Procurement software by reading this article: the 9 best Procurement solutions for 2025
3. Supporting change
   • Organize training or awareness-raising sessions for teams. Some modern, user-friendly Procurement software requires virtually no training.
   • Communicate on the expected benefits (efficiency, comfort at work, time savings, etc.) and address fears.
4. Manage performance and make continuous adjustments
   • Set up accessible dashboards to monitor gains made.
   • Manage iterations: if a point in the process fails to meet objectives, correct it immediately. Thanks to modern no-code software, this phase can be completed very quickly.
   • Regularly audit the supply chain to identify new levers.

Find all the best practices for procurement management by reading this article: 11 Procurement Best Practices in 2025.

Current trends in Procurement transformation

A “User Experience” oriented approach
Management is now looking for simple, intuitive solutions for internal users. An employee making a one-off purchase request should not find himself lost in overly complex software. Simplifying the experience and automating the sequence of tasks (workflow) are therefore crucial.

Focus on sustainability
CSR (Corporate Social Responsibility) is becoming a central criterion for selecting and working with suppliers. Buyers are no longer just looking for the best price, but also a positive impact on society and the environment.

Artificial Intelligence (AI) and Data Analytics
Some software is already capable of detecting anomalies in purchase requisitions, forecasting changes in raw material prices or suggesting areas for optimization. AI also facilitates the processing of large volumes of data (invoices, order histories, etc.) and improves the accuracy of forecasts.

Collaboration and ecosystem
Transformation no longer focuses on the company alone, but on the ecosystem in which it operates: suppliers, subcontractors, partners, customers. Collaborative tools and cloud-based platforms facilitate this real-time exchange of data.

The advantages of using Procurement software like Lapala

In the ecosystem of software solutions, a tool like Lapala stands out for digitizing the Procurement process from start to finish, and automating it without having to mobilize significant technical resources.

1. From requisition to invoice, a seamless process

• Centralize purchase requisitions: Lapala offers an online form, directly connected to your ERP or financial software, avoiding the proliferation of e-mails and scattered Excel files.
• Automate approval circuits: depending on the amount or category of purchase, the workflow automatically calls on a manager, director or Procurement manager. Approvals are traced, and data consolidated effortlessly.
• Managing the order life cycle: Once validated, the request becomes a purchase order. Lapala automatically sends the order to the supplier, arranges the documents (quotation, contract, receipt), and updates the ERP. The Lapala process also includes management of receipt, order verification and invoice payment.

2. Budget control and real-time performance

• Customized dashboards: Directors and managers can monitor expenses live, identify where the biggest cost-cutting levers lie, and spot potential risks (budget overruns, order anomalies).
• Automated notifications and alerts: With Lapala, it’s the right task, at the right time, for the right person, without unnecessary clicks.
• Cross-analysis: On the platform, Procurement, Invoicing and Accounting data can be used to assess the profitability of each supplier or expense category.

3. Compliance and traceability

• Clear audit trail: every request, every validation step, every attachment is logged. No more chasing e-mails and paper signatures.
• Reducing the risk of fraud: The configurable validation circuit avoids abuses (an employee placing an order without authorization). Total traceability limits the risk of fictitious invoices.

4. Zero Code scalability

• Adaptation to the specific needs of each company: Unlike solutions that are too rigid, Lapala offers a no-code approach. Fields, steps and validation rules can be created, modified or deleted in just a few clicks, without the need for an external IT department.
• Fast ROI: Set-up is quick. Training is light because the interface is intuitive. Teams adopt the tool more easily, since it’s designed for them, not the other way around.

5. Impact on teams

• Refocusing on added value: Teams no longer re-enter data into Excel or ERP, but concentrate on value-added tasks.
• Reinforced collaboration and a healthy climate: departments can submit their requirements, monitor progress in real time, comment on or report problems. No more frustrations.
• Strategic alignment: Executives and managers can compare operational performance (on-time delivery, quality) and financial performance (cost, margin) in real time. This makes it easier to make decisions and adapt strategy.

Conclusion – Procurement transformation

Digitalization is playing a key role in the transformation of Procurement. Procure-to-Pay solutions, analytics and AI are all differentiating factors. The adoption of these solutions is helping to increase visibility, secure operations and drastically reduce lead times.

Technological innovation also needs to be considered from a global perspective. By digitizing and automating part of the end-to-end Procurement process (purchase requisitions, purchase orders, invoices, payments), we can streamline the entire value-creation chain, right through to the end customer.

With Procurement software like Lapala, even SMEs can quickly benefit from a high degree of digital maturity without heavy investment in technical resources. Teams can easily make the tool their own, workflows can be tailor-made, and Procurement governance is greatly improved.