How to Implement Procurement Solutions: Costs and Timelines

Jan 5, 2023 | Procurement tools and solutions

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Jan 5, 20234 min read

Implementing a procurement solution can be an expensive undertaking but with proper planning and preparation, businesses can reduce the costs and maximize their return on investment. The implementation timeline for a procurement system can take anywhere from three months to a year, depending on the size and complexity of the organization, the number of users who need to be onboarded, and the customization and integration required.

Procurement implementation costs and timelines are important considerations for any organization looking to purchase and implement a procurement system. Knowing the estimated timeframe for implementation, the steps to take in advance, the risk factors to be aware of, and the ways in which the process can be streamlined to reduce costs are all vital to ensuring a successful transition. In this article, we will review each element so you can make a well-informed decision on your new procurement system. 

Total costs of implementing a procurement solution 

Implementing a procurement solution can be an expensive undertaking, both in terms of the up-front costs and the long-term costs associated with the project. However, with careful planning, businesses can reduce their total costs and maximize their return on investment. In this article, we'll look at different ways to evaluate the cost of a procurement solution and the cost savings opportunities associated with it.  

Estimating the Cost of a Procurement Solution 

As with any major business decision, it is essential to understand the true cost of a proposed procurement solution before making an investment. This means taking into account both the initial purchase price of the solution as well as any additional costs associated with its implementation or use. 

When calculating the total cost of a procurement solution, businesses should consider the cost of software, hardware, and any external services they may require to make it operational. In addition, businesses should also consider any associated training costs, user on-boarding fees, and any fees related to system maintenance or upgrades. 

Users can onboard themselves and their teams onto FactWise instantly and rest assured that there are no additional or hidden costs. Since our procurement software is cloud-based, there are no hardware or implementation costs, and you can add unlimited users and suppliers at no additional cost. With FactWise Source-to-Pay, you pay only for what you use, basis the subscription plan you choose for your organization.  

Estimating the Timeframe for Procurement System Implementation 

Estimating a timeline for implementing a procurement system is essential for budgeting and planning purposes. Depending on the complexity of the implementation and the size of the organization, implementation times can vary. Generally, implementation of a procurement system can take from three months to a year. To give yourself the most accurate time frame, consult with the vendor or a professional services firm to get an estimate. FactWise is built for self-serve and implements instantly! You can start using the system with your data immediately, potentially integrate with your ERP using our pre-built connectors or Open APIs or contact us and we can make seamless integrations with any third-party system in under a month. This means you see a near-instant value generation, and can receive a significant ROI within the same financial year. 

When estimating the timeline for implementation, it is important to consider the following factors: 

  • The size and complexity of the organization 
  • The number of users who will be onboarded 
  • The number of modules that need to be implemented 
  • Customization needed for the system 
  • Integration with existing systems and processes 

It is also important to factor in the time needed for training users and testing the system before it goes live. This will ensure that all users are comfortable with the system and that the system is running smoothly. FactWise features an extremely easy-to-adopt and intuitive interface that does not require lengthy trainings as well as a comprehensive Help section which empowers teams to generate value from the system quickly without having to depend on Customer Support. 

In addition, it is important to consider the resources needed to implement the system. This includes the personnel needed to manage the project, the hardware and software needed to run the system, and the budget needed to cover the costs of implementation. Having a clear understanding of the resources needed will help you accurately estimate the timeline for implementation. 

Steps to Take Before Implementing a Procurement Solution 

Before you begin implementing your procurement system, there are several steps you should take in order to prepare. These steps will help ensure that the implementation process goes smoothly and that the system is set up for success. 

The first step is to create a project team. This team should include key stakeholders from each department that will be impacted by the system. This team should be responsible for developing an implementation plan and ensuring that each step of the process is completed successfully. 

Another important step is to create a detailed requirements document. This document should include all of the requirements for the system, such as what modules need to be implemented, what integration is needed, what customizations are needed, and any other specifics that must be included. Having a clear requirements document will help ensure that the vendor or services firm can provide an accurate estimate for implementation. 

Finally, it is important to create a budget for the project. This budget should include the cost of implementation, any customization or integration required, training, and any other related costs. Having a firm budget in place before beginning implementation will help ensure that you stay within your allotted resources. 

It is also important to consider the timeline for the project. This timeline should include the estimated time for each step of the implementation process, as well as any milestones that need to be met. Having a timeline in place will help ensure that the project is completed on time and within budget. 

Streamlining the Procurement Process to Reduce Costs 

Implementing a procurement system can help streamline the procurement process and reduce costs. By automating certain tasks such as creating purchase orders, tracking orders, and reconciling invoices, organizations can save time and money. Additionally, by having access to real-time data, organizations can make better decisions faster and improve their visibility into the supply chain. 

Other ways organizations can streamline their procurement process include implementing strategic sourcing techniques, utilizing e-procurement tools such as online auctions or reverse auctions, leveraging software such as vendor management systems, and leveraging analytics tools to gain insight into supplier performance. 

In conclusion, understanding procurement implementation costs and timeline is essential for any organization looking to purchase and implement a procurement system. Establishing a timeline for implementation, taking steps in advance to prepare for implementation, mitigating risk factors through user training and preparation, and streamlining the process to reduce costs are all vital components in ensuring a successful transition. 

It is also important to consider the long-term benefits of a procurement system. By streamlining the procurement process, organizations can reduce costs, improve efficiency, and gain better visibility into the supply chain. Additionally, organizations can gain access to real-time data, allowing them to make better decisions faster and improve their overall performance. 

FactWise is committed to ensuring an extremely quick time to value for customers, delighting users, and generating sustainable positive impact for the organizations we serve. With freemium and usage-based subscription plans, Open APIs for swift deployments and seamless integrations, and no hidden implementation costs, FactWise is the procurement solution of choice for global product manufacturing companies.  

About the Author

Stawan is the founder and CEO of FactWise. Before founding FactWise, Stawan was the NA TMT-Procurement Leader at McKinsey. Passionate about procurement, Stawan has 15 years’ experience in enabling clients of all sizes to achieve business impact via procurement.


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