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Managing spend: valuable insights and solutions

10 March 2025

Sander Veenstra, Solution Consultant | ISPnext

"Uncontrolled spend outside authorised suppliers and contracts - also known as maverick buying - can pose significant risks,’ says Sander Veenstra, Solution Consultant. ‘Think higher costs, contract breaches and quality risks. This not only makes the procurement process less efficient, but also less transparent."

In this blog, Sander shares valuable insights and practical solutions to manage spend and create more value for the entire organisation.

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The impact of uncontrolled spend

"When employees buy outside authorised channels, it undermines the benefits you have built with your suppliers," explains Sander. This leads to: 
  • Missed economies of scale: "By centralising procurement, organisations can negotiate better prices and benefit from volume discounts."
  • Reduced collaboration and innovation: "Structural relationships with suppliers provide opportunities for joint product development and improved services."
  • Limited transparency and control: "Without insight into expenditure and supplier performance, it becomes more difficult to make strategic decisions."
  • Internal inefficiency and distraction from core activities: "When procurement is fragmented, it leads to additional administrative burdens and fragmented responsibilities internally. Streamlining procurement allows employees to focus on their core business and creates more synergy within the organisation."

Business Spend Management

By following a structured Business Spend Management (BSM) process, procurement stays within guidelines and costs are controlled. Below, Sander shares some effective approaches. 
  • Embed BSM in strategy: "Make sure Business Spend Management (BSM) is aligned with the organisation's mission and vision. Procurement and the finance department play a crucial role in compliance."
  • Work with stakeholders: "Involve departments in the procurement process, identify bottlenecks and ensure use of authorised suppliers. This starts with management: when they breathe and propagate the importance of controlled procurement, it can be effectively implemented throughout the organisation."
  • Standardise processes and monitor KPIs: "Think process-oriented, eliminate silos and measure contract compliance, order invoice links and spend by category."
  • Implement effectively and automate: "Start with strategic suppliers, integrate webshop links and XML invoicing for quick impact and control of procurement spend."
Sander Veenstra
"Structuring procurement processes properly and making the best use of data enables more efficient operations and reduces risks."

- Sander Veenstra, Solution Consultant | ISPnext

A streamlined approach for greater control

"Structuring procurement processes properly and making the best use of data enables more efficient operations and reduces risks," advises Sander. "Applying smart technology and clear guidelines helps to get a grip on the procurement process, without losing flexibility within the organisation."

"By focusing on collaboration and transparency, all stakeholders can benefit from a streamlined process that contributes to cost savings and long-term value creation," he adds.

It starts with strategy and insight

"Managing uncontrolled spend starts with a strategic approach and insight," concludes Sander. "By deploying the right processes and solutions, organisations can control costs and risks while working towards sustainable and efficient procurement strategies."

Want to receive more valuable insights on how to optimise procurement processes? Then get in touch or download the whitepaper. 

Procurement in 5 steps

Download the white paper Procurement in 5 steps and find out how you can easily optimise your procurement processes. Learn practical steps to save costs, increase efficiency and strengthen your procurement strategy. Start improving now!
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Sander Veenstra

About the author

Sander Veenstra

Solution Consultant

Sander Veenstra is an experienced professional with more than 10 years of industry experience as a Solution Consultant . Sander manages the product management of the Procurement solution and specialises in optimising business processes using innovative software solutions. He works closely with customers to analyse challenges and realise solutions that make an impact. His expertise is in the areas of Rebate Management, AP Automation and Procurement.

FAQ

Did you already know this?

Uncontrolled procurement can lead to financial inefficiencies, quality problems and legal risks, such as breach of contract or failure to meet compliance requirements.
Common signs are unexpected invoices, fragmented procurement channels, discrepancies in contract agreements and a lack of oversight in spending.
Software for procurement and spend analytics helps centralise procurement, monitor spending and enforce compliance.
Make the official procurement process user-friendly, clearly communicate the benefits and ensure management support.

Is your question not answered? Get in touch