Designing and Implementing a Sourcing Strategy: Balancing Service, Reliability, Quality, Responsiveness and Cost

For many organisations, sourcing strategy has historically been treated as a procurement exercise—something revisited every few years when contracts expire or budgets come under pressure. The focus has often been on reducing unit rates, aggregating spend, and extracting savings through negotiation.

That approach is increasingly misaligned with the realities of modern supply chains.

Across Australia and New Zealand, organisations are operating in environments defined by uncertainty: global supply volatility, labour shortages, infrastructure constraints, climate impacts, regulatory scrutiny, and rising service expectations from customers and communities. In this context, sourcing decisions made purely on cost often create unintended consequences—service failures, supply interruptions, quality degradation, and over-reliance on fragile supplier relationships.

A contemporary sourcing strategy must do more. It must deliberately balance service, reliability, quality, responsiveness, and cost, while aligning with broader business objectives and risk appetite. It must also recognise that, in some markets, achieving this balance requires proactive investment in suppliers, supply chains, or even internal capabilities to ensure resilience and competitive tension over the long term.

This article explores how organisations can design and implement sourcing strategies that deliver sustainable value rather than short-term savings. It also outlines how Trace Consultants supports organisations across Australia and New Zealand to move beyond transactional sourcing and build robust, future-ready sourcing strategies.

Why Sourcing Strategy Has Become a Strategic Priority

Sourcing decisions shape far more than procurement outcomes. They influence operational performance, customer experience, risk exposure, and organisational agility.

When sourcing strategies are poorly designed, the impacts are felt well beyond procurement teams. Operations struggle with unreliable supply. Frontline teams compensate for service failures. Working capital increases as buffers are added to manage risk. Leadership teams find themselves responding reactively to issues that could have been avoided through better sourcing design.

Conversely, organisations that approach sourcing strategically are better positioned to absorb shocks, respond to demand volatility, and adapt as markets change. They understand that sourcing is not just about who they buy from, but how supply ecosystems are structured and governed.

In many sectors—retail, manufacturing, healthcare, infrastructure, energy, resources, and services—this shift is already underway. Sourcing is increasingly viewed as a lever for resilience and performance, not just cost reduction.

The Five Dimensions of an Effective Sourcing Strategy

At the core of a strong sourcing strategy is the deliberate balancing of five interconnected dimensions. Optimising one at the expense of the others almost always creates risk.

1. Service

Service refers to the supplier’s ability to meet operational requirements consistently. This may include on-time delivery, completeness of supply, responsiveness to issues, and alignment with operational rhythms.

High service performance is particularly critical in environments where downstream operations are time-sensitive or customer-facing. In these contexts, sourcing strategies that prioritise low cost without adequate service safeguards often shift cost elsewhere in the organisation through rework, expediting, or lost revenue.

2. Reliability

Reliability is about consistency over time. It reflects the supplier’s ability to perform not just when conditions are stable, but when they are disrupted.

Reliable supply is shaped by factors such as financial stability, capacity management, geographic footprint, workforce resilience, and exposure to upstream risks. A sourcing strategy that relies heavily on a single, low-cost supplier may appear efficient until disruption occurs—and then the cost of failure becomes apparent.

3. Quality

Quality extends beyond product specifications or service outputs. It includes compliance, safety, process discipline, and the ability to meet regulatory and organisational standards.

In many industries, quality failures carry significant downstream consequences—operational shutdowns, safety incidents, reputational damage, or regulatory intervention. Sourcing strategies must therefore account for the true cost of poor quality, not just headline pricing.

4. Responsiveness

Responsiveness reflects how quickly suppliers can adapt to change—volume fluctuations, specification changes, demand surges, or unforeseen events.

As markets become more volatile, responsiveness has become a differentiator. Sourcing strategies that prioritise rigid, lowest-cost supply often struggle to flex, forcing organisations to absorb volatility internally.

5. Cost

Cost remains a critical dimension, but it must be considered holistically. Total cost of ownership—including inventory, risk buffers, management overhead, and disruption costs—often tells a very different story from unit price alone.

Leading organisations design sourcing strategies that optimise total cost while preserving service, reliability, quality, and responsiveness.

Moving Beyond Single-Supplier Thinking

One of the most common sourcing risks observed across Australian and New Zealand organisations is over-reliance on single suppliers. In some cases, this is the result of deliberate consolidation strategies aimed at leveraging scale. In others, it emerges organically as organisations default to incumbent relationships over time.

While single-supplier models can deliver efficiencies in stable markets, they introduce significant risk when conditions change. Loss of competitive tension, limited leverage, and exposure to supplier-specific disruptions are common consequences.

As a result, many organisations are revisiting multi-supplier and dual-supplier strategies as part of their broader sourcing approach.

Designing Effective Dual-Supplier Strategies

A two-supplier (or dual-source) strategy is often positioned as a way to reduce risk and maintain competitive tension. However, simply appointing two suppliers is rarely sufficient on its own.

An effective dual-supplier strategy requires deliberate design across several dimensions.

Ensuring Both Suppliers Are Viable at Scale

A common pitfall in dual-sourcing is allocating the majority of volume to one supplier and a token share to the second. Over time, the secondary supplier becomes commercially unviable, loses capability, or deprioritises the relationship—undermining the intent of the strategy.

Sustainable dual-supplier models typically require sufficient volume allocation to ensure both suppliers can invest, maintain capability, and remain competitive.

Balancing Domestic and Global Supply

In some categories, particularly those exposed to global volatility, organisations adopt a hybrid model—pairing a global supplier with a domestic or regional supplier.

While global suppliers may offer cost advantages, domestic suppliers often provide faster response times, greater visibility, and reduced exposure to international disruption. The balance between the two is a strategic choice that should reflect risk appetite, service requirements, and demand variability.

Investing in Supplier Capability

In specialised or constrained markets, viable second suppliers may not exist at the outset. In these cases, organisations may need to invest in developing supplier capability—through volume commitments, co-investment, process standardisation, or technical support.

While this requires upfront effort, it can pay dividends over time by creating genuine competition and resilience where none previously existed.

Designing Clear Allocation and Switching Rules

Dual-supplier strategies are most effective when allocation logic is explicit. This may include defined volume splits, performance-based allocation, or surge capacity arrangements.

Clear rules reduce ambiguity, maintain discipline, and enable faster response when conditions change.

When Supply Chains Need to Be Built or Strengthened

In some markets, particularly specialised or capital-intensive categories, organisations cannot rely on existing supplier ecosystems to deliver the balance of service, reliability, and cost they require.

In these situations, sourcing strategy extends beyond supplier selection into supply chain enablement.

This may include:

• Supporting suppliers to expand capacity or geographic coverage
• Standardising specifications to lower barriers to entry
• Aggregating demand across business units to improve commercial viability
• Investing in shared infrastructure or systems
• Providing longer-term commitments to enable supplier investment

While these approaches move beyond traditional procurement boundaries, they are increasingly necessary in markets where supply concentration or capability gaps exist.

Organisations that take a long-term view of sourcing recognise that competitive supply chains do not always exist by default—they often need to be deliberately shaped.

Assessing When Vertical Integration Makes Sense

In some cases, organisations consider vertical integration as an alternative to external sourcing. This may involve bringing manufacturing, logistics, maintenance, or service delivery in-house.

Vertical integration is not inherently good or bad—it is a strategic decision that must be assessed objectively.

When Vertical Integration May Be Appropriate

Vertical integration can make sense when:

• Supply markets are highly concentrated or unreliable
• Quality or safety risks are unacceptable
• The capability is strategically critical to the organisation
• Long-term demand is stable and predictable
• The organisation can achieve scale and efficiency internally

In these scenarios, internalising capability may reduce risk, improve control, and deliver long-term value.

When Vertical Integration Introduces Risk

Conversely, vertical integration can increase risk when:

• Demand is volatile or uncertain
• The capability requires ongoing innovation that the organisation cannot sustain
• Fixed costs reduce flexibility
• Internal operations become insulated from market discipline

Many organisations underestimate the complexity and cost of managing vertically integrated operations, particularly over time.

Hybrid Models and Strategic Optionality

Increasingly, organisations are adopting hybrid models—retaining some internal capability while continuing to source externally. This can preserve optionality, maintain market intelligence, and provide a hedge against disruption.

The key is to evaluate vertical integration decisions with the same rigour applied to external sourcing, grounded in data rather than intuition.

Governance, Contracts and Operating Models Matter

Even the best-designed sourcing strategy can fail if governance and operating models are weak.

Clear accountability, performance management, and escalation mechanisms are essential to balancing service, reliability, quality, responsiveness, and cost over time.

Effective sourcing governance typically includes:

• Clearly defined service levels and performance metrics
• Regular performance and risk reviews
• Transparent issue resolution processes
• Commercial mechanisms that reward performance and manage downside risk
• Alignment between procurement, operations, and finance

Sourcing strategy is not a one-off event. It is an ongoing discipline that requires active management.

Common Pitfalls in Sourcing Strategy Design

Across many organisations, similar challenges emerge repeatedly:

• Over-weighting cost at the expense of service and reliability
• Underestimating the effort required to sustain dual-supplier models
• Failing to invest in supplier capability where markets are constrained
• Allowing sourcing decisions to be driven by short-term budget cycles
• Treating sourcing as a procurement issue rather than a business decision

Avoiding these pitfalls requires a structured, cross-functional approach.

How Trace Consultants Can Help

Trace Consultants supports organisations across Australia and New Zealand to design and implement sourcing strategies that deliver balanced, sustainable outcomes.

Our approach is grounded in objectivity, data, and operational reality. We work alongside executive teams, procurement leaders, and operational stakeholders to ensure sourcing strategies align with how the business actually operates—not just how contracts are written.

Our Support Typically Includes:

• Sourcing strategy development aligned to business objectives and risk appetite
• Category and market analysis to understand supplier dynamics and constraints
• Design of dual-supplier and multi-supplier strategies
• Assessment of domestic versus global sourcing trade-offs
• Evaluation of vertical integration and hybrid operating models
• Development of supplier investment and enablement strategies
• Design of governance, performance management, and operating models
• Support through implementation and transition

Importantly, we are independent and solution-agnostic. Our focus is on helping organisations make informed decisions that balance service, reliability, quality, responsiveness, and cost—both now and into the future.

Final Thoughts

Designing and implementing an effective sourcing strategy is no longer about choosing the cheapest supplier. It is about making deliberate trade-offs, understanding risk, and shaping supply ecosystems that support long-term performance.

For organisations across Australia and New Zealand, the challenge is not whether to balance service, reliability, quality, responsiveness, and cost—but how to do so in a way that aligns with their unique operating context.

Those that invest in thoughtful, well-governed sourcing strategies will be better positioned to navigate uncertainty, maintain competitive tension, and deliver sustainable value over time.

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Education Supply Chains – Schools, TAFEs and Universities

When people think about supply chains, education is rarely the first sector that comes to mind. Manufacturing, retail, healthcare and logistics tend to dominate the conversation. Yet across Australia and New Zealand, education systems rely on large, complex, and often fragmented supply chains to operate every day.

From early learning centres and schools through to TAFEs and universities, education supply chains underpin:

• Teaching and learning environments
• Student accommodation and campus services
• Research laboratories and workshops
• Catering, cleaning and facilities management
• IT, digital learning platforms and equipment
• Capital works and asset maintenance

When these supply chains perform well, they are largely invisible. When they fail, the impact is immediate and highly visible — disrupted classes, unsafe facilities, unavailable learning resources, frustrated staff, and dissatisfied students.

As education providers face rising costs, constrained funding, workforce shortages, sustainability expectations and growing student demand, supply chain performance has become a strategic enabler, not just an operational necessity.

Why education supply chains are uniquely complex

Education supply chains differ from traditional commercial supply chains in several important ways.

Diverse demand profiles

Education institutions serve a wide range of demand types, often simultaneously:

• Daily consumables for classrooms and campuses
• Specialist equipment for science, technology, engineering and trades
• Research materials with strict handling requirements
• Food and beverage for students, staff and events
• Maintenance materials for ageing assets and infrastructure

This diversity makes standardisation difficult and increases coordination complexity.

Highly decentralised operating models

Many education systems operate across:

• Multiple campuses or schools
• Regional and remote locations
• Semi-autonomous faculties, departments or institutes

Procurement, inventory management and logistics decisions are often made locally, leading to duplication, inconsistency and limited visibility.

Service-critical outcomes

Unlike many commercial settings, education supply chains directly support:

• Student safety and wellbeing
• Learning continuity
• Research integrity
• Regulatory and accreditation requirements

The tolerance for disruption is low, even when budgets are tight.

The hidden cost of under-designed education supply chains

Because education supply chains have evolved organically over time, inefficiencies are often embedded and accepted as “just the way things work”.

Common symptoms include:

• Multiple suppliers providing the same products at different prices
• Limited visibility of spend across schools or campuses
• Overstocking of some items and shortages of others
• High reliance on urgent or reactive purchasing
• Inconsistent service levels across locations
• Poor coordination between procurement, facilities and operations

Individually, these issues may appear minor. Collectively, they drive significant cost, risk and frustration.

Schools: balancing cost, consistency and local flexibility

School supply chains are often constrained by:

• Tight funding models
• High administrative workloads
• Limited specialist procurement capability
• Strong need for local autonomy

Schools must source everything from classroom supplies and furniture to IT equipment, cleaning services and maintenance support.

Key challenges include:

• Price variability across schools for identical items
• Limited leverage with suppliers
• Administrative burden on teaching and leadership staff
• Inconsistent safety and quality standards

Improving school supply chains is rarely about centralising everything. Instead, it is about creating simple, consistent frameworks that reduce effort while preserving flexibility where it matters.

TAFEs: managing technical, trade and industry-aligned supply chains

TAFEs face a different set of challenges driven by the nature of vocational education.

Their supply chains must support:

• Workshops and trade training environments
• Industry-standard equipment and tooling
• Consumables with variable demand
• Compliance with safety and regulatory standards
• Strong alignment with industry partners

TAFEs often manage high-value assets and specialised inventory, with demand fluctuating based on enrolments and course schedules.

Without structured supply chain planning, this can lead to:

• Idle or under-utilised equipment
• Expensive last-minute procurement
• Safety risks from inconsistent maintenance
• Difficulty aligning spend with training outcomes

Universities: scale, complexity and competing priorities

Universities operate some of the most complex education supply chains in the region.

They manage:

• Large multi-campus estates
• Research facilities with specialised requirements
• Residential colleges and accommodation
• Food, retail and event operations
• Significant capital works programs

At the same time, universities face:

• Funding pressure
• International competition
• Increasing regulatory scrutiny
• Sustainability commitments
• Student expectations shaped by commercial service standards

In many institutions, supply chain maturity has not kept pace with organisational complexity, resulting in fragmented systems and inconsistent performance.

Procurement in education: beyond price

Procurement plays a central role in education supply chains, but its effectiveness is often constrained by legacy models.

Common challenges include:

• Category strategies that are outdated or incomplete
• Limited spend visibility across institutions
• Contracts that are difficult to govern locally
• Focus on price rather than total cost and service outcomes

Effective procurement in education must balance:

• Cost efficiency
• Service reliability
• Safety and compliance
• Supplier capability
• Sustainability and social outcomes

This requires procurement to be closely integrated with operational realities, not operating in isolation.

Inventory and materials management: the quiet problem

Inventory is one of the least visible — yet most costly — elements of education supply chains.

Examples include:

• Teaching materials stored across classrooms and campuses
• Spare parts for facilities and equipment
• Laboratory consumables
• IT peripherals and devices

Without structured inventory management, organisations experience:

• Overstocking “just in case”
• Stock expiring or becoming obsolete
• Inconsistent availability
• Time wasted searching for items

Improving inventory management is often a quick win, but it requires clear ownership, simple processes and fit-for-purpose tools.

Logistics, warehousing and internal distribution

Education supply chains are not just about buying goods — they are about moving them to the right place at the right time.

Challenges often include:

• Campuses not designed for efficient goods movement
• Congested loading docks
• Limited coordination between suppliers and facilities teams
• Safety risks associated with ad hoc deliveries

As institutions grow and densify, internal logistics becomes increasingly important to service quality and safety.

Facilities, assets and maintenance supply chains

Education providers are asset-intensive organisations.

They manage:

• Buildings of varying age and condition
• Mechanical, electrical and safety systems
• Teaching and research equipment

Maintenance supply chains are often reactive, driven by:

• Incomplete asset registers
• Poor demand forecasting for parts and services
• Limited integration between facilities and procurement

This drives higher cost and increased risk, particularly for critical infrastructure.

Sustainability and education supply chains

Schools, TAFEs and universities are under growing pressure to demonstrate leadership in sustainability.

Supply chains play a major role in:

• Carbon emissions
• Waste generation
• Ethical sourcing
• Circular economy initiatives

However, sustainability goals often struggle to translate into day-to-day procurement and logistics decisions.

Improving supply chain design can enable:

• Reduced transport emissions
• Better waste segregation and recycling
• Longer asset life
• More responsible supplier practices

Data, systems and visibility

One of the biggest barriers to improving education supply chains is lack of visibility.

Common issues include:

• Spend data spread across multiple systems
• Inconsistent item and supplier master data
• Limited reporting capability
• Manual workarounds filling system gaps

Without reliable data, leaders struggle to prioritise improvement efforts or measure progress.

Governance and operating models

Education supply chains are often governed through a mix of:

• Central policies
• Local practices
• Informal workarounds

This can create confusion around:

• Decision rights
• Accountability
• Standardisation vs autonomy

Clear operating models help institutions strike the right balance between control and flexibility.

What good looks like in education supply chains

High-performing education supply chains share several characteristics:

• Clear visibility of spend, inventory and assets
• Simple, standardised processes where scale matters
• Flexibility where local context requires it
• Strong alignment between procurement and operations
• Practical use of data to inform decisions
• Governance that enables, not constrains

Importantly, they are designed around the realities of education, not imported wholesale from commercial sectors.

How Trace Consultants can help

Trace Consultants works with schools, TAFEs and universities across Australia and New Zealand to design and improve education supply chains in practical, achievable ways.

Our support typically includes:

• End-to-end supply chain reviews across education environments
• Procurement strategy and category management support
• Spend analysis and cost-out programs
• Inventory and materials management design
• Logistics, warehousing and internal distribution reviews
• Asset and maintenance supply chain optimisation
• Operating model and governance design
• Technology and data enablement support

We focus on solutions that work within education funding, workforce and governance constraints, delivering measurable improvements without unnecessary complexity.

Final reflections

Education supply chains may not be as visible as those in retail or manufacturing, but their impact is just as significant.

When supply chains are poorly designed, educators and administrators spend time solving operational problems instead of focusing on students and learning outcomes. When they are designed well, they quietly enable safer environments, better service, and more effective use of limited funding.

As education systems across Australia and New Zealand face increasing pressure to do more with less, supply chain capability will play a critical role in sustainability and performance.

The opportunity is not to make education operate like a factory or a retailer, but to apply the right supply chain principles — thoughtfully, pragmatically, and in service of education’s core mission.

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Procure to Pay Systems – From Business Case to Selection and Implementation

Across Australia and New Zealand, Procure to Pay (P2P) systems are increasingly seen as a cornerstone of modern finance and procurement operating models. When implemented well, they provide visibility over spend, enforce governance, streamline workflows, and reduce the administrative burden on teams. When implemented poorly, they can become expensive systems that frustrate users, slow down purchasing, and sit alongside spreadsheets and workarounds.

The challenge is not a lack of technology. The P2P market is crowded with solutions promising automation, compliance, analytics and control. The challenge lies in making the right decisions at the right time – starting with a clear business case, followed by disciplined system selection, and culminating in a well-governed implementation that genuinely changes how the organisation operates.

This article provides a practical, end-to-end perspective on Procure to Pay systems: what they are, why organisations invest in them, where programs typically fail, and how to approach business case development, selection and implementation in a way that delivers lasting value.

What is Procure to Pay – and why does it matter?

Procure to Pay refers to the end-to-end process that governs how organisations request, approve, purchase, receive, and pay for goods and services. In its simplest form, it spans:

• Requisitioning and approvals
• Purchase order creation and management
• Goods and service receipt
• Invoice processing and matching
• Payment and financial posting
• Reporting and compliance

In many organisations, these steps are fragmented across emails, spreadsheets, shared inboxes, finance systems and manual controls. This fragmentation creates risk, inefficiency and a lack of transparency over spend.

A well-designed P2P system provides a single workflow and system of record that connects procurement policy, supplier catalogues, approvals, invoicing and payment into one controlled process.

For CFOs, it improves visibility and financial control.
For procurement leaders, it supports compliance and category management.
For operational teams, it simplifies how they request and receive what they need.

The value is not just transactional efficiency – it is better decision-making across the organisation.

Why organisations invest in Procure to Pay systems

While each organisation has its own drivers, common motivations for investing in P2P systems include:

• Lack of visibility over spend, particularly indirect and services spend
• Poor compliance with procurement policies and preferred suppliers
• Manual invoice processing driving cost, delays and errors
• Limited ability to enforce approvals and delegations
• Supplier dissatisfaction due to late or inconsistent payment
• Audit findings related to controls and segregation of duties
• Pressure to reduce operating costs without cutting service

Increasingly, P2P systems are also seen as an enabler for broader transformation – supporting strategic procurement, better contract management, and more robust ESG and compliance reporting.

The reality: why many P2P programs underdeliver

Despite the clear value proposition, many Procure to Pay implementations fail to deliver their promised benefits. In some cases, organisations end up with a system that technically works, but is poorly adopted, heavily customised, or bypassed entirely.

Common causes include:

Weak or generic business cases

Business cases that focus purely on licence costs and high-level efficiency assumptions often fail to build genuine executive alignment or set realistic expectations.

Treating P2P as a technology project

When P2P is led solely as an IT implementation, process design, operating model alignment and change management are often underdone.

Selecting systems before defining requirements

Jumping to vendor demonstrations without clarity on what the organisation actually needs leads to mismatched solutions.

Over-customisation

Excessive tailoring to replicate legacy processes undermines standardisation, increases cost and complicates future upgrades.

Underestimating change management

P2P changes how people buy, approve and engage with suppliers. Without structured change and engagement, resistance is inevitable.

Understanding these pitfalls is critical before embarking on the journey.

Step 1: Building a robust Procure to Pay business case

A strong business case is the foundation of a successful P2P program. It does more than justify investment – it aligns stakeholders on what success looks like and why change is necessary.

Clarifying the problem to be solved

Effective business cases start with a clear articulation of current pain points, supported by evidence rather than anecdotes. This might include:

• Process mapping to identify inefficiencies and duplication
• Analysis of invoice volumes, touchpoints and exception rates
• Spend visibility assessments, particularly for indirect categories
• Compliance gaps against procurement policies and delegations
• Audit findings or risk exposures

The goal is to create a shared understanding of the current state and the cost of doing nothing.

Defining benefits beyond cost savings

While efficiency savings are important, P2P business cases should also capture qualitative and strategic benefits, such as:

• Improved governance and control
• Faster cycle times for requisition to payment
• Better supplier relationships
• Stronger data for procurement and finance decision-making
• Reduced reliance on key individuals and workarounds

These benefits are often more durable than short-term headcount reductions and resonate strongly with executive stakeholders.

Establishing realistic assumptions

One of the most common weaknesses in P2P business cases is overly optimistic assumptions about automation rates, compliance uplift or behavioural change.

A credible business case is conservative, transparent and grounded in the organisation’s maturity, culture and operating environment. It clearly articulates what needs to change operationally for benefits to be realised.

Step 2: Defining requirements before going to market

Once the business case is endorsed, organisations should invest time in clearly defining their requirements before engaging vendors.

Understanding the operating model

P2P systems must align to how procurement and finance actually operate. Key questions include:

• What level of centralisation or decentralisation is required?
• How will approvals work across different spend types?
• What categories require catalogues versus free-text purchasing?
• How will services procurement be managed?
• What role will procurement play versus finance?

Without clarity on the operating model, system selection becomes guesswork.

Distinguishing “must haves” from “nice to haves”

Not every feature matters equally. Clear prioritisation helps avoid over-engineering and keeps selection focused on what will genuinely drive value.

This discipline also prevents vendors from steering conversations towards features that sound impressive but are rarely used.

Considering integration and data architecture

P2P systems do not operate in isolation. Integration with finance, ERP, contract management and supplier master data is critical.

Requirements should explicitly consider:

• Data ownership and governance
• Master data management
• Reporting and analytics needs
• Future scalability

Ignoring these considerations early can create long-term constraints.

Step 3: Procure to Pay system selection

With requirements defined, organisations can move into a structured selection process.

Creating a level playing field

A disciplined approach ensures that all shortlisted vendors are assessed against the same criteria, scenarios and assumptions. This avoids decisions being driven by presentation quality rather than substance.

Looking beyond demonstrations

Vendor demonstrations often show idealised scenarios. Selection teams should test how systems handle real-world complexity, exceptions and edge cases relevant to their organisation.

Understanding total cost of ownership

Licence costs are only one component of cost. Implementation effort, configuration, support, internal resourcing and ongoing change all contribute to the true investment required.

Assessing vendor fit, not just product fit

Long-term success depends on more than functionality. Vendor stability, local support capability, implementation ecosystem and product roadmap all matter – particularly for Australian and New Zealand organisations operating in smaller markets.

Step 4: Implementation – where value is won or lost

Implementation is where many P2P programs struggle. Success depends less on technical execution and more on how well the organisation manages change.

Process first, system second

Implementation should reinforce standardised, future-state processes rather than replicating legacy ways of working. This often requires difficult conversations about policy, authority and accountability.

Governance and decision-making

Clear governance is essential to manage scope, resolve trade-offs and avoid uncontrolled customisation. Decisions delayed during implementation inevitably surface later as cost or usability issues.

Change management and user adoption

Procure to Pay systems affect a broad user base, many of whom do not see procurement or finance as their core role. Effective change management focuses on:

• Clear communication of “what’s in it for me”
• Simple, intuitive user journeys
• Role-based training
• Early engagement of influential users

Adoption is not automatic – it must be designed and managed.

Measuring success post-go-live

Organisations should define success metrics early and track them after go-live. These might include:

• Adoption and compliance rates
• Invoice cycle times
• Exception handling volumes
• User satisfaction
• Realisation of business case benefits

Without measurement, it is impossible to know whether the system is delivering value.

Procure to Pay as an enabler, not an end in itself

A P2P system is not the destination. It is an enabler for stronger procurement, better financial control and more informed decision-making.

Organisations that see P2P as a foundational capability – rather than a one-off system implementation – are better positioned to leverage it for:

• Strategic sourcing and category management
• Contract compliance and leakage reduction
• Supplier performance management
• ESG and regulatory reporting

This requires ongoing ownership, continuous improvement and alignment with broader business strategy.

How Trace Consultants can help

Trace Consultants supports Australian and New Zealand organisations across the full Procure to Pay journey – from initial business case through to selection and implementation support.

Our approach is grounded in a few key principles.

Independent and solution-agnostic advice

Trace is not aligned to any P2P software vendor or implementation partner. This ensures that recommendations are based solely on what is right for your organisation, not on selling licences or services.

Business-led, not system-led

We focus on clarifying the operating model, processes and governance first – ensuring that technology supports the business rather than dictating it.

Practical experience across procurement and finance

Our team brings hands-on experience across procurement, finance and supply chain, allowing us to bridge the gap between strategy and execution.

Structured selection and implementation support

From requirements definition and vendor evaluation through to implementation governance and benefits tracking, Trace provides end-to-end support to reduce risk and maximise value.

When should organisations revisit their Procure to Pay capability?

Common triggers include:

• Poor visibility over indirect or services spend
• Increasing invoice volumes and processing costs
• Audit or compliance issues
• Supplier dissatisfaction
• Growth, restructuring or system upgrades
• A desire to mature procurement capability

If these challenges sound familiar, it may be time to step back and reassess whether your current P2P capability is fit for purpose.

Final thoughts

Procure to Pay systems can deliver significant value – but only when approached as a business transformation, not a technology purchase.

The organisations that succeed are those that invest the time to build a clear business case, define what they actually need, select the right solution for their context, and manage implementation with discipline and care.

For Australian and New Zealand organisations navigating cost pressure, compliance requirements and increasing complexity, getting Procure to Pay right is not just about efficiency – it is about control, confidence and capability for the future.

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