The most important thing first
Optimizing indirect purchasing offers companies untapped savings potential of 10% to 25%. While direct purchasing is usually already managed efficiently, digital catalogs, tail spend bundling, and automated processes can massively reduce process costs and increase compliance.
Key facts about optimization
- Core focus: Reducing process complexity for non-production materials.
- Main result: Fewer suppliers and faster turnaround times through automation.
- Most important tool: e-procurement systems for guided buying.
- Trend 2026: Integration of ESG criteria directly into the ordering process.
1. Definition: Indirect purchasing
While direct purchasing procures raw materials for manufacturing, indirect purchasing provides the necessary infrastructure. Typical product groups are:
- IT & telecommunications: hardware, software licenses, cloud services.
- Facility management: cleaning, energy, building maintenance.
- MRO requirements: Maintenance, repair, and operations (e.g., tools, lubricants).
- Professional services: consulting services, marketing agencies, temporary staffing.
2. Why indirect purchasing is often a "blind spot"
In many companies, the focus is on large production costs. Indirect areas are often dealt with "on the side," which has fatal consequences for margins: the administrative costs for a $50 order are often just as high as for a $5,000 order.
"Efficiency does not mean doing more things, but rather leaving out the unnecessary things."
Without a targeted strategy, enormous costs arise from thousands of small invoices and an uncontrolled proliferation of suppliers.
3. The 5 most effective strategies for greater efficiency
- Volume bundling: Aggregate requirements across different locations.
- Supplier consolidation: Significantly reduce the number of creditors to lower accounting costs.
- Product group management: Create clear expert responsibilities for complex categories such as "marketing" or "IT."
- Standardization: Limit the selection to defined standard items.
- Framework agreements: Negotiate long-term terms for recurring services.
4. Deep Dive: Tail Spend & Technology Selection
A closer look at the data reveals that 80% of suppliers often account for only 20% of purchasing volume—this is known as tail spend. This area takes up a disproportionate amount of time.
In 2026, specialized best-of-breed solutions will prevail over rigid ERP modules. While ERP systems are often technically complex, modern cloud platforms offer an "Amazon-like" shopping experience. This increases user acceptance and ensures that buyers gain time for strategic negotiations instead of manually processing small orders.
5. ESG & Sustainability: The New Standard for 2026
Sustainability is now a core task of purchasing. Indirect areas account for a large proportion of Scope 3 emissions. A modern process integrates ESG criteria directly into the supplier selection process. Those who optimize today prefer suppliers with a certified carbon footprint, thereby actively promoting the company's climate goals.
6. Change management: Why technology alone is not enough
Software alone does not solve problems. Optimization always means changing the way you work. Employees need to understand that the new processes are not an additional control, but a relief. A smooth rollout can only succeed if the user-friendliness of the new tools is a top priority.
7. The 5-step roadmap for implementation
- Spend analysis: Identify the biggest cost drivers and supplier clusters.
- Strategy check: Define quick wins (e.g., office supplies or IT hardware).
- Tool selection: Choose a mobile-enabled solution with intuitive guided buying.
- Pilot phase: Test the process with one department and fixed catalogs.
- Rollout & monitoring: Scale the solution and measure the reduction in process costs.
8. Practical example: Increasing efficiency in small and medium-sized enterprises
A service company with 800 employees had over 500 suppliers for indirect goods.
- Problem: Each department placed orders independently; the accounting department was overloaded with manual invoice verification.
- Solution: Introduction of a central portal and reduction to 5 core suppliers.
- Result: The processing costs per order fell from €115 to €22. The total annual savings amounted to over €400,000.
9. Conclusion: Optimizing indirect purchasing for the long term
The professionalization of procurement is a decisive competitive advantage. If you want to optimize indirect purchasing, you need to understand process costs as a strategic factor. Digital tools and consistent bundling will help you regain liquidity and time.
"Transparency is the foundation upon which every efficient decision is built."
By 2026, digitized indirect purchasing will no longer be optional, but rather the basis for a future-proof company.
10. FAQ: Optimizing indirect purchasing – your questions answered
What are the biggest hurdles to optimization?
Most of the time, they lie in data quality and employee acceptance. A thorough analysis of actual expenditures is the most important preparatory work.
What savings potential is realistic in terms of process costs?
Automation and e-procurement can often reduce costs per order by up to 70% when you optimize indirect purchasing.
How does AI help with indirect purchasing?
Today, AI tools can automatically classify expenses, detect anomalies in invoices, and even perform real-time price comparisons across hundreds of platforms.
Is an Excel spreadsheet sufficient for the beginning?
For the initial analysis, yes. However, in order to optimize indirect purchasing in the long term, specialized software is essential due to process automation and audit compliance.