Need to Reduct Costs? Smarter Spend Analysis is Key

Every business strives to reduce operating costs across the board while boosting profitability, but it’s not easy. Businesses that do not gather and analyze internal predictive analytics are more prone to make quick and unreasonable judgements.

There arises a point when you need to tune out the noise and concentrate on your own business, reviewing the spending data you have on hand to make more beneficial improvements. In that respect, without focused spend analysis, optimal spend control will not be possible.

What is Spend Analysis

The activity of examining past expenditure data to generate meaningful data, cut expenses, boost efficiency, or enhance relationships with suppliers is known as spend analysis or spend analytics. The approach entails gathering, cleaning, classifying (or categorizing), and evaluating your organization’s spending. 

Procurement companies use spend analytics as one of their main tools for proactively identifying savings possibilities, managing risks, and maximizing purchasing power. Therefore, it is frequently considered the cornerstone of procurement.

Are Spend Analysis and Spend Analytics the Same?

Some organizations use the terms expenditure analysis and spending analytics interchangeably, although they have different definitions. Spend analysis is a subset of the larger term Spend Analytics. Expenditure analysis involves twisting and turning a portion of expenditure data to investigate, discover, and extract important information that may be employed in your future strategy plan, for example. 

It’s a tool that procurement executives may use to create better results. Spend analysis data may help companies better understand their spending and enhance performance, contract adherence, and, most significantly, save money.

Spend Analytics and Procurement 

Spend analytics is a fundamental element in procurement management and must be at the heart of any professional department. It’s a useful tool for finding cost-cutting possibilities, risk management, procurement strategy development, and vendor management implementation. 

Spend analytics also increases transparency throughout the organization, which might be crucial for stabilizing and prioritizing internal operations. According to studies, professionals spend just 20% of the energy on operational planning, leaving the other 80% for low-value chores like data collection, screening, and report preparation. 

As procurement evolves and becomes a business process activity, spend analytics will play a key role in bringing all the company’s stakeholders together. Spend analysis is the process of tracking procurement expenses to save costs, improve efficiency, or build supplier relationships. In purchasing, spend analytics is the practice of receiving, collecting, categorizing, and analyzing spend data either using specialized software or one-off expenditure packages.

Spend Analysis Dashboards are Valuable 

  • Procurement-focused solutions 

Analyzing procurement spend offers data that may be used to establish a baseline against which changes can be assessed, as well as accurate data for determining immediate and long-term savings plans. Spend analysis is the process of identifying, gathering, cleansing, grouping, categorizing and analyzing your organization’s spend dat. 

Though tail expenditure is generally seen as low-value spending since it accounts for just a tiny fraction of total spend (about 10-20 percent under each spend category), it is an essential part of any institution’s spend management strategy.

  • Helps gain clear data

It is essential to understand and manage your budget. A spend analysis dashboard will help you to understand how much capital you spend and on what resources. It will help you identify your cost spend in different sectors and indirectly aid you to gain more visibility to reduce and control spend.

  • Managing your risk percentage

With the help of spend analysis, you will be able to understand your purchases from different suppliers and the cost you bear for them. It directly helps you to gain more perspective to identify the risk you are at, based on this.

  • Dashboards for spend analysis

The comprehensive value of these dashboards may be able to offer significant benefits. The better you understand where every dollar goes if costs are justified, and whether there is scope for development, the easier it is to look critically at the larger picture. 

Some major advantages of customized spend analysis systems include having the data on hand and transmitting them and engaging with other group members on an optimization approach.

The process of Spend Analysis in Six Steps 

A Spend Analytics Dashboard is an excellent tool for data analysis. It displayed sets of expenditure data and gave you a comprehensive snapshot of where you are at. Read more about Spend Analytics Dashboards and what businesses can do with them.

  • Step 1: Locate Data Sources

The very first step in doing a spend analysis is to determine the amount of money spent. This allows users to set the number of people who must buy rather than sifting through many. You may divide company spending into categories and then identify all the expenditure data sources accessible from all divisions, factories, and business units. Begin by determining which departments in the company purchase items, such as procurement, accounting, and advertising. 

  • Step 2: Extraction of Information

You may now record your expenditure data and combine it into one database once you’ve cut down the scope. Unfortunately, data is typically in various formats, dialects, and denominations, making it difficult to compile it into a specific source. However, there will be software applications that can help you with this process.

  • Step 3: Cleaning Up the Data

Cleaning a collection of data entails identifying errors and eliminating incorrect entries and redundancies. To guarantee correctness, this involves locating and correcting mistakes and inconsistencies in descriptions and transactions. 

For example, you may discover which contacts in the database are inaccurate or irrelevant using data analysis. For up-to-date data, typos are eliminated, and missing codes are checked and fixed.

  • Step 4: Enrichment of Data

The practice of enriching, improving, and refining raw expenditure data is known as data enrichment. It also entails standardizing the spending data to make it easier to understand. Enriching the expenditure data ensures that all header and line-level identities and information are correct and have strict naming conventions.

  • Step 5: Division and Classification

To effectively manage the suppliers, group them. For example, Microsoft purchases such as Microsoft Office, Skype, and Surface must be placed together. Determine how or where the firm spends its money by categorizing the data into useful groupings (promotion, office furniture, and technology). 

Classification entails assigning a consistent classification to all procurement transactions, allowing procurement to get visibility into global expenditure and make smarter sourcing selections. 

  • Step 6: Data Examination

After the data has been collected, cleansed, enhanced, and categorized, it may be analyzed to find cost-cutting and other procurement advantages. First, evaluate the data and determine whether all of your clients are purchasing through key vendors, for example, to verify that you have secured the best contract agreements per provider. 

Spend analysis may be beneficial in various ways, including finding customer relationships that have to be evaluated for impartiality, allowing for additional cost savings. This optimized data may also be used to create more advantageous business policy modifications to support new strategic objectives regarding spending assessment and reducing costs enhancements in an appropriate discipline.

Looking to Reduce Your Annual Spend?

Procurement Partners helps customers reduce their annual spend by 10% or more with an easy-to-use portal where users can place orders and process invoices for all vendors. Procurement Partners is the leading spend management system for Post-Acute Care and Senior living and has helped companies achieve 40% time savings and 95% contract compliance through automating the procure-to-pay process.