This post was originally published in June 2023 and was updated in July 2025 with additional information on when to switch procurement software, FAQs, and more.
With business-to-business (B2B) digital accounts payable (AP) portals on the rise, you may be wondering if your business should procure with digital solutions. The answer is yes. Not only do digital procurement solutions expedite the payments process and lower operating costs; they also put compliance on autopilot and make it easier for remote teams to collaborate—a necessity for the post-COVID workforce. The importance of these services is clear, as they are becoming essential for modern business operations.
No matter how much the benefits outweigh the costs, transitioning to a digital procurement solution is a big undertaking. But it’s not a step to be hesitant about. Here are five tips that will take you from initial decision to implementation as smoothly as possible.
Digital procurement tip #1: Shift your mindset
Implementing a digital procurement solution requires a time and cost investment, one of the biggest hurdles to adoption, which is often one of the biggest hurdles to adoption. It’s hard to fork over the cash for new technology and software when your manual processes still get the job done. But if you consider the upfront expense and learning curve as investments, your business will benefit from digitized procurement in the long run.
It’s crucial to recognize the difference between hard and soft costs. While there’s a clear hard cost associated with paying for a digital procurement solution, the soft cost savings are often overlooked. These include reducing the manual work for your team and the time spent driving these processes.
“The B2B space [should recognize] the difference between hard and soft costs when it comes to manual processes,” says Nathan Baker, Billtrust’s Director of Product Marketing for Payments. “There’s a hard cost associated with paying for [a digital procurement solution], but what they’re not seeing is the soft cost savings—how much you can reduce your workforce and the time you are spending driving these processes.”
Digital procurement tip #2: Evaluate your current process and pain points
When considering a digital procurement solution, you should first assess your current procurement processes because there’s likely “a lot of hidden waste that you can eliminate,” says Baker. This might include, for example, the costs associated with mailing paper invoices and the number of employees needed to manage an outdated procurement system.
You should also identify your business’ unique pain points—whether it’s risk assessment, lack of transparency, late payments, or inaccurate data, to name a few—and explore digital procurement solutions that can solve those challenges to meet your key performance indicator (KPI) targets and goals.
Digital procurement tip #3: Optimize your solution
The work doesn’t stop once you choose the digital procurement solution that’s best for your business. Even after integration, you’ll need to continue testing and refining the process to ensure you’re optimizing the solution.
Ask the question: “Now that we’ve got this implemented and businesses are starting to adopt it, what are the gaps? How can we continue to optimize and make it even better in the outputs we’re receiving?”
Digital procurement tip #4: Encourage adoption and usage
Change is hard. Don’t be surprised if you meet some resistance from your company’s board, investors, colleagues, or customers who are used to doing things a certain way and fear a new process will slow them down. Getting everyone on the same page is crucial to the adoption of this new technology, so keep mutual advantages top of mind in your discussions with them.
Continuous communication with customers is important to drive adoption and usage. Ensure they understand all the things they can do, and that they can now pay the way they want to pay.
Digital procurement tip #5: Don’t wait around
The longer businesses wait to digitize the procurement process, the harder it will be to catch up. According to a 2021 report from McKinsey & Company, 69% of procurement leaders said they consider digital analytics solutions to be even more valuable in the next normal than they are today, increasing procurement’s effectiveness by identifying new savings opportunities, deepening supply chain transparency, enhancing resilience and facilitating more collaborative remote-working models.
Ultimately, digital payments are the future, and businesses need to figure out how to get on board now.
Learn how Billtrust Services can help with the process of transitioning to digital procurement solutions.
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Is your current procurement solution controlling costs or creating them?
As a finance leader, you know procurement isn’t just about placing orders and processing invoices — it’s about controlling costs, accelerating cash flow, and keeping suppliers satisfied. But if your current procurement software is creating more work instead of eliminating it, it’s time to evaluate your options.
Here are five clear signs your procurement system is working against your financial goals — and why upgrading can help you control costs, accelerate cash flow, and improve supplier relationships.
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1. Your payment processes still require too much manual work
If your team is still emailing PDFs, manually matching invoices, or processing payments through spreadsheets, your procurement software isn’t delivering the automation you need. Manual payment processes drive up operational costs, slow cash flow, and create frustrating experiences for suppliers who expect efficient payment processing.
2. Your finance team avoids using the platform
When your team consistently works around the system instead of within it, that’s a red flag. If they’re reverting to email, requesting manual workarounds, or complaining about usability, the solution isn’t working. Software that isn’t used can’t deliver ROI, and complex workflows increase costs instead of controlling them.
3. Your platform struggles with growth
As your business expands, your payment processing needs grow too. If your current system can’t handle increased transaction volumes, additional payment methods, or new supplier requirements, it’s limiting your growth. Scalable payment processing helps you control costs as transaction volumes increase.
4. You can’t get the financial visibility you need
If your team spends hours pulling payment data from multiple systems or building reports in spreadsheets, you’re missing =cash flow insights. Real-time visibility into payment flows enables better cash flow management and more strategic financial decisions.
5. The ROI doesn’t match your investment
You’re paying for a comprehensive solution but getting complex interfaces, limited automation, or poor support. If you’re only using a fraction of the features you’re paying for, you’re not controlling costs effectively. Your procurement technology should reduce operational expenses — not drain your budget.
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Ready to update your procurement technology?
If you recognize one or more of these signs, it’s time to explore solutions that actually deliver on their promises. Legacy systems, overbuilt platforms, and outdated e-procurement tools often create more problems than they solve — but modern automated procurement software can transform your financial operations.
Billtrust’s digital procurement solutions are designed to help finance leaders like you:
- Automate invoice processing and payment workflows to control costs
- Provide real-time visibility into cash flow and supplier performance
- Accelerate supplier onboarding and payment processing
- Scale with your business growth
Unlike traditional spend management platforms that focus primarily on purchasing, Billtrust specializes in the payment side of procurement — helping you get invoices processed faster, payments applied accurately, and suppliers paid efficiently. Our supplier relationship management systems integrate with your existing workflows while eliminating the manual processes that drain your team’s productivity.
Transform your procurement payments today
Don’t let inefficient payment processes continue costing you time, money, and supplier relationships. Discover how Billtrust’s automated procurement software can help you control costs, accelerate cash flow, and improve supplier satisfaction.
Frequently asked questions
Check out the FAQs for general questions. Find helpful answers quickly to get the information you need.
What are automated procurement software solutions?
Automated procurement software solutions streamline the purchasing and payment process by eliminating manual tasks like invoice processing, payment approvals, and supplier communications. These platforms help finance teams control costs, accelerate cash flow, and improve supplier relationships through intelligent automation and real-time visibility into procurement workflows.
How do spend management platforms differ from payment-focused procurement solutions?
Spend management platforms typically focus on the purchasing side of procurement — tracking budgets, managing approvals, and analyzing spending patterns. Payment-focused procurement solutions like Billtrust specialize in the accounts receivable side, helping businesses process invoices faster, accept multiple payment methods, and automate cash application to accelerate cash flow.
What should finance leaders look for in e-procurement tools?
Finance leaders should prioritize e-procurement tools that offer integration with existing ERP systems, multiple payment acceptance methods, automated invoice processing, and real-time cash flow visibility. The best solutions help you control operational costs while providing suppliers with flexible payment options and self-service capabilities.
