Digital Procurement 2025: Control and Efficiency
UP2DATE Team
Software Development
In 2025, Romanian companies are (or should be) more aware than ever of the need to optimize their operations. And purchases – whether we're talking about raw materials, equipment, consumables or services – represent one of the biggest cost centers and, at the same time, one of the biggest opportunities for efficiency.
A digital procurement system doesn't just simplify things. It provides visibility, control, traceability and negotiating power.
What is procurement software?
A procurement system (procurement software) is a digital platform that helps companies manage the entire supply flow:
• Requests for quotation (RFQ)
• Reception of internal orders
• Comparison of suppliers
• Issuance of purchase orders
• Signing contracts
• Delivery confirmation
• Reporting and analysis
🔗 See how UP2DATE develops customized procurement software solutions (https://www.up2date.ro/servicii/dezvoltare-de-platforme-web/)
Why is the digitization of the procurement process vital?
According to McKinsey (https://www.mckinsey.com/capabilities/operations/our-insights/operations-blog/enabling-the-next-generation-operating-model-in-procurement#), organizations that invest in the digitization of procurement experience:
• up to 80% automation of repetitive flows
• 20–30% reduction in operational costs
• and an increase in internal policy compliance of up to 60%
In Romania, the main challenges include:
• Lack of traceability of orders
• Lack of a centralized history per provider
• Unplanned, expensive and often irregular purchases
The benefits of a modern procurement system
📑 Full control over the budget
🔁 Automated approval and validation flows
🔐 Full traceability and auditability
🧠 Purchasing suggestions based on history and AI
⏳ Reduce purchase cycle time by up to 60%
🤝 Better negotiation with suppliers through centralization
Integrating AI and RPA in Procurement
A procurement software does not work in isolation. It connects to:
• ERP for inventory update and accounting
• CRM for procurement based on customers or projects
• RPA for automating recurring orders
• AI (including Agentic AI) for proactive recommendations and prediction
Example:
An AI agent can analyze recurring orders, supplier availability, payment terms and autonomously propose orders or renegotiations. This type of "digital agent" falls into the realm of Agentic AI, where automation becomes proactive, not just reactive.
Relevant case studies
🏗️** 1. Construction industry – management of suppliers and orders on site**
Challenge: phone orders, no traceability Solution: Procurement system with centralized RFQs and automatic approval Result:
• 30% discount on urgent orders
• 15% savings on materials in 6 months
🏦** 2. Banking industry – digitization of indirect purchases**
Challenge: lack of budgetary control and delay in approval Solution: platform with automated flows and integration with ERP Result:
• approval time reduction from 8 days to 1
• 97% compliance with planned budgets
🛍️** 3. Retail – consolidation of network orders**
Challenge: Separate orders from 120 stores, no visibility Solution: single app for orders, central consolidation Result:
• 20% savings on transport
• better negotiation of discounts
How do you choose the right solution?
📌 Clearly define who buys and what
📌 Establish budgets and limits per department
📌 Looking for integration with ERP, CRM, eSign
📌 Prioritize ease of use
📌 Request demo + ROI simulation
🔗 See also our article about ERP - the basis of integration with procurement (https://www.up2date.ro/2025/05/19/erp-solutia-cheie-pentru-digitalizarea-completa-a-companiilor)
How UP2DATE can help you
At UP2DATE we develop procurement systems adapted to Romanian companies:
• Consultancy and flow analysis
• 100% custom software development
• Simple interfaces for non-technical operators
• Integration with existing systems (ERP, CRM, RPA)
• Training and post-implementation support
🔗 Contact us for a personalized proposal (https://www.up2date.ro/contact/)