Richard Porstmann
A comparison of modern procurement software in 2025: Which systems provide optimal support for procurement?
Reading time: 15 minutes
Table of contents
Faster, higher, better
– Modern procurement is no longer just about reducing costs. Companies are under pressure to act more efficiently, procure more sustainably and at the same time react flexibly to market changes. Digital procurement systems promise exactly that: automation of ordering processes, optimized supplier management and data-based decision-making. But which system is the right choice for your company?
There is a wide range of procurement systems to choose from, and each has its own strengths and weaknesses. While some platforms focus on user-friendliness, others impress with their comprehensive analysis and integration options. Deciding on the right system depends on many factors: Company size, existing IT landscape, individual requirements and budget.
In this article, we take a closer look at leading procurement systems, compare their functions and clarify which companies they are particularly suitable for. I also invite you to share your own experiences: Which software has worked for you? Where do you face challenges?
How can modern procurement systems support purchasing in a company?
Digital procurement systems help companies to optimize their purchasing processes, reduce costs and increase transparency. The most important functions include:
- Automated ordering processes:Reduction of manual intervention and sources of error.
- Supplier management:Centralized management of supplier information and evaluation.
- Expenditure analysis:Detailed reports to identify potential savings.
- Contract management:Better control over contract terms and durations.
- Integration into ERP systems (e.g. SAP, EAP):Improvement of data consistency and seamless process flows.
- Artificial intelligence and automation:AI-supported forecasts and automation of purchasing decisions.
- Compliance and risk management:Ensuring compliance with regulations and identifying potential risks.
Comparison of selected procurement systems
| SYSTEM | STÄRKEN | SCHWÄCHEN | UNTERNEHMEN | BESONDERHEITEN |
|---|---|---|---|---|
| JAGGAR | Modulare Struktur, umfassende Funktionen für Lieferanten- und Vertragsmanagement | Komplexe Implementierung | Mittelständische und große Unternehmen | Starke Anpassbarkeit, umfangreiche API-Integrationen |
| COUPA | Benutzerfreundlichkeit, schnelle Implementierung | Weniger anpassbar für individuelle Bedürfnisse | Mittelständische Unternehmen | Intuitive Nutzung, hohe Akzeptanz durch User |
| SAP ARIBA | Tiefe Integration in SAP-Systeme, umfassende Analysefunktionen | Hohe Kosten, lange Einführungszeit | Große Unternehmen mit bestehender SAP-Umgebung | Umfangreiche globale Lieferantendatenbank |
| IVALUA | Hohe Flexibilität, anpassbare Workflows | Komplexe Konfiguration | Unternehmen mit spezifischen Anforderungen | Starke KI-gestützte Analysefunktionen |
| GEP SMART | Gute Analyse- und KI-gestützte Funktionen | Eingeschränkte ERP-Integrationen | Mittelständische bis große Unternehmen | Cloud-basierte Plattform, nahtlose Updates |
| BASWARE | Starke Rechnungsautomatisierung, gute Transparenz | Weniger Fokus auf strategische Beschaffung | Unternehmen mit hohem Rechnungsvolumen | Fokus auf E-Invoicing und Finanzprozesse |
Advantages and disadvantages of the systems
Advantages of modern procurement systems
- Increased efficiency through automation
- Reduction of maverick buying
- Increased transparency and better basis for negotiations with suppliers
- Improved compliance and risk management
- Better integration of real-time data for decision-making
- Sustainability through better resource planning
Possible disadvantages
- High implementation costs and implementation effort
- Need for employee training
- Possible resistance to new processes within the company
- Dependence on cloud services and external providers
- Data protection and security concerns when integrating cloud solutions
Best practices for selection and implementation
Analyze requirements precisely
Which functions are really necessary?
Involve employees
Plan for training and change management.
Carry out pilot projects
Test before full implementation.
Check integration into existing systems
Ensure compatibility with ERP and other tools.
Integrate suppliers
Ensure that key suppliers are also supported.
Consider long-term scalability
Does the solution grow with the company?
Conclusion: Finding the right software for your purchase
Choosing a suitable procurement system is a strategic decision that needs to be well thought out.
Each system offers its own advantages and special features – the decisive factor is what requirements your company has and how well the solution integrates into your existing IT landscape.
While SAP Ariba for example, is ideal for large organizations with an existing SAP environment, mid-sized companies may benefit more from the user-friendly and flexible solutions of Coupa or GEP SMART.
Take the time to evaluate different systems, talk to providers and test pilot projects.
Ultimately, the aim is not only to save costs, but also to make purchasing fit for the future and secure competitive advantages.
What experiences have you had with digital procurement systems? Have you experienced any preferred solution or implementation challenges? Share your thoughts by contacting me directly – I look forward to the exchange!
Conclusions
- Modern procurement systems increase efficiency through automation, better transparency and data-based decisions.
- The right software depends on the company’s requirements – not every solution is suitable for every company size, culture or IT structure.
- Integration into existing systems is crucial to ensure seamless processes and consistent data flows.
- Challenges such as high costs, training requirements and internal resistance should be taken into account during implementation.
- Strategic selection and step-by-step implementation maximize the benefits and help to secure long-term competitive advantages.
If you have any suggestions or thoughts on this topic, please write to me.
