Procurement outsourcing for technology and SaaS companies

Software discovers your estate and shows you a dashboard. It does not chase the vendor eight weeks before a notice date, assemble usage data and two alternatives, or push the owner for a decision until they make one. We do that work. Most clients end up wanting both, and we work inside whatever tool you already have.

We prepare the negotiation — usage, benchmarks, alternatives, the questions worth asking — and we run the process and the paperwork. For material renewals the conversation with the vendor is usually yours, because the leverage is your relationship. Where you want us to run it, that is scoped explicitly rather than assumed.

We give the request somewhere fast to go. One intake form, triaged the same day, routed to security, legal and finance in parallel rather than in sequence. Card buying is almost always a symptom of procurement being slower than the card — the fix is response time, not policy.

Yes, and it is one of the reasons this work is worth outsourcing. Consumption invoices get checked against entitlement and prior months, variances above a threshold you set are flagged before payment rather than after, and the trend is reported so finance can forecast rather than react.

Your security team owns the decision. We own the chase and the file: questionnaire sent, SOC 2 report collected, DPA and sub-processor list gathered, evidence stored where your auditors expect it, renewal-time re-review diarised. That turns a blocking task into a queue that clears.

It helps, provided the controls are explicit. Segregation of duties is written into the model — we prepare and route, you approve and release — supplier bank changes are never actioned by us, and every step leaves a document trail your auditors can follow. We will map the workflow to your control matrix during the pilot rather than after.

Either a price per transaction — per renewal, vendor onboarding or invoice — or a monthly fee for a dedicated analyst. Both models are on the table from the first call. We quote after the free audit, because the honest number depends on your volumes, your systems and how many renewals and invoices need exception work. Anyone quoting before seeing that is guessing.

Compare your fully loaded cost per renewal, vendor onboarding or invoice against the quote. Fully loaded means salaries, benefits, overhead, software and the hours your finance, IT and engineering leads spend chasing. The free audit measures your current figure, so the comparison is your number against ours rather than a benchmark against a brochure.

We say up front rather than at renewal. Setup and process documentation sit inside the fixed-fee pilot. Ongoing fees cover the agreed scope and volume band. Anything outside it — a new entity, a new system, a large one-off backlog — is quoted separately before work starts.

Four to six weeks from first conversation to a team running live work. Roughly two weeks for the audit, then a fixed-fee pilot, then steady state. Your side of the work is a data extract, one named contact, scoped system access and your approval rules.

NetSuite, QuickBooks, Xero, Coupa, Zip, Ramp, Brex, Airbase and Spendesk, alongside Vanta, Drata, Jira and whatever SaaS-management tool you already run. We work inside your system rather than asking your team to learn ours, so there is no migration and no new licence. Where you run more than one — usually after an acquisition — we work in each and map both to one classification for group reporting.

Access is scoped by you, granted to named individuals and revoked through your own leaver process. We contract on standard clauses, name every sub-processor, and work to GDPR, UK GDPR, PIPEDA, the Australian Privacy Principles and Saudi PDPL. ISO 27001 alignment is in progress and SOC 2 Type II is on the roadmap. We state certification status as it is rather than showing badges we do not hold.

Delivery is from India and the Middle East, and we say so plainly rather than burying it. Your data stays in your systems — we work inside them rather than copying data out. Where a copy is unavoidable, the storage region is written into the DPA, and we support UK IDTA and EU standard contractual clauses for transfers to India.

ISO 27001 or SOC 2 Type II, then two follow-up questions most providers dodge: which legal entity is certified, and what the audit scope actually covers. A badge on a website tells you nothing without those two answers. Ask us the same questions.

Duplicate detection runs before approval routing. Any change to a supplier's bank details is treated as an exception, never actioned by us, and escalated to your nominated contact for out-of-band verification. The analyst who maintains supplier master data is never the analyst who processes that supplier's invoices.

No. We prepare and route; you approve and release. Nobody on our side can move money or authorise a payment, and your delegation of authority stays exactly as it is.

Named analysts assigned to your account, with named backup cover for leave and absence. You know who does the work and who to call. Cover is a contractual term, not something you find out about when someone is on holiday.

Turnaround time, accuracy and exception-closure rates are agreed during the pilot against your measured baseline, then reported monthly. Remedies for a sustained miss are written into the contract rather than left to goodwill, and either side can exit on notice if the numbers do not hold.

Most clients redeploy them onto vendor strategy, security review depth and the negotiations that were always deferred rather than cutting headcount. We will tell you honestly what your volume supports instead of promising a headcount number to win the work.

You keep the SOPs and process documentation, because they are yours throughout, and your data never leaves your systems. Transition-out support is written into the contract from day one rather than negotiated at the point you want to leave.

When your estate is under roughly fifty tools with one clear owner and a calendar that is actually kept, or when your spend is concentrated in three vendors you negotiate directly anyway. We will say so on the first call. A pilot that fails costs us more than a deal we decline.

Every contract and renewal date in the next twelve months, notice periods, overlapping tools, spend by team and cost centre, and how much is arriving on cards outside any process. You get a written baseline you keep whether or not you go further, and it is the number every later comparison is made against — including ours.