As procurement software evolves, intake and process orchestration solutions are one of the most interesting arrivals on the scene.
These newer tools aim to offer a more flexible and user-friendly experience compared to traditional Source-to-Pay (S2P) suites. But can they truly replace them?
We’ll break down how intake and process orchestration tools work, and assess whether they can be a realistic substitute for S2P suites.
What is Intake in Procurement?
At its core, intake is the very first step in the procurement process. It’s where requisitions or purchase requests are created, before they’re formalised into a purchase order or contract.
Especially in larger organisations, it’s important to have a UI that allows a user to essentially ask in human language “I need to buy something…how can I do this compliantly?”
The purpose of intake is to allow users across a business to communicate their purchasing needs effectively. Traditional Procure-to-Pay (P2P) and Source-to-Pay (S2P) systems don’t address intake, meaning many businesses rely on spreadsheets or emails to handle this first stage.
This lack of structure can often lead to maverick spend, and procurement being left out of important purchasing decisions.
Modern intake solutions solve this issue. By streamlining the initial request process and engaging procurement teams earlier, it ensures that purchases are steered toward preferred suppliers. The organisation thus maintains better control of its spend management.
Process Orchestration: Connecting the Dots
Process orchestration comes into play once intake is complete.
It ensures that different software systems and workflows communicate seamlessly, even across departments. This orchestration is especially useful when you have best-of-breed software in place, such as separate systems for supplier management, contract management, or procure-to-pay (P2P).
Instead of relying on manual handovers or fragmented systems, orchestration automates the process, enhancing collaboration and efficiency.
Orchestration tools allow companies to connect their various systems, ensuring data flows between platforms without the need for manual intervention. For example, if a company has supplier quality systems or ESG platforms that don’t integrate with their procurement software, orchestration helps connect these systems, creating a more streamlined and transparent process.
Why Intake and Process Orchestration Solutions Gaining Traction?
Intake and process orchestration are both gaining in popularity because they address the challenges that traditional Source-to-Pay (S2P) suites often fail to meet:
- Flexibility: Intake and orchestration tools are highly customisable, enabling companies to create tailored workflows without extensive coding.
- User Experience (UX): Traditional S2P systems can feel clunky and unintuitive, discouraging adoption by end users. In contrast, intake and orchestration platforms often feature sleek, modern interfaces that are easier to navigate.
- AI Capabilities: Newer tools are designed to work natively with AI, allowing for more advanced automation and predictive analytics, which can lead to better decision-making and more efficient processes.
Where could Intake and Process Orchestration win?
While intake and orchestration solutions offer significant benefits, the question remains: Can they fully replace traditional S2P suites?
The answer depends on the size and complexity of your organisation.
Greenfield procurement environments
In greenfield environments, where there is no existing procurement infrastructure, these new tools are a perfect fit.
Companies that are starting from scratch can build a procurement process using intake-to-pay solutions like Zip, Omnea, and Pivot. These tools cover the entire procurement lifecycle—from intake to payment—offering the flexibility and functionality that traditional S2P suites provide…but with the advantages of easier implementation and better user experience.
Established Companies with Legacy Systems
For larger, enterprise organisations, the story is a bit different.
Many of these companies have already invested heavily in mature S2P platforms such as SAP Ariba, Coupa, Ivalua and JAGGAER. Ripping out these systems in favour of newer tools would be disruptive and costly.
In these cases, middleware orchestration tools like ORO Labs or Tonkean seem like a more viable solution. These tools can complement existing systems, offering a user-friendly front-end while ensuring smoother integration between procurement, finance, and other departments.
Procurement Software: Best-of-Breed vs. All-in-One
The rise of best-of-breed procurement software—systems designed to solve specific challenges—has been a game-changer for companies seeking more agile solutions.
Traditional S2P suites, while comprehensive, often lack the flexibility needed for rapid customisation. With the increase in AI-powered solutions and automation tools, the ability to orchestrate workflows across multiple platforms has become crucial.
That being said, all-in-one S2P suites still hold advantages for large enterprises, particularly those requiring full ERP integration and complex supplier management.
But for mid-market companies and SMEs, as well as high growth tech companies with less mature procurement departments, a more modular, best-of-breed approach offers better ROI and a shorter implementation period.
Can Intake and Process Orchestration Replace S2P Suites?
Will these new breed of solutions replace traditional Source-to-Pay suites?
The answer? It depends…
For smaller and mid-sized companies, the flexibility, efficiency, and ease of use that intake and orchestration solutions provide make them a strong alternative to full-scale S2P suites.
However, for larger enterprises with established procurement systems and a mature procurement function, these tools are likely to be used as complementary solutions rather than full replacements.
Ultimately, we believe that intake and process orchestration tools have the potential to represent the future of procurement technology. They offer the kind of agility and innovation that traditional systems can’t easily match.
Nonetheless, they will struggle to completely replace existing, well-embedded technology in larger enterprises. Here, they’re likely to be used more as a user-friendly front end rather than an “either / or” vs. their existing tech stack.
If you’re looking for more insights into procurement technology or want to explore tools tailored to your organisation, visit our Procurement Software database for a detailed overview of the solutions available.
