A Comprehensive Step-By-Step Guide To Cut Costs With Spend Reporting

Spend Reporting

C-level executives, who have been tasked with monitoring and reducing their companies spending, know how difficult and time-consuming this process can be, using spreadsheets and manual data entry. For this reason, many business are now turning to source-to-pay Softwaresolutions to automate the process, further ensuring the company is achieving maximum savings. Constructing the most effective process for spend reporting can require some trial and error, so this guide is intended to make the process bit easier, and potentially faster.

Step 1: Gather Financial Data

The best way to begin setting up your spend reporting solution is by gathering the financial data from all of the relevant departments and branches of the business. This can require lot of effort and communication, as well as secure storage platform in order to ensure proper data organization. If company does not have source-to-pay Softwaresolution already in place, secure and easily accessible online platform is an ideal place for this data to be stored and accessed.

Step 2: Organize and Analyze the Data

The next step is to organize the data into taxonomy, which means categorizing and collecting the data according to common features or criteria; whether it is geographic, strategic, or product-oriented, this helps to ensure that the data is grouped properly and is easier to work with. Once the data has been grouped, the company can gain further insights into their spending trends, and begin to analyze what areas of the business require more management control.

Step 3: Prioritize Categories

After the data has been categorized, the companieshould determine what areas to prioritize. This could include analyzing which categories are the biggest spenders, or which areas have the most potential for cost-savings. The company can also determine which areas may be ripe for negotiation with suppliers or vendors. The goal here is to act as informed decision-makers, and anticipate risks and opportunities in the companies future spending.

Step 4: Set Up Reports

The next step is to set up various reports that will allow the company to monitor their spending efforts. This can be done either manually, or typically more efficiently, with the help of source-to-pay Softwaresolution. This can also allow the company to set up alerts, so they can be notified whenever large purchase is made, or when contract is close to expiring.

Step 5: Showcase the Data

Once the data is collected and organized into reports, it is important to make the information available to all stakeholders, from executive decision-makers to project managers. This allows all of the relevant parties to have access to the spend data and make more informed decisions. Depending on the software used, the data can be displayed in easy-to-read graphs or charts that make it easy to identify trends and anticipate future expenses.

Step 6: Update Reports

In order to ensure that the company remains on top of their spending and is able to act quickly in order to capitalize on potential savings, the reports need to be updated regularly. This ensures that the company is able to respond quickly to any changes in their spending, rather than relying on outdated information that may no longer be accurate.


Spend reporting is an essential element in helping to ensure that business is getting maximum savings. Enacting source-to-pay Softwaresolution can make the process much more efficient, saving the company lot of time, money, and effort. This guide can provide executives and finance leaders with the information needed to start utilizing source-to-pay Softwaresolution, and begin taking steps in the right direction towards cost-savings and improved spending control.