Transitioning To Managed Services For Procure-To-Pay Challenges: A Step-By-Step Guide


Making the shift to managed services for procure-to-Pay can be an exciting prospect for businesses, as it offers considerable potential to ease the financial pain of an already complicated process. Managed services, when employed properly and efficiently, can help automate processes and streamline communication between the finance and procurement departments, drive cost savings and provide scalability to the business. However, figuring out how to get started can be challenge for many businesses. The following step-by-step guide provides valuable insights on how to transition from traditional Procure-to-Pay (P2P) processes to managed services, allowing businesses to capitalize on cost savings, operational efficiencies, and better cash flow.

Step 1: Conduct review of current processes.

Before making any major changes to the Procure-to-Pay process, companies should assess the existing procedures being used and identify areas that need improvement. Companies should consider which activities are highly manual and require much human labor, as this can be an indicator that the process can benefit from managed services. Companies should also consider tasks that are done manually but could be automated and streamlined with the use of software. The results of this assessment will provide valuable insight and direction for the implementation of managed services.

Step 2: Develop clear roadmap for implementation.

Once companies have identified the areas for improvement, they should develop clear roadmap for the implementation of managed services. Companies should document the steps and processes that need to be followed, as well as the technology and resources needed to execute the plan. Additionally, it is essential to establish clear objectives and key performance indicators and to measure the performance of the managed services against them.

Step 3: Establish formal strategy and policy.

Companies should formalize their managed services strategy and establish policy that clearly outlines expectations and processes. This policy should be reviewed, approved, and implemented at the senior executive level and should include guidelines on vendor selection and management, payment terms, and data security measures.

Step 4: Assess the managed services provider.

Companies should evaluate potential managed services providers to ensure they have the capabilities, technical expertise, and resources to meet the companies needs. Companies should also ensure that there are clear lines of communication between the vendor and the finance team, and that the vendor understands the companies businessestrategy and goals.

Step 5: Migrate to the new managed services.

Once the managed services provider is selected and the roadmap is in place, companies should begin the process of migrating from the existing system to the managed services. Companies should ensure that any existing data is backed up before the migration begins and that any data or documents from the previous system are properly stored and archived. Additionally, companies should ensure that the new system is tested and any potential performance issues are addressed.

Step 6: Monitor and maintain the system.

After the transition is complete, companies should monitor the system to ensure it is running optimally and to make sure that any problems are addressed quickly. Companies should also establish regular review process to assess the performance of the system and to make sure it is meeting the expectations of the finance and procurement departments.


The transition to managed services for Procure-to-Pay processes can be complicated endeavor, one that requires careful planning and preparation. However, by following the steps outlined in this guide, companies can maximize the potential benefits of managed services while avoiding the pitfalls of poorly-implemented system. By taking the time and effort to ensure smooth transition and successful system setup, companies can reap the rewards of improved processes, cost savings, and greater efficiency.