Your Procurement Tech Stack: What We Use, Recommend, and Why It Works

Building the right procurement tech stack does not require a massive budget or a full-time IT department. It requires tools that are easy to use, designed to scale, and focused on real business needs.

At Total Optim Solutions, we recommend and work with technology partners that make procurement more efficient, transparent, and cost-effective especially for small and mid-sized businesses.

What Makes a Smart Procurement Stack

The best tools solve real problems without creating new ones. A well-rounded tech stack should help you:

• Track spending across categories and vendors

• Standardize how you collect quotes or run RFPs

• Automate approval workflows and purchasing requests

• Store and manage contracts in one place

• Report on performance, savings, and compliance

The key is selecting tools that fit your operations—not ones built for enterprise-scale complexity.

Core Tools We Recommend

While we do not promote specific brand names, we advise clients to consider:

• Spend visibility platforms that allow you to see who is buying what and from where

• Procurement request systems with built-in approval logic

• Contract and document management tools that store vendor agreements, pricing terms, and expiration dates

• Simple bid and quote tools that support consistent vendor outreach

• Vendor performance dashboards to support renewal or replacement decisions

These systems reduce manual work, minimize errors, and provide the structure needed to support cost-saving strategies.

How We Support Implementation

Our role is to make sure your tools work for your goals. We help you:

• Select tools based on function, not just features

• Set up basic workflows, templates, and user permissions

• Customize reporting views to focus on savings, risk, or compliance

• Train your team so the tools actually get used

• Track adoption and refine the process over time

You do not need to do it all at once. Most clients start with one or two systems and expand as they grow.

Better Tools. Smarter Spend.

Procurement software is not just for big business. When chosen and implemented correctly, these tools pay for themselves by reducing waste and making your spend strategy visible and manageable.

Visit totaloptim.com to schedule a consultation and build a tech stack that supports your savings and sourcing goals.