The problem: procurement that adds to IT work  

Procurement teams look for vendors, run bids, and manage contracts. Many still use old tools like email, spreadsheets, and apps that do not talk to each other. Those tools were not made for security, scaling, or compliance. When the process lacks structure, IT must handle the fallout. Data gets scattered. Integrations break. Support tickets pile up. Compliance risk grows. 

It is time to change this so that procurement and IT work together, not against one another.

The hidden cost of disorganized procurement  

Even if procurement is not IT’s job, IT bears the operational cost when things go wrong. Here are the main problems IT faces when procurement is not in a secure, integrated system. 

1. Security gaps from scattered data.  

Vendor quotes, contracts, and approvals are often in inboxes, shared drives, or third-party platforms. This spread of data raises the chance of breaches, phishing, and unauthorized access. The thing is, without a central place, its not possible for IT to see what is shared, where it is, or who has access. 

2. No consistent policy enforcement.  

Without a centralized procurement platform, approval workflows and access rules are inconsistent. Teams may download unapproved tools or engage vendors without proper sign-off, which puts both security and compliance at risk. 

3. Manual work and disconnected processes.  

IT often must connect procurement with other systems, such as ERPs, finance, or inventory. This work is manual, slow, and full of errors. It wastes IT time and reduces focus on strategic projects. 

4. Audit and compliance pain.  

Auditors want clear records that show who approved what, when, and under which policy. If procurement is done by email and shared folders, gathering that evidence becomes a hard scramble that usually falls to IT. 

5. Shadow IT grows.  

When users cannot get what they need through official channels, they find their own tools. Unapproved software purchases spread. This creates many tools to manage, licensing problems, and security gaps. IT then spends time cleaning up this mess.

Why some traditional procurement tools can make things worse  

Some organizations try to modernize by buying standalone SaaS procurement tools. Sadly, these can add new problems for IT instead of fixing old ones.  

• They often have weak integrations with Microsoft 365 and internal systems.  

• They host data on vendor clouds, which brings data residency and access concerns.  

• They use unfamiliar interfaces that need training and boost support tickets.  

• They have rigid workflows that do not fit how teams already work.  

• They take long to implement and need costly custom work.  

These tools can increase complexity instead of cutting it. 

Beyond Intranet BMS: Procurement that helps IT  

Beyond Intranet’s Bid Management Software, called BMS, uses a different path. BMS is built inside Microsoft 365, on SharePoint. It is hosted inside your Microsoft tenant. That means no extra external infrastructure, no risky data moves, and no vendor cloud to vet. 

Key benefits for Your IT teams  

• Runs inside Microsoft 365. Data stays inside your Microsoft environment and is protected by the same policies IT already manages.  

• Enterprise grade security and compliance. BMS uses Microsoft compliance features and matches standards like SOC 2 Type II, GDPR, and ISO 27001. This removes the need to evaluate another vendor’s security setup.  

• Plug and play deployment. You can go live in days rather than weeks or months. BMS installs using the Microsoft stack so you avoid heavy setup and long training.  

• Familiar interface, less support. Since it is built on SharePoint, BMS looks familiar to users. This means faster onboarding and fewer support tickets for IT.  

• Automated workflows and clear audit trails. BMS enforces approval chains, role-based access, and policy-driven workflows automatically. That keeps you ready for audits.  

• Deep Microsoft ecosystem integration. BMS connects to:  

• Microsoft Teams for collaboration and updates  

• For procurement notifications and reminders, Outlook  

• Power Automate for automated processes  

• Power BI for procurement analytics and reporting

How BMS compares to traditional tools  

Here is a clear comparison to show the difference. 

Real results for IT and operations  

Companies using BMS have seen clear, measured results.  

• 70 percent reduction in security incidents tied to procurement  

• Decrease in shadow IT and unauthorized purchases by 90 percent or more  

• Super simple audit and compliance  

• Procurement cycles and decisions move faster  

• IT spends less time on support, integration, and governance  

With BMS, IT stops being a blocker and becomes a partner for better procurement. 

Built for how IT wants to work  

What makes BMS stand out is how it fits IT needs. It gives IT control over data, access, and processes. It is simple to use and causes little disruption. It has built in safeguards to enforce policy. It scales as the organization grows. It runs on Microsoft infrastructure and security that teams trust. 

BMS has a 4.9 out of 5 rating on Microsoft AppSource. IT teams across industries use it to modernize procurement and cut their support load. 

Conclusion: procurement does not need to be an IT headache  

IT does not need to own procurement. IT does need to support it and keep it secure, efficient, and scalable. The right tools make that possible without losing compliance, visibility, or performance. Beyond Intranet BMS gives IT and procurement a common, secure place to work together with no extra complexity or risk. 

What Is Sourcing? 

Sourcing is how a company finds and picks suppliers for what it needs. It’s not just choosing who is cheapest. It’s about finding the right supplier who can deliver what you need, when you need it, and of the right quality. 

The focus is on “who.” Sourcing sets the stage for everything that follows in procurement. Every supplier chosen affects cost, quality, and how steady your supply chain is. 

Common sourcing activities: 

• Finding and listing possible suppliers 

• Asking for and comparing quotes 

• Checking supplier quality, certificates, and experience 

• Setting terms and prices 

• Reviewing risks and backup options 

• Keeping a record of supplier details 

Sourcing is ongoing. It’s about building a group of suppliers you can count on. 

What Is Procurement? 

Procurement starts after you know what you need. It’s the process of buying and getting goods or services. This covers everything from the first request to paying the supplier. 

Procurement is about “what” and “how.” It follows a clear path: someone in your company asks for something, the request is approved, the order is placed, goods arrive, you check what you received, and then you pay. 

Steps in procurement: 

• Figuring out what needs to be bought 

• Requesting and approving purchases 

• Turning requests into orders 

• Getting and checking deliveries 

• Matching invoices to what was ordered and received 

• Paying suppliers 

• Keeping track of supplier performance 

Procurement keeps your operations moving. It makes sure you get what you need, on time and within budget. 

Key Differences Between Sourcing and Procurement 

You might see sourcing and procurement mentioned together, but they don’t mean the same thing. Here’s what sets them apart: 

• Sourcing focuses on “who” can supply what you need. Procurement is about “what” you buy and “how” you get it. 

• Sourcing is about building and managing supplier relationships. Procurement uses those relationships to fill company needs. 

• Sourcing creates the supply chain. Procurement keeps it running. 

• Sourcing teams use supplier data to decide who to work with overtime. Procurement teams use those relationships to place and track orders. 

• Sourcing looks ahead—finding options, managing risks, negotiating terms. Procurement handles requests, orders, deliveries, and payments. 

• Sourcing uses vendor management systems, quotes, and risk reviews to pick suppliers. Procurement uses those agreements to buy, track, and receive goods. 

Sourcing vs Procurement: Comparison Table 

How Sourcing and Procurement Work Together 

Sourcing and procurement are linked. Sourcing finds and sets up the right suppliers. Procurement uses those suppliers to meet the company’s needs. 

Sourcing teams use data from procurement to decide which suppliers to keep, which to drop, and where to improve. This can include: 

• Checking supplier performance data 

• Looking at records from your vendor management system 

• Reviewing delivery times and quality 

Procurement teams rely on the work done in sourcing. They use the approved suppliers, agreed prices, and terms set by sourcing to place orders, track shipments, and handle payments. 

This cycle keeps your supply chain steady. Sourcing manages the base. Procurement keeps things moving. 

How Comprehensive Procurement Software Helps Sourcing and Procurement 

Managing sourcing and procurement isn’t easy. There are more suppliers, more requests, and more risks than ever. Manual work and scattered files slow everyone down. 

Procurement management software brings everything together in one place. Here’s what it does: 

• Keeps all sourcing and procurement tasks in one system. No more searching for emails or missing updates. 

• Automates steps like purchase requests and approvals. This means less waiting and fewer mistakes. 

• Shows what’s happening, with clear dashboards for projects, suppliers, and spending. 

• Helps everyone work together—procurement, sourcing, and suppliers—through chat, shared files, and instant alerts. 

• Stores contracts and supplier data securely, with controls on who can see what. 

• Lets suppliers log in to check order status, send invoices, and talk to your team. 

You get faster decisions, fewer errors, and a more connected team. 

What Features Should a Comprehensive Procurement System Have?  

A well-designed procurement system is intended to make daily processes smoother, clearer, and more reliable for everyone involved. While each organization may have unique needs, there are certain features that help create a strong foundation for effective procurement. 

Supplier Management 

A centralized place to keep supplier information up to date is helpful for building lasting relationships. This usually includes tools to add new suppliers, track their qualifications, and keep a record of their performance over time. 

Purchase Requisition and Approvals 

With clear workflows, team members can request what they need, and approvals can happen in a way that is both orderly and transparent. Tracking the progress of these requests gives everyone peace of mind and makes it easier to plan ahead. 

Request for Quotation (RFQ) and Tendering 

A good system supports the process of requesting and collecting quotes from suppliers. Comparing responses side by side helps ensure fairness and makes decision-making simpler and more informed. 

Purchase Order (PO) Management 

Creating purchase orders from approved requests, sending them to suppliers, and keeping track of their status are basic steps that a procurement system can help organize. This helps reduce confusion and ensures that nothing is overlooked. 

Contract Management 

Having contracts stored safely in one place, with reminders for renewals and tools for reviewing terms, helps organizations stay on top of their agreements and reduces the risk of missing important details. 

Invoice and Payment Processing 

Matching invoices to orders and deliveries helps avoid mistakes and delays. Automated approval steps make it easier to keep payments on track and maintain good relationships with suppliers. 

Spend Analysis and Reporting 

Clear reports and dashboards allow teams to see how money is being spent and identify areas for improvement. Being able to customize these reports means every organization can focus on what matters most to them. 

Compliance and Audit Trail 

A reliable system keeps a detailed history of actions and decisions, making it easier to meet policies and regulations. This builds trust and helps organizations feel confident in their processes. 

Integration with Other Systems 

The ability to connect with accounting, inventory, and ERP tools means information flows easily between departments, reducing manual work and the chance of errors. 

User Access and Security 

Role-based permissions help ensure that sensitive information is only seen by those who need it. Secure storage and regular backups offer another layer of reassurance. 

Mobile Accessibility 

When procurement tasks can be handled from a mobile device, teams have more flexibility to review or approve requests, even when they are away from their desks. 

Collaboration and Communication Tools 

Features like built-in messaging or comments on documents make it easier for everyone to stay informed and work together, without missing important updates. 

Why Beyond Intranet Checks Every Box 

Everything said above, Beyond Intranet’s procurement sourcing software covers. A comprehensive system that covers the initial phase of procurement from PR to Award with supplier management all within one secure, trusted environment. Here are some key highlights of Beyond Intranet’s sourcing software to the Fastrack buying process. 

• #1 Software with 4.9-star rating on Microsoft AppSource 

• Manage RFx, eAuctions, and Suppliers in one place 

• AI-powered workflows for end-to-end sourcing 

• Get Itemized bidding out of the box with Beyond Intranet 

• SOC-compliant protection and Microsoft 365 integration 

• Dedicated product support and regular updates 

• Get live within a week while other takes months 

Beyond Intranet turns procurement into a strategic asset. Gain insights, improve supplier relationships, and drive value—right where your teams work. 

Conclusion 

Knowing the sourcing procurement difference helps you avoid mistakes and build a better supply chain. Strong software brings clarity and control, so your team can focus on what matters. 

The ROI comes from reduced cycle times, fewer errors, and better supplier deals. When you understand procurement & sourcing as connected but distinct, the right software helps you manage the sourcing vs procurement difference for maximum value—delivering measurable savings and improved supplier performance over time. 

Frequently Asked Questions