If you’re evaluating ordering systems for your enterprise, you face a bewildering array of options. Each platform promises everything you need.
But what actually matters? What do you actually need to deliver cost savings? Which features actually increase efficiency and improve ordering for both procurement teams and employees, solving those traditional procurement problems?
After working with organisations like United Airlines and Hilcorp Energy to transform their procurement operations, we know what separates enterprise-grade ordering systems from basic purchasing platforms.
We know the capabilities you need for maximum value and maximum impact.
1. Seamless ERP integration
Your ordering system shouldn’t exist in isolation. It needs to connect directly with your existing ERP infrastructure – whether that’s SAP, Oracle, Workday, or another system.
Look for platforms with purpose-built APIs that sync automatically with your ERP, updating purchase orders, tracking deliveries, and reconciling invoices.
No manual intervention needed, no double-entry headaches.
2. Flexible approval workflows
Different purchases require different approval paths. A £50 office supply order shouldn’t need the same sign-off as a £5,000 equipment purchase.
Your ordering system should let you configure multi-level approval workflows based on:
- Purchase value thresholds
- Department or cost centre
- Product category
- Individual employee limits
These workflows should be accessible and seamless – no bottlenecks, no waiting for manual sign-off where it’s not required.
And of course, your system should always maintain a full audit trail of all approvals for compliance and budget accountability.
3. Real-time budget controls
Finance teams need to know what’s being spent right now, not what was spent last month.
Your ordering system should provide live dashboards showing spending by department, category, supplier, and employee. More importantly, it should enforce budget controls proactively to prevent orders that exceed limits before they’re placed – saving everyone time and effort. This means:
- Customisable spending caps for different user groups
- Automatic alerts when budgets approach thresholds,
- Instant reporting for month-end close or audit requests.
With IR Tech’s platform, finance leaders get instant visibility without waiting for month-end reports.
4. Multi-supplier integration
Single supplier reliance creates risk. Your ordering system should be manufacturer and fulfilment agnostic, connecting seamlessly with the suppliers you currently value AND giving you flexibility to add new ones.
You never want to be tied in because of your platform.
IR Tech makes enterprise procurement simpler with Amazon Business integration – giving you access to thousands of small business suppliers alongside full connectivity to your existing suppliers.
5. Intuitive, Amazon-quality UI
Enterprise platforms are notorious for clunky interfaces and complicated search functions. Employees shouldn’t need training manuals to find what they need.
Your ordering system should offer intuitive search that works like the shopping platforms employees already know – clear product pages, helpful reviews, size guides, and straightforward filtering.
The easier your system is to use, the higher the compliance and the lower your support costs.
When United Airlines implemented IR Tech’s platform for uniform ordering, adoption rates soared because employees recognised the familiar Amazon-style interface.
6. Effortless, points-based purchasing
Your workforce is on-the-go. Pilots, field technicians, warehouse staff, and remote employees need to order supplies from wherever they are – quickly and effortlessly.
A points-based purchasing platform means your procurement team can assign points based on roles and requirements, and your employees can redeem on their own teams.
With the right end-user portal, they can search and filter on their phones, find the exact sizes and specs they need, redeem with their points and track deliveries.
Your procurement can set conversion rates, monitor all redemptions and take a hands-off approach that suits everyone.
7. Direct-to-user fulfilment
Centralised warehousing is expensive and slow. Modern ordering systems should support direct-to-end-user delivery.
Employees should be able to choose where their orders are shipped – home, work, or another place – with real-time tracking throughout.
This capability eliminates the need for internal distribution teams and warehouse storage for many product categories.
For organisations like Hilcorp Energy, it delivers big cost-savings on centralised distributions and a happier workforce that gets instant access to the gear they need.
8. Comprehensive Reporting and Analytics
Data should drive decisions. Your ordering system needs robust reporting capabilities that turn purchasing data into actionable insights – with dashboards you can customise and spend reports you can quickly analyse.
You should be able to answer questions like:
- Which departments are overspending?
- Are we getting better rates from Supplier A or Supplier B?
- What’s our average order processing time?
- How have return rates changed over time?
These insights help you continuously optimise your procurement operations rather than simply processing orders.
Does your system measure up?
If your current ordering system lacks any of these features, you’re working harder than you need to. You’re probably paying more than you should. And your employees are likely frustrated.
Modern enterprise ordering systems – like IR Tech’s platform – deliver all these capabilities while integrating seamlessly with your existing infrastructure, with no custom-build needed.
Book a demo today and see how IR Tech’s ordering system delivers the essential features you need and transforms your procurement operations.
