What is Source-to-pay in 2025? An Ultimate Guide

Introduction: About source to pay

Source-to-pay is a process of good procurement that begins with sourcing vendors or suppliers and culminates with the payment for the obtained goods and services. It includes myriad steps in between, such as demand generation, vendor negotiations, contract creation and management, and much more. Let’s dive into its intricacies for more details. 

What is S2P in procurement?

S2P in procurement or source to pay is the process of vendor sourcing, which is done essentially to procure goods and services that are essential for the business. This is a cyclical process that begins with the creation of a business need and defining the required materials. This is followed by sourcing suitable vendors, getting competitive commercials, finalizing vendors, and procuring goods. The source to pay in the procurement process concludes with payment against the obtained materials.

These materials are usually goods required for a business’ daily operation and functioning.  As is obvious, s2p in procurement is an exhaustive process with many steps and nuances in between. Not just that, s2p also involves different stakeholders and requires attention to detail. That’s what makes it important to automate the process using a source-to-pay platform.

Another advantage of using a source-to-pay tool is that it enables even external business stakeholders, such as vendors and suppliers, to participate. Hence, all stakeholders, external and internal, work and collaborate in one place. This makes S2P an effective, end-to-end process.

Source to pay lifecycle: What are the steps involved?

S2P software is an extensive process and is part of the overall procurement process of a business. S2P begins with vendor sourcing, eventually ending with payment for the materials purchased.

This process helps businesses comply with regulations and have an efficient procurement process. Here’s a detailed overview of the steps involved:

1. Vendor sourcing: This is the part where businesses have identified the requirements already and get to sourcing suitable vendors. Usually, a vendor sourcing team gets to this task and sources an exhaustive list of vendors to choose from.
2. Receiving vendor quotes: Once the final three to four vendors have been shortlisted, the next task at hand is to get quotations from these vendors for the required materials in a specific quantity.
3. Bidding/Auction: Once the commercials have been received, the business compares the costs and negotiates to get the best or the most optimum costs. Once the business gets the required cost at the specified quantity, it finalizes the vendor.
4. Contracting: Vendor finalization is documented with an agreement or a contract. The contract usually mentions clear terms of business, payments, and so on.
5. Procurement: Herein, the business places an order for the required material by creating a purchase order and sharing it ahead with the vendor.
6. Receipt of goods: Once the goods have been received, the business does a thorough check. The business, then, shares a formal confirmation with the vendor.
7. Invoicing: Upon confirmation of the receipt of goods, the vendor provides the business with an invoice. This invoice is then matched with the purchase order and is put through pre-determined stages of approval.
8. Payment: Once the invoice and purchase order are approved by the concerned employees in the business, vendor payment is processed.

As is clear from the above, the source to pay process is thorough and streamlined when you have a source to pay platform. S2P software usually eliminates errors, making the process supremely accurate.

These s2p platform ensures that you never miss any vendor payments. Hence, having a source to pay solution enables you to strengthen and maintain a healthy relationship with your vendors. This usually has an advantage for you in the long term in terms of better prices, and shorter TATs, to list a few.

What is the significance of S2P platforms: Benefits of source to pay in procurement

S2P procurement as a process has a lot of benefits. Add to that an automated process and your business is good to go. However, what’s important here is to make the right choice. A business must choose the right source to pay platform to pace up its s2p process.

• Enhanced vendor relationship: With your vendor management process, procurement of goods, and consequent payments being automated, there is little scope for error. It also ensures no step in the process is missed along the way. That’s why having a source to pay platform helps in improving your relations with your vendors.
• Improved negotiation: When your business uses an automation platform to drive its source to pay process, you can get multiple vendor quotes and get an idea of the market trend versus the budgets you have. You can also compare the different costs received and finalize the most reasonable cost without compromising on the quality of materials needed. This is how source to pay platforms help you get an upper hand on vendor negotiations. It also helps you create a database of vendors to choose from under different business circumstances.
• Transparent & efficient process: Having a clear visibility on every step of the source to pay process helps you have a clear reflection of expenses. This gives you better control to manage costs and save wherever possible. It also helps you keep errors at bay as minimal human intervention is required. For instance, tasks like manual data entry or invoice creation do not exist in an automated s2p platform. Hence, s2p software usually makes the process efficient.
• Better Compliance: Source to pay tools to help your business adhere to rules and regulations so your vendor contract, transactions, and financial documents are in order. This helps maintain transparency in financial and other business processes and flags any deviation that occurs.
• Efficient vendors: With source to pay platforms, you can collate all vendor details along with quotations in one place. This helps procurement and vendor teams have a holistic picture and make accurate decisions on which vendors to finalize. Thus, businesses usually make the right choice about vendors when all their options are spread out on one s2p platform to explore.
• Cost saving: With source to pay platforms, you can have clarity on all your vendor payments and procurement expenses as and when you need them. Hence, you can look at areas where you can do cost conservation and areas where more money can be channelled for better procurement. Hence, it helps in cost optimization.
• Better collaboration: Source to pay tools usually enable vendors and businesses to collaborate in one place. So, most business exchanges can happen in a speedy and efficient manner. Hence, s2p software results in effective collaboration and faster resolution of problems.

Source to pay versus procure to pay

With everything you have read until now, it is natural for you to think that source to pay as a process is quite similar to procure to pay. However, there are some important differences between both the processes.

Source to pay is the end-to-end process of need identification, vendor sourcing, and eventually payment. Whereas procure to pay takes care of the purchase process and payments exclusively. So, the latter does not include the stages of identifying business needs and sourcing vendors.

When businesses understand the difference between source to pay and procure to pay, it helps them direct their focus on the process that is more significant to the business. For instance, if a business is more concerned about working with ethical and high-quality vendors than saving costs, then it will put an automated source to pay process in place. However, if a business prioritizes cost saving then it will focus on onboarding a p2p platform and focus on streamlining its purchasing and payment processes.

Here is a concise summary to capture the difference between the s2p and p2p:

Get started with Procol’s source to pay software:

Now that you have all the information you need, it is time you know about Procol’s source to pay offering. With our source to pay software, you can do supplier vetting. We also help you with the required due diligence process for the finalized supplier.

Be it bidding or negotiation, Procol’s source to pay solution helps you with it all. Known as Sourcing Pro, our s2p solution helps you make your source to pay process efficient, optimized, and error-free.

We also help you reduce turnaround time for vendor payments thus helping you maintain a healthy relationship with your vendors. Sourcing Pro is a s2p platform that helps you do data-driven sourcing so you can choose the right vendors to work with. This ensures a smooth experience for the concerned teams who will work closely with the vendors. It also enables indirect sourcing.

Our source to pay procurement platform also helps you customize workflows that are suited to your business processes. This helps you pace up purchase order approvals so your vendors do not have to wait for too long to get the work in motion and eventually receive payments from you.

One challenge that many businesses face is that they do not find their S2P software user-friendly. Not all businesses are tech-driven, many happen to be traditional. Also, within tech-driven companies, not every employee needs to be equally tech-savvy. That’s why it is important to choose a source to pay software with a friendly user interface so your employees can be trained to use it easily. This is exactly what Sourcing Pro offers you: ease of use.

Benefits of sourcing pro:

Here are some benefits of Procol’s s2p platform, i.e. sourcing pro:

• Autonomous sourcing: Sourcing pro automates the entire source to pay process and puts everything in one place so you can source faster and better.
• User-friendly interface: It has a streamlined and intuitive interface so you can get a hang of it and start using it instantly for your s2p needs.
• Speedy ROI: With Sourcing Pro, you can get complete visibility of your expenses and decide on areas where you can save costs.
• One-stop collaboration point: It enables vendors and all internal business stakeholders to collaborate in one place so resolutions happen faster and businesses can function seamlessly.
• Advanced analytics and detailed reporting: With sourcing pro, your s2p process yields detailed insights into spends, vendor TATs, and other crucial data that can help you make important business decisions. These decisions usually enable you to reduce the expense incurred.
• Strategic sourcing: Source to pay helps businesses identify need for goods and materials in a strategic manner while ensuring they make accurate comparison of prices of the required goods and then finalise the best vendor. Using source to pay helps businesses optimise costs and thereby maximise profits.

Use source to pay for a streamlined business

In conclusion, source to pay helps in transforming your business from manual to an automated one. It helps in organising your finance processes in a manner that is easy to understand and swift. With payments happening in a safe and secure manner, you have little to no worries about anything going haywire with supplier payouts.

Also, the biggest boon of automation is that it helps in removing the scope of errors completely. It also enhance time management as your team members do not have to engage in repetitive, clerical tasks which can be taken care of by the source to pay platform.

Source to pay also aids your business in maximising profits as you can manage your orders efficiently and with speed. With your inventory always updated with goods and materials, you have very little to no worries about timely delivery of orders.

With your entire source to pay process digitised, you can handle it from around the globe. No matter where you are and what other task you might be engaged in, you can always keep an eye on your team and ensure smooth s2p process. This helps you do multi-tasking as and when required. At the same time, your business is never ignored because you can literally take it with you wherever you go.

Hence, source to pay is the ultimate need for your business if you are headed towards automation in the future. As far as the best options are concerned, you now possess enough knowledge on the subject matter to make the right decision for your business!