E-Procurement bei SPINNER: Ein langer Weg mit klarer Richtung

‍Focus of use

simple system is used exclusively for non-inventory requirements — i.e. office supplies, operating supplies and project-related C-parts outside production.

Orders via simple system (2023): around 1% of total purchasing volume

Typical requirements: Paper, tools, equipment, IT accessories

Processing: Visible specialist departments initiate demand, and the purchasing department takes over the order.

Why simple system?

The decision for the e-procurement platform was initially characterized by free access — they stuck around because the platform works. Die benefits from SPINNER's perspective:

1. Ease of use without training

New colleagues don't ask questions, the system works — they simply say: 'Please create an account for me. ' That speaks for itself.

The intuitive use is particularly useful for employees outside of purchasing: Search — Find — Inquire. No training required, no barriers.

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2. Process relief in purchasing

Where in the past four offers were obtained, compared manually and ordered by email, a platform query is sufficient today. Purchasing benefits in two ways:

Cost side: Faster price comparisons with negotiating catalog partners ‍

Time page: Order processes with just a few clicks instead of email ping pong

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3. Low maintenance costs with high acceptance

The system is stable and acceptance is high. The internal order manual has been set up once and is sufficient. The purchasing department supervises the process with few inquiries. Approval times are minimal, maverick buying is virtually ruled out.

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4. Reliable support

Our contact person is always available and has also closely supported us during the transition from the old platform to the new platform, which was rolled out in 2024 — that was worth its weight in gold.

Technical changes (e.g. the new platform version) went smoothly thanks to contacts and internal IT.

Integration into digitization strategy

simple system is not an isolated tool today, but part of a wider digitization roadmap. The focus is currently on the introduction of a new ERP system by 2028 — including interfaces to simple systems and potential enhancements (e.g. automated reading of order confirmations, OCI catalogs).

Digitalization issues are a high priority at SPINNER and are closely supported by dedicated contacts. This support is provided by marketing and sales teams.

Savings & measurable effects

• Process cost reduction: By eliminating manual inquiries
• Product costs: Real time price comparisons lower purchase prices
• saving time: Users carry out preliminary research, purchasing reduces effort
• Savings potential according to the platform (July 2025): >24,000 €

Optimization potential identified

Individual processes — such as the manual transmission of order requirements via email — have not yet been fully digitized. Users are currently using an internal form that is sent to the purchasing department. There, the data is then transferred to a simple system.

In some departments, it is being discussed whether this process can be made more efficient — for example through targeted expansion of user rights or a system-side approval process. The aim is to reduce internal media breaks and to minimize effort on both sides.

If users already know that a product is available via simple system, it would make sense to map this step as directly as possible in the system — without detours via e-mail and manual transmission.

simple system actively supports this idea — with a view to appropriate distribution of roles, process reliability and relieving the burden on purchasing. SPINNER is expressly open to further development.

Success Factors & Lessons Learned

What worked for SPINNER?

• Low barriers for new users
• Combination of external tool and internal IT expertise
• Dedicated distribution of roles: Users vs. purchasing
• Early start with a clear focus (cost center requirements)

Recommendation for other companies:

Anyone who wants to digitize should plan time and set up a strong project team. Lighthouse projects are ideal for gaining experience and building acceptance.

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conclusion

SPINNER GmbH shows how e-procurement can be implemented pragmatically and efficiently in the indirect sector — without buzzwords, but with a clear focus on benefits and suitability for everyday use.
simple system is not a gimmick, but a firmly established tool in daily operations — and a springboard for further digital steps.