5 Critical Questions to Ask Before Choosing a Source-to-Pay (S2P) Solution

Investing in a Source-to-Pay (S2P) platform is a strategic decision that can transform procurement processes, drive cost savings, and improve compliance. But with countless options on the market, selecting the right solution requires careful consideration beyond just features and price. To ensure your organization selects a solution that delivers lasting value, here are five critical questions you should ask vendors before making a commitment.

1. How Soon Can We Expect to Achieve Break-Even and Real ROI? What is the Overall Total Cost of Ownership (TCO)?

Return on Investment (ROI) is the ultimate measure of success for any procurement technology investment. Yet, many organizations underestimate how long it takes to break even and begin seeing tangible financial

• Why this matters:
  S2P implementations often involve costs beyond upfront licensing—such as consulting, training, system integration, change management, and ongoing support. Hidden expenses can accumulate and delay ROI.

• What to ask:
  
  • When have similar customers typically recouped their investment?
  • What are the key cost drivers included in the TCO (software, hardware, human resources, upgrades)?
  • How does the solution reduce operational costs through automation or efficiency gains?

Understanding the true cost and timeline for ROI will help set realistic expectations and justify your investment to stakeholders.

2. Does the Platform Support Local Compliance Out-of-the-Box and Adapt Dynamically? Or Will You Need a Dedicated Team to Localize Post-Go-Live?

Compliance is a critical—and often complex—aspect of global procurement. Different countries and industries have unique tax rules, regulatory requirements, and reporting standards.‍

• Why this matters:
  If the platform doesn’t offer built-in compliance tailored to your operational regions, you may face costly delays and risk non-compliance penalties by relying on manual workarounds or customizations.

• What to ask:
  
  • Does the platform include pre-configured compliance templates for your key markets?
  • Can the system adapt quickly to regulatory changes without heavy IT intervention?
  • What support does the vendor provide for localization and regulatory updates?

Choosing a solution with dynamic compliance features reduces risk, accelerates deployment, and simplifies audits.‍

3. What Are the Proof Points for Supplier Adoption, Especially for “Non-Tech Savvy” Vendors?

The success of any S2P platform hinges on supplier engagement. Even the best internal workflows fall short if your suppliers can’t—or won’t—participate.‍

• Why this matters:
  Suppliers vary widely in their technology skills and willingness to change. A complicated or unintuitive supplier portal creates friction and delays, leading to incomplete data, missed orders, and strained relationships.

• What to ask:
  
  • Can the vendor provide metrics on supplier adoption rates, especially among small or less tech-savvy suppliers?
  • How user-friendly is the supplier interface? Does it support mobile access, multiple languages, and simple onboarding?
  • Are self-service options available so suppliers can independently manage invoices, purchase orders, and payment status

Ensuring a seamless supplier experience maximizes participation and data accuracy, driving procurement efficiency.

4. Are ERP Integrations Seamless, or Will Your IT Team Need External Vendors to Stitch It Together?

S2P platforms rarely operate in isolation. They must integrate effectively with ERP systems, financial software, and other enterprise applications.

• Why this matters:
  Complex, custom integrations increase deployment time, create potential points of failure, and inflate IT support costs.

• What to ask:
  
  • Does the solution offer native, pre-built connectors for your ERP and financial systems?
  • How much technical effort is required for initial integration and ongoing maintenance?
  • Can the platform handle real-time data exchange for orders, invoices, and payments?

A solution with seamless ERP integration reduces IT burden, speeds implementation, and improves data accuracy across systems.

5. What Is the Vendor’s Commitment to Delivering Value Beyond Standard Implementation?

Implementing an S2P solution is not just a technology project—it’s a business transformation. The vendor’s level of partnership can make or break your success.

• Why this matters:
  Without ongoing support, training, and optimization, many companies fail to fully realize the promised benefits.

• What to ask:
  
  • Does the vendor offer tailored onboarding, training, and change management support?
  • Are there resources dedicated to continuous improvement and value realization post-launch?
  • How does the vendor measure and report success metrics with customers?

Prioritizing vendors focused on long-term value creation ensures your procurement processes continuously evolve and improve.

Conclusion: Asking the Right Questions Today Prevents Buyer’s Remorse Tomorrow

Choosing a Source-to-Pay solution is a major investment with wide-reaching impacts. Taking the time to ask these five essential questions helps you understand the true costs, risks, and benefits before making a decision.

When done right, an S2P platform can accelerate procurement efficiency, strengthen supplier collaboration, ensure compliance, and deliver measurable ROI.