Professionalizing the supply management of your business is increasingly necessary to ensure efficient business operation and has become a critical aspect for companies. And the more premises, offices or industrial buildings the company has - owned or rented - the more complex supply management becomes. In addition, according to the CNMC, 78% of offices in Spain have more electrical power contracted than they need. Therefore, in this article, we will delve into the challenges faced by companies in managing their basic supplies in Spain. In addition, we will explain the importance of the professionalization of your supplies in business operations, and we will offer you useful tools and suggestions to optimize the management of water, electricity, gas and internet.

🕸️ The complex supply management network

Traditionally, supply management involves manual monitoring and countless spreadsheets. Human resources are also involved, as they are dragged into resolving these tasks and investing time in them, which diminishes dedication to other tasks. This cumbersome approach not only It consumes time, but also leave room for errors, leading to accounting discrepancies and operational inefficiencies.

Managing invoices from multiple vendors in different properties can be a difficult and complex task… Companies are faced with the network of invoices, since each one requires meticulous attention. From tracking, collecting and paying for each of them to ensuring the proper functioning of all supplies; the process requires a lot of time and resources that companies could invest in other core activities. Also taking into account the high costs of some tariffs.

🗡️ Challenges in managing basic supplies:

1. Fragmented suppliers: managing and coordinating multiple suppliers for various basic supplies, negotiating contracts and ensuring good service becomes an infinite and complicated task for any business.
2. Inefficient manual processes: relying on this system for tasks such as tracking invoices, reconciling accounts and payments can lead to errors, inefficient processes and an increase in administrative burden. This can affect the productivity and overall financial state of your business.
3. Lack of data visibility: Without a unified platform for managing basic supplies, companies often struggle to gain full visibility of their consumption patterns, costs and potential areas for optimization. The lack of evidence-based information makes it difficult to make informed decisions about cost-saving measures.

📚 State of professionalization in Spain

Statistics related to professionalization in Spain provide valuable information about the current situation:

1. According to the CNMC, 78% of Spanish offices and homes have more electrical power contracted than they need.
2. According to the INE, The weight of supply expenditure in 2022 was 32.4% on the total expenses of an office and household.
3. According to Infobae, households and SMEs reduced their gas consumption by 10% in the second half of 2022 due to high prices.
4. According to Eurostat statistics, the Banco de España estimates that for all Spanish companies natural gas prices paid for these rises by around 250% a year ago, justifying the 53% drop in demand for gas by Spanish companies this year.
5. According to the report, which is based on an EBAE survey from 2023, Companies have reacted in different ways to these climbs. The main one would have been to renegotiate contracts with the retailers, the second, to transfer the increase in supplies to their final prices and, thirdly, to adopt measures such as improving energy efficiency and investing in renewable energy.

The energy landscape in Spain faces challenges for both homes and companies, and these actions reflect the need to professionalize supply management.

⚙️ Towards this professionalization: tools and strategies

1. Digitalization and automation: Adopting digital tools and automation solutions can significantly simplify the management of basic supplies. Platforms such as Polaroo offer features such as digital invoice management, automatic invoice reconciliation and real-time updates. These tools eliminate manual errors, save time, and provide a centralized platform for data visibility and analysis.
2. Get to know the suppliers: this allows you to negotiate and choose better rates, optimize processes and reduce administrative burden. You can achieve cost savings and improve contract management, but knowing the map of Spanish retailers and what each one offers is a difficult task.
3. Data analysis and optimization: the use of data analysis tools can provide essential information on consumption patterns and identify areas of cost optimization. By analysing data related to water, electricity, gas, internet and insurance consumption, companies can make informed decisions and optimize their supply management processes.

💻 The revolution in supply management: Polaroo

In the area of supply management, Polaroo has emerged as an exchange agent, offering companies a lifesaver for navigating the complexities of invoices, bills and supplies. Polaroo provides your company's supply management with digitalization and human equipment, which serves as an intermediary between suppliers and you, as a customer.

Polaroo offers you everything you need to professionalize the management of your supplies. Here are the solutions for you:

• It offers you a digital platform designed for supply management, it brings together all invoices under one virtual roof, simplifying the necessary follow-up process for each of them. And that you, as an entrepreneur, you can monitor and manage invoices from different suppliers in a fluid way, allowing for a more centralized and efficient approach, too.
• Another significant advantage offered by Polaroo is the ability to access information in real time. Being able to make informed decisions based on your updated data, which would allow you to optimize your supply chain, negotiate better agreements and identify areas to save costs.
• The time, formerly dedicated to manually monitoring the management of your business's basic supplies, can now be redirected to strategic planning, innovation and other core business activities.
• Supply management automation minimizes the risk of errors and ensures that invoices are processed accurately. Not only does this save time, but it also contributes to cost efficiency, as companies can avoid penalties associated with late payments or billing discrepancies.

👩🏻 ‍ 💻 Your Polaroo manager helps you

At Polaroo, we will always want to help you pay for exactly what you consume, and if you can optimize your rates, even better. We work of implementing all the technological innovations in the sector that facilitate your business management. Our job is also to let you know about any changes or questions you may have about these implementations, so don't hesitate to ask us!

If you want to know more about us and about the advantages of a service that saves companies time and money in managing basic supplies, you can consult the website.