10 Procurement KPIs That You Must Measure

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min read time
March 15, 2024
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Measuring procurement performance is crucial for any business, and procurement KPIs play a vital role. It helps you know how well your procurement team is performing. That is, you could see if they're meeting your expectations.

You need key performance indicators (KPIs) to evaluate procurement effectiveness. They help you track your progress, identify areas for improvement, and make data-backed decisions.

For instance, let's say you want to know if your suppliers meet your purchase requisition. When you measure the compliance rate, you will understand if they're fulfilling your expectations. This procurement KPI helps you identify any issues and address them promptly.

Similarly, if you want to track your level of dependency on your suppliers, you can measure the number of suppliers. This helps you understand if you're too reliant on a few or have enough supplier diversity.

There are various KPIs, like the ones mentioned, to help gauge your procurement performance.

So, are you ready to optimize your procurement strategy? Let's dive in and see the essential real-time procurement KPIs you must track for success.

What Are Procurement KPIs?

Procurement key performance indicators (KPIs) act as checkpoints that evaluate and monitor your business's purchasing activities.

They provide specific metrics to measure performance, optimize buying processes, and ensure alignment with goals for effective decision-making and improved efficiency in procurement operations.

For example, one KPI could measure how much money you save when buying things. Another might be to check if your suppliers are delivering goods on time. Likewise, there are various categories of KPIs that provide insights into your procurement performance.

These metrics are not just numbers; they're tools for improvement. They give clues on where you're doing well and where you need to step up your game.

By monitoring these KPIs, you can spot growth areas, make smart decisions, and increase your bottom line.

What Is the Importance of Measuring Procurement KPIs?

Procurement KPIs are essential for businesses for many reasons. Here are five of them:

Cost Savings

Firstly, cost savings are very vital. Benjamin Franklin once said, “Beware of little expenses; a small leak will sink a great ship.”

Tracking KPIs enables you to identify areas of excessive spending. Whether overspending on supplies, overlooking discounts, or neglecting automation opportunities, this insight empowers you to tighten budgetary constraints and achieve hard savings.

Risk Management

33% of organizations do not have a designated chief risk officer. This shows a gap in risk management focus that could lead to costly mistakes and potential disasters.

Procurement KPIs act as your early warning system for potential risks. Whether it's supplier reliability or market changes, these metrics help you stay ahead. If you spot risks early, you can dodge them like a pro.

Supplier Performance Evaluation

Then, there's vendor performance evaluation. KPIs let you see which suppliers are hitting the mark and which are lagging behind.

Are they delivering on time? Providing quality goods? With this information, you can nurture strong partnerships and weed out underperformers.

Strategic Decision-Making

Procurement KPIs also lend a hand in strategic decision-making for the procurement department. Armed with data on cost, quality, and delivery times, you can make informed choices.

Whether it is time to switch suppliers or negotiate better deals, whatever the move, KPIs will help procurement leaders play the right cards.

Improved Overall Procurement Performance

Last but not least, improve overall procurement performance. Procurement KPIs are like your personal coach for procurement success.

They highlight areas where you're acing it and need to level up. With continuous monitoring and adjustments, you will fine-tune your procurement function for maximum efficiency.

10 Procurement KPIs That You Must Measure

KPIs are metrics that track and evaluate the efficiency of procurement processes within an organization.

They help your business identify improvement areas, assess its market competitiveness, and optimize organizational spending and time. They also help minimize maverick spend and enhance the sourcing of products. Here are 10 procurement KPIs that you must measure:

1. Vendor Compliance Rate

Benefits of vendor compliance and the risk of non-compliance

Vendor compliance rate measures how well your vendors stick to the terms and conditions of your contracts. It reflects the percentage of orders fulfilled according to agreed-upon specifications and timelines.

To calculate this procurement KPI, divide the number of orders fulfilled correctly by the total number of orders placed. After that, multiply by 100 to get the compliance rate.

A high vendor compliance rate indicates reliable suppliers and smooth procurement processes. However, a low rate signals quality control problems or communication gaps.

2. Purchase Order Cycle Time

This KPI tracks the time it takes for a purchase order to be processed, from creation to receipt of goods or services. It measures procurement efficiency and responsiveness.

Calculate the average time elapsed between creating a purchase order and receiving the corresponding goods or services to measure this purchasing KPI.

A shorter purchase order cycle time equates to faster procurement processes, reduced supplier lead time, and better responsiveness to business needs.

3. Purchase Order Cost

Purchase order cost helps you evaluate the total expenses associated with creating and processing purchase orders.

This includes administrative expenses, labor costs, and any fees. To measure this KPI, add up all costs related to creating and managing purchase orders over a specific period.

Monitoring purchase order costs helps identify opportunities for annual cost savings and efficiency improvements, such as streamlining processes or contract term negotiations with suppliers.

4. Subscription Cost per Use

This KPI measures the cost-effectiveness of subscription-based services by calculating the cost per actual usage or utilization rate.

To measure, divide the total subscription cost by the number of times the service was used or accessed.

A lower subscription cost per use indicates a better value for money. It also ensures that resources are allocated efficiently based on actual usage patterns.

5. Vendor Availability and Defect Rate

Vendor availability and defect rate KPI assesses the reliability of vendors by measuring their product availability and defect rate. It reflects the percentage of orders fulfilled without shortages or defects.

You can calculate supplier defect rates by dividing the number of defect-free orders by the total number of orders received. From there, you multiply the result by 100 to get the defect-free rate.

A high supplier availability and defect-free rate show there are dependable suppliers. That is, you have a reduced disruption rate or quality rating issues in the supply chain.

6. License Utilization Rate

This KPI evaluates the efficiency of software license usage by measuring the percentage of licenses that are actively used versus those that remain idle or underutilized.

To calculate, divide the number of active licenses by the total number of licenses purchased. After that, multiply the result by 100 to get the utilization rate.

Maximizing license utilization helps optimize software investments and avoid unnecessary costs associated with unused licenses.

7. Price Competitiveness

This is the most important KPI, as it compares the purchase price variance for similar products or services to assess competitiveness and identify cost-saving opportunities.

To ascertain this, compare prices from multiple vendors for identical or comparable items. Do not forget to consider factors such as supplier quality, quantity, and delivery terms.

Analyzing price competitiveness helps ensure you get the best value for your money. It also encourages suppliers to offer competitive pricing.

You can use vendor research tools like CloudEagle to compare vendor prices against the benchmark. It can also provide you with complete visibility over vendors and help you streamline your procurement process using workflows.

8. Emergency Purchase Ratio

The emergency purchase ratio measures the proportion of unplanned or emergency purchases compared to total purchases. It reflects the effectiveness of procurement planning and risk management.

To measure this purchasing KPI, divide the number of emergency purchases by the total number of purchases made, then multiply by 100 to get the emergency purchase ratio.

A high emergency purchase ratio indicates inadequate planning or supplier performance issues, influencing your vendor rejection rate. On the other hand, a low ratio suggests effective procurement strategies and risk mitigation measures.

9. Procurement Return on Investment (ROI)

This KPI evaluates the return on investment generated from procurement activities. It compares the benefits or savings achieved to the costs incurred.

Calculate the net savings or benefits realized from procurement initiatives to measure this purchasing KPI. After that, divide by the total procurement costs, then multiply by 100 to get the ROI percentage.

Monitoring procurement ROI helps assess the effectiveness of procurement strategies. Also, it justifies investments in process improvements or resource allocations.

10. User Adoption Rate

User adoption rate formula

This KPI measures the percentage of users or stakeholders actively engaging with new procurement processes, systems, or tools introduced in the organization.

To measure this procurement KPI, divide the number of users adopting new procurement practices by the total number of users targeted for adoption. After that, multiply by 100 to get the adoption rate.

A high user adoption rate indicates successful implementation and acceptance of new procurement initiatives. This leads to improved efficiency and effectiveness.


To sum up, we've covered several important things about Procurement KPIs. These procurement metrics are your trusted partners when buying for your business.

They help you accurately monitor costs, assist in cost reduction, manage risks, and make smarter decisions. From tracking vendor performance to measuring cost savings, Procurement KPIs offer a clear track to success.

Now is the right time to take action; don't just sit back. Start implementing these KPIs in your organization today. By doing so, you'll unlock opportunities to enhance your procurement processes. You will also be able to drive savings and boost efficiency.

If you are ready to streamline your process, book a demo with CloudEagle. They've got the tools and expertise to supercharge your procurement game. So schedule that demo and kickstart your journey to procurement excellence.

Frequently Asked Questions

1. What is the KPI for procurement?

The KPI for procurement is like a compass guiding your buying decisions. It helps measure how well you're doing in purchasing goods and services.

2. What are the 4 mandatory key performance indicators?

Vendor compliance rate, purchase order cycle time, purchase order cost, and subscription cost per use.

3. How do you write a good KPI?

Start by defining what you want to measure. Use specific and measurable terms. Make sure it's relevant to your business objectives. Set achievable targets and establish a timeframe. Regularly review and adjust as needed to stay on track.

Written by
Anju Mary Peter
SaaS Buyer, CloudEagle
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