10 Signs It’s Time to Get External Procurement Support

Procurement is not getting any easier. Budgets are being squeezed, supply chains are under constant pressure, and boards want more from procurement than ever before. Cost control is back at the top of the agenda for most teams, with 65% naming cost control as their primary concern.

Risk is also rising. More than 70% of CPOs say procurement related risk or supply chain disruption increased over the past year. That reality means even strong in house teams can find themselves firefighting, while strategic priorities slip.

Bringing in outside expertise is not about replacing your team. It is about giving them the space, specialist knowledge, and capacity they need to succeed. The right partner can accelerate projects, improve compliance, and make procurement a driver of organisational performance.

So how do you know when it is the right time to look outside for help
Here are ten signs it might be time to call in the experts.

1. You’re Constantly Firefighting
   If your team is jumping from one urgent task to another chasing suppliers, fixing last-minute issues, or dealing with escalations, it’s a clear sign that something needs to change. External partners can help restore control and create breathing space.
   Our Managed Procurement Services offer flexible support where and when you need it.
2. Strategic Projects Keep Getting Delayed
   You may have plans for improvement, such as a category strategy, supplier rationalisation, or an ESG framework. But day to day operations keep winning the time battle. In 2024, procurement workload was expected to increase by about 8% with little headcount or budget growth, creating productivity and efficiency gaps.An external team can progress projects without pulling your people off business as usual.
3. Your Supplier Performance Is Slipping
   Missed SLAs, thin contract reviews, or irregular performance meetings quietly erode value. External support can stabilise performance management and bring structure to reviews, KPIs, and corrective action.See how we support Supplier Relationship Management and performance improvement
4. You’re Preparing for a Major Tender
   Complex tenders drain capacity and increase risk if they are not well planned. Expert support can take care of documentation, evaluation criteria, moderation, and supplier engagement so you can focus on the outcome that matters.
5. You Lack Category Expertise Internally
   Some areas demand deep technical and commercial knowledge. More than 70% of CPOs reported difficulty attracting talent in the last year, which explains why gaps appear in specialist categories . Category specialists help you buy the right thing, in the right way, from the right suppliers.
6. You’re Facing an Audit or Governance Review
   Audits and assurance reviews are getting more thorough across both public and private sectors. If you are unsure your processes will stand up to scrutiny, getting ahead with a pre assessment and targeted fixes is a smart move.
7. Stakeholders Are Losing Confidence
   When procurement is slow, reactive, or disconnected from business needs, internal relationships suffer.
   You might hear: “Procurement slows us down”
   “We don’t get value from this process”
   “We’ll just do it ourselves”Bringing in external support can rebuild credibility and reset expectations.
8. You’re Falling Behind on ESG or Social Value Goals
   Expectations on ESG and social value are rising quickly, but only 25% of companies feel ready to have ESG data independently assured. If you are not sure how to embed ESG into sourcing and supplier management, external expertise can help you move from intent to delivery.
9. Use Frameworks, But Don’t Know How
   Frameworks can offer speed, compliance, and value — but navigating them takes expertise. Whether you’re accessing existing frameworks or building your own, an external partner can help you get it right.Visit our Procurement via Frameworks page to learn more
10. You’re Ready to Transform, But Don’t Know Where to StartMaybe you need a new operating model, technology enablement, or a different approach to supplier collaboration. With risk and disruption still elevated for most CPOs, a structured roadmap and the capacity to deliver it can make the difference between good intentions and measurable results.

External procurement support is not a last resort. The most forward thinking organisations use it to build resilience, unlock innovation, and deliver more value with fewer resources. The data backs that up. Cost control is the top priority for most teams, while workload and expectations continue to rise. The right partner brings clarity, capacity, and specialist skill so your team can focus on what matters most.

At eXceeding we help public and private sector organisations across the UK achieve measurable improvements in cost, compliance, supplier performance, and strategy. From short term specialist input through to longer term managed procurement, we scale to your needs.

If any of these signs feel familiar, it is probably the right time to act

Talk to our team today and discover how external procurement support can help you achieve better outcomes, faster.