As most small and medium-sized businesses (SMEs) across the UAE will know, procurement has always been handled in the same, traditional way: manually. While these methods have sufficed for decades, nowadays, procurement automation has changed the playing field, rendering a manual approach outdated and inefficient. From sending out supplier emails by hand to chasing quotes to managing invoices in spreadsheets, sticking with manual procurement is now costing businesses valuable time, money, and opportunities.

Embracing the digital procurement revolution, and robotic process automation (RPA) in procurement, can completely transform how businesses operate. Here’s how traditional processes are holding so many companies back, and how automation offers a radical step up in operational efficiency.

What Is Manual Procurement?

Manual procurement refers to the traditional process of sourcing, purchasing, and managing supplies by hand. It is typically done using pen and paper or semi-digital systems, like spreadsheets, written ledgers, letters, emails, face-to-face visits, and/or phone calls.

Every stage, from researching suppliers and comparing prices to placing purchase orders and tracking invoices, is handled manually by people. While it might work for very small businesses, manual procurement becomes increasingly complex and prone to human error as a company grows. 

The more manual steps your team manages, the higher the risk of mistakes, inefficiencies, and missed savings becomes- and the more man-hours each process consumes. Procurement automation has the power to near-eliminate bookkeeping errors and streamline the entire stock sourcing process. 

What Are the Disadvantages of Manual Procurement?

Manual procurement might seem simple early on- after all, all it takes is a pen and paper to get started. But as a business expands, doing things by hand can quietly drain a business’s resources. Some of the biggest disadvantages include:

• Time-Consuming Processes: Employees likely spend hours requesting quotes, comparing prices, and entering data. Rather than engaging in repetitive processes, their time could be far better spent on strategy and growth.
  
  
• Lack of Visibility: Without real-time tracking or analytics, it’s difficult to get a clear overview of where money is going, which suppliers are reliable, or where savings can be made. Robotic process automation in procurement enables the easy collection and analysis of all this data to inform future purchasing decisions.
  
  
• Prone to Human Error: Manual data entry inevitably leads to mistakes from time to time, from incorrect quantities to duplicate orders and lost invoices.
  
  
• Limited Supplier Reach and Exposure: Many SMEs rely on a small pool of known suppliers, missing out on discovering better deals available in the wider market.
  
  
• Slow Decision-Making: Without the instant access, insights, or approval workflows that centralised procurement automation facilitates, bottlenecks can form, slowing down the entire operation.

Can Procurement Be Automated?

Yes, absolutely - and it’s already being embraced by forward-thinking SMEs.

Procurement automation uses digital tools to handle repetitive purchasing tasks automatically. Instead of manually contacting suppliers or tracking orders in spreadsheets, platforms utilising robotic process automation in procurement allow for centralised, automated management. They can automate everything from product research and supplier discovery to payment reconciliation and delivery scheduling.

The key difference between manual and automated procurement lies in efficiency and visibility:

• Manual Procurement:
  • Depends on human effort 
  • Features fragmented systems
  • Vulnerable to errors
  • Difficult to scale
  • Prone to delays
    
    
• Automated Procurement:
  • Integrated digital tools help streamline workflows
  • Improve accuracy
  • Deliver real-time insights from data analysis
  • Reduces man-hours spent on repetitive tasks
  • Overcomes efficiency bottlenecks and delays, thanks to the centralised nature of digital platforms

Procurement automation isn’t just about saving time - it gives SMEs control, flexibility, financial agility, and a clearer picture of a company’s spending. These benefits can be seen in action in the business world already:

• According to one McKinsey report, SMEs that digitise their sourcing and procurement can reduce annual indirect spending by up to 15% and improve operational efficiency significantly. 
  
  
• When surveyed about their expectations of the near-term impact of their digital procurement programmes, a group of CPOs forecast: a 40% increase in annual savings, and 30-50% less time spent on transactional sourcing.

For SMEs in the UAE, procurement automation represents a tangible competitive advantage that’s hard to ignore.

What Is RPA in Procurement?

RPA stands for robotic process automation in procurement. It refers to the use of software ‘robots’ to perform routine tasks that would otherwise require human input. These bots can automatically process purchase orders, verify invoices, and update records, without any risk of human error or fatigue.

What Are the Four Types of Procurement?

The four main types of procurement describe the different ways that companies source the products and services they need to operate. These are:

• Direct Procurement: Sourcing raw materials or components for the production of finished goods.

• Indirect Procurement: Purchasing services or supplies that keep the business’s operations running.

• Services Procurement: Managing labour, third-party contractors or outsourced work.

• Goods Procurement: Buying finished goods for resale or internal use.

RPA can easily integrate with existing enterprise system infrastructures to automate each of these four types of procurement. SMEs can eliminate manual paperwork, accelerate transaction approvals, and maintain transparent record-keeping by utilising RPA and procurement automation. Each of these are essential components for businesses looking to scale efficiently.

How Tradeling Can Help Streamline Your Business’s Procurement Methods

At Tradeling, we’ve designed a platform built specifically to solve the exact procurement issues SMEs experience. Our digital marketplace connects businesses with verified suppliers across the UAE and beyond, offering everything retail and trade businesses need in one convenient place.

Through our enterprise solutions, you can:

• Simplify sourcing by accessing thousands of pre-vetted suppliers in one platform.

• Automate your request-for-quote (RFQ) process to save time and secure better pricing.

• Gain real-time visibility and insights into purchasing data, approvals, and cost trends.
• Streamline payments and deliveries with integrated logistics and support.

Whether you need everyday supplies or large-scale wholesale goods, Tradeling’s services make procurement simple, transparent, and cost-efficient.

Procurement automation isn’t about removing people. It’s about freeing your team from repetitive admin, letting them focus on what really matters: strategy, growth, and innovation.

Manual procurement might feel comfortably familiar, but nowadays it’s no longer efficient or competitive. Every manual step is an opportunity for delay, error, or unnecessary cost, while businesses adopting digital procurement are already pulling ahead.

By embracing procurement automation- and leveraging tools like robotic process automation in procurement- SMEs can reclaim time, reduce expenditure, and make smarter purchasing decisions that drive growth.

At Tradeling, we make digital procurement easy. Visit Tradeling to discover how our services can streamline your sourcing, save you time, and take your business to the next level.