Source-to-Pay for education: More efficient management of Procurement, Contracts, and Invoices

Educational institutions are facing increasing administrative burdens, tight budgets, a wide variety of (small) orders, and a large group of decentralized buyers. From teachers to support staff, everyone places orders, but not everyone is a professional buyer. This requires smartly designed Source-to-Pay processes and a clear strategy for procurement channels.

How to work more efficiently in a complex educational environment

A well-structured Source-to-Pay process supports educational staff while providing oversight and control. S2P & More helps educational institutions digitize and optimize their procurement, contract, and invoicing processes—with a keen eye for the culture and daily reality within schools.

Smart processes. Less administration. More room for quality education.

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Challenges in education

Within the education sector, we recognize these as the primary challenges in procurement and finance.

veel bestellers
Many decentralized buyers
type bestellingen platform
Wide range of order types
Outdated or poorly equipped software
Everyone deals with change differently. Guide people through the process. Keep going and keep explaining – time and time again – because it helps. It takes time, but it pays off!

– Marjon Rietveld, Procurement Advisor | ROC Midden Nederland

Read more about the case

Wat is onze aanpak van onderwijs?

  • Process analysis from procurement to payment
  • Develop a procurement channel strategy for the wide variety of purchases.
  • Software selection process for the S2P/P2P platform
  • Implementation of systems for cash payments and purchasing cards for small orders
  • Project management for the implementation of processes and systems
  • Training and adoption support for decentralized buyers

We help educational institutions future-proof their entire Source-to-Pay process. This begins with a sharp analysis of every step, from procurement need to payment, followed by the selection of the S2P or P2P platform that best fits the organization. We then guide the implementation, including seamless integration with systems such as AFAS or other financial software. We also set up contract and supplier management in a professional and clear manner, ensuring agreements are better utilized. Finally, we provide practical training and adoption support, so that decentralized buyers can work easily, quickly, and compliantly within the new process while meeting all laws and regulations.

Our processes

Source-to-Pay

Baseline measurement & analysis

What % of the spend is contracted? Do I have insight into my current commitments? What risks am I facing and, most importantly, how does the internal customer experience the S2P process? Before starting a Source-to-Pay project, it's important to understand your current position.
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Source-to-Pay

Business case & plan of action

Having guided dozens of Source-to-Pay improvement projects, we are able to quickly develop a powerful and complete plan of action or business case with all the elements that belong in it. We provide realistic time estimates and ensure all activities are accounted for. In addition, you will gain insight into a logical approach for your S2P challenge that fits your organization and the goals you want to achieve.
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Source-to-Pay

Market orientation & software selection

The Source-to-Pay software market is large, complex, and commercially driven. Every vendor claims to have the best solution for your organization. S2P & More is the only provider in the Netherlands that guides this selection process completely independently: without vendor bias or hidden agendas. We ensure you choose the right software based on your processes, your users, and your strategic goals. Not what the market sells, but what your organization needs.
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Source-to-Pay

Process design & purchasing channel strategy

Every organization procures differently, yet most organizations handle all their purchasing in the same way. This leads to unnecessary complexity, user frustration, and a loss of control over spend and compliance. S2P & More designs your procurement processes to align with how your organization operates: by procurement type, by ordering channel, with the right balance between user-friendliness and control. This way, smart procurement becomes the standard, not the exception.
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Source-to-Pay

Roll-out & Implementation

An S2P implementation is more than just installing software; it's an organizational transformation. Making the right technical choices, getting the organization on board, onboarding suppliers, and building buy-in among end-users: these are the factors that determine whether your implementation succeeds or stalls. S2P & More has navigated these challenges dozens of times with Dutch and European organizations. We know exactly where things go wrong and how to prevent it.
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Source-to-Pay

& More!

This service from S2P & More supports organizations in the post-S2P implementation phase. The critical period where adoption, PO percentage, and ongoing management are truly put to the test. The go-live is a milestone, but certainly not an endpoint. That's when the real work begins: ensuring the organization fully embraces the new system, boosting adoption, and evolving the system to match your ambitions.
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& More!
Baseline measurement & analysis
Business case & plan of action
Market orientation & software selection
Process design & purchasing channel strategy
Roll-out & Implementation

Where does it lead?

  • Students and teachers can order and purchase quickly and efficiently.
  • Faster invoice processing times
  • Fewer errors & better compliance
  • More efficient collaboration between support services and teaching staff

In education, user-friendly processes, clear authorization structures, and seamless integrations with systems like AFAS, ProQuro, Proactis, or Onventis are essential. We already assist educational institutions such as Fontys, Mbo Rijnland, ROC van Amsterdam, and ROC Midden Nederland in standardizing their processes without making them unnecessarily complex for non-procurement staff.

Let's connect

We advise educational institutions and many other organizations on optimizing and making their Source-to-Pay processes more sustainable. Schedule a no-obligation consultation with Maarten, our expert in S2P for the education sector, and discover where your opportunities lie.

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Derek Hooyman S2P & Morefoto Maarten S2P & More
FAQ

FAQs

Do you have a question? Take a look below. Is your question not listed? Get in touch with us.

Educational institutions often opt for a phased approach. Start with a grip on orders and obligations, then optimize contract management and invoice processing. In our reference cases, we show how settings such as ROC Central Netherlands have set this up, what choices they made and what this meant for finance and purchasing.

Source-to-pay optimization becomes relevant when educational institutions are faced with decentralized buyers, limited spending insights, a lot of manual controls, or ambiguity about contracts and obligations. Especially in the event of growth, mergers or changing laws and regulations, control over the process becomes essential.

Software is an essential tool for a Source-to-Pay process to run smoothly. We can help you make the system setup or process as optimal as possible within the existing limitations of the software.

ProQuro, Onventis, AFAS, Visma Spend Cloud en Proactis zijn veel gebruikte systemen in het onderwijs. Er zijn er nog veel meer!