Best Procurement Tools in 2025 — Features + Pricing

Zycus’ Merlin Intake simplifies the process of capturing and organizing procurement needs across the organization. By allowing employees to send requests via platforms like web forms, MS Teams, or Slack, everything is collected early, clearly relayed, and gathered every time. 

Additionally, AI provides procurement teams with a clear understanding of what is coming up, enabling them to identify trends, align with business plans, and develop their strategies in advance.

Further, Merlin Intake uses AI to automatically categorize, prioritize, and route requests. This automation helps eliminate bottlenecks and human error while surfacing insights that support more informed needs identification and cost-saving opportunities.

Pricing:

The software pricing is available upon request. For detailed cost information, you can request a quote here or contact their sales team.

Website Link: https://www.zycus.com/solution/intake-management 

GEP SMART supports the needs identification phase by centralizing how procurement requests are captured and managed. Through a unified, user-friendly platform, employees can submit their purchasing needs in a structured way, ensuring that procurement teams gain early visibility into organizational demand. This helps identify spending trends, anticipate requirements, and align procurement plans with broader business objectives.

The platform incorporates AI to automate the classification, validation, and routing of requests based on criteria like category, urgency, and budget thresholds. These AI-driven workflows enhance accuracy and compliance while enabling real-time insights that reveal opportunities for cost savings and smarter purchasing decisions.

Pricing:

GEP SMART is offered strictly on a quote-only basis.

Website Link: https://www.gep.com/software/gep-smart

Ivalua helps streamline the needs identification process by offering an AI-powered intake system that ensures procurement requests are accurately captured from the start. With guided, conversational forms and user-friendly interfaces, teams across the organization can submit their needs easily and consistently. 

The platform uses AI to classify and route these inputs, giving procurement early visibility into upcoming demand. Over time, this data reveals patterns that support more informed decisions around category strategy, budgeting, and supplier planning. 

Pricing:

Ivalua Buyer’s entry price is at about US$ 150,000 per year on an annual subscription basis, with the vendor supplying exact, quote-based pricing only after scoping each client’s requirements.

Website Link: https://www.capterra.com/p/103260/Ivalua-Buyer/ 

Coupa improves the way organizations identify procurement needs by providing a centralized platform for capturing requests. Employees can submit their requirements in a consistent, guided format, making it easier for procurement teams to collect, organize, and analyze early demand signals. 

This unified intake process helps ensure that all needs are visible from the outset, enabling better planning, budget alignment, and compliance.

Coupa’s system uses AI to guide users toward preferred products and services, reinforcing procurement policies and improving request accuracy. 

Real-time analytics and integrations with collaboration tools also support early decision-making, reduce maverick spending, and uncover opportunities for cost savings.

Pricing:

The Coupa Supplier Portal itself is free for “Registered” suppliers; optional upgrades include a Verified profile at US$ 549 per year and Premium Support packages starting from US$ 499 per year.

Website Link: https://supplier.coupa.com/pricing/ 

Pipefy allows organizations to make it easier to collect purchase requests, which helps with identifying needs in procurement. With advanced forms and automated workflows in Pipefy, every request in procurement is always registered in the same way and with fewer errors. 

An AI solution helps sort and prioritize requests, so procurement teams are among the first to be aware of what the company needs. With this system, getting things bought happens faster and is focused on the organization’s objectives, helping staff make smarter decisions. 

Furthermore, connecting Pipefy with multiple finance and accounting systems allows smooth information transfer throughout the procurement cycle.

Pricing:

Pipefy’s Starter tier is free, while the paid plans run US$ 24 per user/month for Business, US$ 40 per user/month for Enterprise, and an Unlimited package available only via custom quote.

Website Link: https://www.capterra.com/p/144848/Pipefy/pricing/ 

Coupa embeds AI-driven “budget guardrails” into every requisition: as soon as a requester fills out a cart, the platform cross-checks live budget balances and flags lines that push a project or cost center into the red. Spend-classification algorithms then suggest the right approval chain and auto-route the request, accelerating sign-off without skipping policy steps.

Real-time dashboards give finance and executives a single view of committed versus available funds, making it easier to spot overruns early and re-forecast. Collaboration happens directly in the record, so approvers can ask clarifying questions and attach justifications without email threads. Once approved, the PO inherits the budget code, locking in control through to payment.

Behind the scenes, Coupa’s “budget guardrails” and routing suggestions are powered by artificial intelligence algorithms that classify spending and enforce policy without extra manual checks.

Pricing:

The Coupa Supplier Portal itself is free for “Registered” suppliers; optional upgrades include a Verified profile at US$ 549 per year and Premium Support packages starting from US$ 499 per year.

Website Link: https://supplier.coupa.com/pricing/ 

Precoro streamlines budget approval with drag-and-drop workflow builders and instant budget checks. When a requester submits a purchase order, the system shows current and projected spend for the relevant department, letting approvers decide in one click (on desktop or mobile) whether to green-light or reject.

Because every budget is tied to a fiscal period, Precoro automatically blocks transactions that would exceed preset limits, triggers conditional escalations for large amounts, and maintains an audit trail for finance teams and auditors. While it relies on rules-based automation rather than AI, its real-time visibility helps smaller and mid-sized organizations avoid manual spreadsheet checks and last-minute surprises.

Unlike AI-driven tools, Precoro uses straightforward, rules-based automation, giving real-time visibility and control without the complexity of machine-learning models.

Pricing:

Precoro posts transparent subscription tiers: the Core plan starts at US$ $499 per month (billed annually), the Automation plan starts at US$ $999 per month (billed annually), and an Enterprise package is available only via custom quote.

Website Link: https://precoro.com/pricing 

Procurify is a cloud-based spend-management platform that puts real-time budget visibility and control at the center of every purchase. The suite pulls data from receipts, contracts, and invoices, consolidating it into a single view so approvers can see committed, pending, and remaining funds the moment a request lands. 

From email, web, or mobile, stakeholders can approve or reject in seconds while “Spend Insights” surfaces upcoming burn rates and flags unusual transactions, sparking informed discussions about priorities, trade-offs, and corrective action before any money leaves the account.

All of these capabilities are driven by Procurify’s underlying AI and machine-learning engines, including a conversational interface that answers natural-language budget questions on demand.

Pricing:

Vendr’s marketplace benchmark pegs Procurify’s median contract at roughly US$ 11,489 per year, with recent deals ranging between about US$ 4,500 and US$ 35,900. A March 2025 Vendr review further notes that Procurify now markets a single flat-rate plan priced at around US$ 2,000 per month.

Website Link: https://www.vendr.com/marketplace/procurify

SAP Ariba embeds budget-check logic directly in guided-buying screens: every accounting split on a requisition is validated against a unique budget code, and requests that exceed tolerance are stopped or routed for exception approval.

For global enterprises, Ariba can reference multiple ERPs, currencies, and cost centers, ensuring the correct funds are reserved regardless of region. Machine-learning recommendations nudge users toward preferred items and contracts, helping buyers stay on policy while giving finance an auditable trail from requisition through invoice. (AI elements are present, but budget validation itself is rules-based.)

In addition to these rule-based budget checks, SAP Ariba layers in AI-driven recommendations that steer users toward preferred items and suppliers, improving compliance and speeding up purchasing decisions.

Pricing:

SAP lists Ariba Sourcing as “price upon request,” sold per-user on 12- to 60-month contracts, so you must obtain a custom quote; marketplace benchmarks from Vendr show real-world deals clustering around US $73 000 per year (with a range of roughly US $15 000 – $292 000, depending on scope and user count).

Website Link: https://www.sap.com/products/spend-management/ariba-sourcing/pricing.html

Kissflow provides a low-code, AI-enabled workspace where finance teams can map even the most complex budget-approval chains in minutes. Drag-and-drop nodes define roles, thresholds, and conditional branches, while AI analytics surface bottlenecks and predict which requests are likely to breach limits before they reach the approver’s queue.

Because the suite is cloud-native, approvers receive real-time notifications, can comment inline, and sign off from any device. Out-of-the-box integrations with ERP and accounting systems sync approved amounts automatically, eliminating double entry and keeping budget actuals up to date.

After those controls are in place, Kissflow layers in AI analytics that highlight workflow bottlenecks and predict which requests are likely to breach limits, helping teams act before problems arise.

Pricing:

Kissflow’s pricing begins at US$ 1,500 per month for the Basic plan (includes up to 50 users), while the Enterprise tier is sold only on a custom quote basis.

Website Link: https://thedigitalprojectmanager.com/tools/kissflow-pricing/ 

SAP Ariba’s guided-sourcing workspace gives buyers a step-by-step wizard to launch RFx events in half the usual time while embedded budget and policy checks keep the process compliant. Templates pull in historical pricing and supplier scorecards so teams can compare bids apples-to-apples and push the winning quote straight to contract. 

Behind the scenes, AI agents (Joule) analyze past events and market data to shortlist suppliers, suggest negotiation questions, and surface price-volatility alerts, letting sourcing managers focus on strategy instead of data wrangling.

After those fundamentals are in place, SAP’s Joule AI agents analyze past events and market data to auto-shortlist suppliers, suggest negotiation questions, and flag price-volatility risks, adding intelligence on top of an already robust sourcing workflow.

Pricing:

SAP lists Ariba Sourcing as “price upon request,” sold per-user on 12- to 60-month contracts, so you must obtain a custom quote; marketplace benchmarks from Vendr show real-world deals clustering around US $73 000 per year (with a range of roughly US $15 000 – $292 000, depending on scope and user count).

Website Link: https://www.sap.com/products/spend-management/ariba-sourcing/pricing.html

GEP SMART unifies category planning, RFx creation, e-auctions, and contract award on one cloud platform. Real-time dashboards show savings pipelines, supplier participation rates, and cycle times so sourcing leaders can spot bottlenecks early. 

It’s built-in AI parses line-item specifications, recommends the most effective event type, and classifies spend automatically, sharpening cost benchmarks across direct and indirect categories.

After those fundamentals are set, a built-in AI engine parses line-item specs, recommends the most effective event format, and auto-classifies spend, sharpening benchmarks across both direct and indirect categories.

Pricing:

GEP SMART is offered strictly on a quote-only basis.

Website Link: https://www.gep.com/software/gep-smart

JAGGAER ONE offers configurable RFQ/RFP workflows, supplier self-service portals, and multi-round bidding to drive competitive tension. Integrated risk and sustainability scores help teams pre-qualify vendors before invitations go out, reducing compliance surprises later. 

An AI layer mines spend and contract data to surface demand aggregation opportunities and suggest optimal award scenarios, so buyers can model cost, risk, and ESG trade-offs in a single click.

On top of these core controls, an AI layer mines historical spend and contract data to identify demand-aggregation opportunities and recommend optimal award scenarios, letting buyers weigh cost, risk, and ESG trade-offs with a single click.

Pricing:

JAGGAER’s Advanced Rates module (and the wider JAGGAER ONE suite) is priced strictly by custom quote; public benchmarks put entry-level JAGGAER ONE deals at ≈ US$  45,000 per year, while the UK G-Cloud price sheet lists Source-to-Contract subscriptions starting at ≈ £ 25,000 annually and scaling upward with user count and spend bands.

Website Link: https://www.jaggaer.com/solutions/advanced-rates 

Keelvar focuses on high-volume, tactical sourcing: its bots can launch, monitor, and award spot bids for tail spend without human intervention, expanding governance to thousands of low-value events. Buyers still set the guardrails (lot structures, award rules, supplier pools) while the system executes. 

Machine-learning decision engines evaluate incoming bids against price and non-price criteria, then recommend (or auto-select) the best supplier mix, freeing teams for strategic projects.

Pricing:

Keelvar sells its sourcing-optimization and autonomous-sourcing platform strictly via custom quotes, but public marketplaces peg the entry price at about US$ 18,000–25,000 per year. Capterra lists a “starting price” of $ 18,000/yr while SelectHub says it begins “from $ 25,000.”

Website Link: https://www.keelvar.com/ 

Workday’s collaborative sourcing hub streamlines supplier discovery, RFP creation, and scorecard-based evaluations in a consumer-grade UI that boosts stakeholder engagement. All documents, clarifications, and negotiations live in a single workspace, creating a clean audit trail from intake to award. 

While its workflow logic is rules-driven rather than predictive, Workday provides real-time project trackers and analytics so sourcing teams can prioritize high-impact events and forecast savings with greater accuracy.

Pricing:

Workday HCM’s subscription at roughly US $34–42 per employee per month, translating to about US $150–300 K a year for companies under 500 employees and US $300–500 K for those with 500–2 500 staff; one-time implementation usually adds another 100–150 % of the annual software fee. Workday has dropped its historic US$ 250 K minimum, so final figures are still quote-only but typically fall within or above these ranges for larger enterprises.

Website Link: https://www.outsail.co/post/how-much-does-workday-cost 

SAP Ariba’s guided-sourcing workspace walks buyers step-by-step through RFx creation, pulls historical line items to speed setup, and embeds policy checks so only approved templates and clauses are used. Joule (SAP’s embedded AI copilot) mines past awards and current market data to auto-short-list suppliers, draft event questions, and flag price-volatility risks, letting teams launch richer events in a fraction of the usual time.

Real-time dashboards track participation, savings, and cycle times, while one-click award recommendations flow straight into contract workspaces, keeping the sourcing-to-contract hand-off seamless and fully auditable.

Pricing:

SAP lists Ariba Sourcing as “price upon request,” sold per-user on 12- to 60-month contracts, so you must obtain a custom quote; marketplace benchmarks from Vendr show real-world deals clustering around US $73 000 per year (with a range of roughly US $15 000 – $292 000, depending on scope and user count).

Website Link: https://www.sap.com/products/spend-management/ariba-sourcing/pricing.html 

GEP SMART unifies category plans, RFIs/RFQs, e-auctions, and award scenarios on a single cloud platform. Its AI parses specifications, recommends the ideal event type, and classifies spend on the fly, giving buyers instant benchmarks and savings forecasts while eliminating manual data entry. 

Custom dashboards expose supplier participation, pipeline value, and bottlenecks, while scenario modelling lets teams balance cost, risk, and ESG factors before making an award.

Behind the scenes, an AI engine parses line-item specs, suggests the optimal event format, and auto-classifies spend, delivering instant benchmarks and savings forecasts while eliminating manual data entry.

Pricing:

GEP SMART is offered strictly on a quote-only basis.

Website Link: https://www.gep.com/software/gep-smart

JAGGAER ONE offers configurable RFQ/RFP flows with built-in risk and sustainability scores to ensure only compliant vendors advance. An AI analytics layer mines historical spend and contract data to surface demand-aggregation opportunities and model multi-supplier award scenarios. 

Stakeholders evaluate bids in a single workspace, then run what-if simulations that weigh cost, quality, and ESG trade-offs, turning award decisions into defensible, data-driven choices.

Pricing:

JAGGAER’s Advanced Rates module (and the wider JAGGAER ONE suite) is priced strictly by custom quote; public benchmarks put entry-level JAGGAER ONE deals at ≈ US$  45,000 per year, while the UK G-Cloud price sheet lists Source-to-Contract subscriptions starting at ≈ £ 25,000 annually and scaling upward with user count and spend bands.

Website Link: https://www.jaggaer.com/solutions/advanced-rates 

Keelvar focuses on high-volume tactical events: its autonomous bots launch, monitor, and award spot bids for tail spend under predefined rules, bringing thousands of low-value purchases under governance. Machine-learning engines score bids against price and non-price criteria, then recommend, or automatically choose, the optimal supplier mix.

By automating the entire tender cycle for smaller buys, procurement frees up capacity for strategic sourcing while still boosting competition and capturing incremental savings.

Those autonomous bots and bid-scoring engines rely on machine-learning models that weigh both price and non-price factors before picking the winner.

Pricing: 

Keelvar sells its sourcing-optimization and autonomous-sourcing platform strictly via custom quotes, but public marketplaces peg the entry price at about US$ 18,000–25,000 per year. Capterra lists a “starting price” of $ 18,000/yr while SelectHub says it begins “from $ 25,000.”

Website Link: https://www.keelvar.com/ 

Ivalua’s sourcing suite provides guided, conversational intake forms and collaborative RFx workspaces that centralize all supplier Q&A, bids, and scorecards. Its Intelligent Virtual Assistant (IVA) uses generative AI to classify requirements, suggest negotiation levers, and summarise supplier responses, giving buyers early insight into cost drivers and compliance gaps.

Scenario-analysis tools compare single- versus multi-source awards so teams can maximise value while mitigating risk, then push the final award directly into contract authoring with one click.

Pricing:

Ivalua Buyer’s entry price is at about US$ 150,000 per year on an annual subscription basis, with the vendor supplying exact, quote-based pricing only after scoping each client’s requirements.

Website Link: https://www.capterra.com/p/103260/Ivalua-Buyer/ 

SAP Ariba’s contract workspace converts an awarded bid into a compliant agreement in minutes. Clause libraries and configurable templates keep language consistent, while version-controlled red-lining lets legal, finance, and suppliers collaborate without losing audit history. Joule, SAP’s embedded AI copilot, scans negotiation threads, flags non-standard terms, and proposes fallback clauses so reviewers focus only on true exceptions. 

Dashboards track cycle times, milestone compliance, and renewal dates, and the executed contract flows automatically to ERP and AP systems so spend, obligations, and invoices stay in sync, delivering full auditability from award to expiry. 

Pricing:

SAP lists Ariba Sourcing as “price upon request,” sold per-user on 12- to 60-month contracts, so you must obtain a custom quote; marketplace benchmarks from Vendr show real-world deals clustering around US $73 000 per year (with a range of roughly US $15 000 – $292 000, depending on scope and user count).

Website Link: https://www.sap.com/products/spend-management/ariba-sourcing/pricing.html 

Coupa centralizes every contract type (buy-side, sell-side, NDA) on a single cloud platform. Advanced AI parsers automatically extract key metadata (value, term, SLA) and benchmark clause language against internal standards, surfacing risk hotspots before signing. 

Real-time alerts warn owners when spend drifts off-contract or a renewal window nears, while generative AI produces concise contract summaries for approvers, shrinking review cycles and improving compliance across the portfolio.

Pricing:

The Coupa Supplier Portal itself is free for “Registered” suppliers; optional upgrades include a Verified profile at US$ 549 per year and Premium Support packages starting from US$ 499 per year.

Website Link: https://supplier.coupa.com/pricing/ 

Ivalua’s collaborative workspace stores every draft, comment, and e-signature in one thread, keeping audit trails effortless. It’s an Intelligent Virtual Assistant (IVA), built on generative AI, that classifies clauses, auto-fills headers, and drafts negotiation summaries, cutting review time dramatically. 

Post-execution, the same engine scans invoices and supplier data for deviations, alerting owners before value erodes and ensuring continuous compliance with negotiated terms.

Pricing:

Ivalua Buyer’s entry price is at about US$ 150,000 per year on an annual subscription basis, with the vendor supplying exact, quote-based pricing only after scoping each client’s requirements.

Website Link: https://www.capterra.com/p/103260/Ivalua-Buyer/ 

GEP SMART automates the full contract life cycle, from template creation and collaborative editing to e-signature and obligation tracking, inside a unified spend-management suite. Embedded AI recommends optimal clauses based on commodity, region, and risk profile, extracts milestones for automated reminders, and mines executed contracts to benchmark future negotiations. 

Enterprise-wide search makes every agreement discoverable in seconds, while dashboards surface savings leakages and upcoming renewals so teams can act before value slips away.

Pricing:

GEP SMART is offered strictly on a quote-only basis.

Website Link: https://www.gep.com/software/gep-smart

JAGGAER centralizes drafting, approval, and renewal in a secure repository that syncs with sourcing and P2P modules. Contracts AI uses NLP and machine learning to auto-tag clauses, extract metadata, and detect deviations from standard language, slashing manual review time. 

Machine-learning models continuously monitor performance data and third-party-risk feeds, pushing alerts when obligations slip or vendor risk scores change, so contract value and compliance stay protected throughout the term.

Pricing:

JAGGAER’s Advanced Rates module (and the wider JAGGAER ONE suite) is priced strictly by custom quote; public benchmarks put entry-level JAGGAER ONE deals at ≈ US$  45,000 per year, while the UK G-Cloud price sheet lists Source-to-Contract subscriptions starting at ≈ £ 25,000 annually and scaling upward with user count and spend bands.

Website Link: https://www.jaggaer.com/solutions/advanced-rates 

SAP Ariba’s contract workspace converts an awarded bid into a policy-compliant agreement in minutes. Clause libraries and configurable templates keep language consistent, while version-controlled red-lining lets legal, finance, and suppliers collaborate without losing audit history. Joule, SAP’s embedded AI copilot, scans negotiation threads, flags non-standard terms, and proposes fallback clauses so reviewers focus only on true exceptions. 

Real-time dashboards track cycle times, milestone compliance, and renewal dates; the executed contract flows automatically to ERP and AP systems so spend, obligations, and invoices stay in sync—delivering full auditability from award to expiry.

Pricing:

SAP lists Ariba Sourcing as “price upon request,” sold per-user on 12- to 60-month contracts, so you must obtain a custom quote; marketplace benchmarks from Vendr show real-world deals clustering around US $73 000 per year (with a range of roughly US $15 000 – $292 000, depending on scope and user count).

Website Link: https://www.sap.com/products/spend-management/ariba-sourcing/pricing.html 

Coupa centralizes every contract type—buy-side, sell-side, NDA—on one cloud platform. Advanced AI parsers automatically extract key metadata (value, term, SLA) and benchmark clause language against internal standards, surfacing risk hotspots before signing. 

Real-time alerts warn owners when spend drifts off-contract or a renewal window nears, while generative AI produces concise contract summaries for approvers, shrinking review cycles and improving compliance across the portfolio.

Pricing:

The Coupa Supplier Portal itself is free for “Registered” suppliers; optional upgrades include a Verified profile at US$ 549 per year and Premium Support packages starting from US$ 499 per year.

Website Link: https://supplier.coupa.com/pricing/ 

Ivalua’s collaborative workspace stores every draft, comment, and e-signature in one thread, keeping audit trails effortless. It’s an Intelligent Virtual Assistant (IVA), powered by generative AI, that classifies clauses, auto-fills headers, and drafts negotiation summaries, cutting review time dramatically. 

Post-execution, the same engine scans invoices and supplier data for deviations, alerting owners before value erodes and ensuring continuous compliance with negotiated terms.

Pricing:

Ivalua Buyer’s entry price is at about US$ 150,000 per year on an annual subscription basis, with the vendor supplying exact, quote-based pricing only after scoping each client’s requirements.

Website Link: https://www.capterra.com/p/103260/Ivalua-Buyer/ 

GEP SMART automates the full contract life cycle, from template creation and collaborative editing to e-signature and obligation tracking, inside a unified spend-management suite. 

Embedded AI recommends optimal clauses based on commodity, region, and risk profile, extracts milestones for automated reminders, and mines executed contracts to benchmark future negotiations. 

Enterprise-wide search makes every agreement discoverable in seconds, while dashboards surface savings leakages and upcoming renewals so teams can act before value slips away.

Pricing:

GEP SMART is offered strictly on a quote-only basis.

Website Link: https://www.gep.com/software/gep-smart

JAGGAER centralizes drafting, approval, and renewal in a secure repository that syncs with sourcing and P2P modules. Contracts AI uses NLP and machine learning to auto-tag clauses, extract metadata, and detect deviations from standard language, slashing manual review time. 

Machine-learning models continuously monitor performance data and third-party risk feeds, pushing alerts when obligations slip or vendor risk scores change, so contract value and compliance stay protected throughout the term.

Pricing:

JAGGAER’s Advanced Rates module (and the wider JAGGAER ONE suite) is priced strictly by custom quote; public benchmarks put entry-level JAGGAER ONE deals at ≈ US$  45,000 per year, while the UK G-Cloud price sheet lists Source-to-Contract subscriptions starting at ≈ £ 25,000 annually and scaling upward with user count and spend bands.

Website Link: https://www.jaggaer.com/solutions/advanced-rates