Guided shopping
During the NEVI Procurement Day 2025, Qobee delivered the session “Guided buying – How to make procurement policy work”, which addressed a problem that many organisations recognise: procurement policies that are sound on paper but are not adhered to in practice. We often see a significant gap between policy and practice within organisations. Maverick buying – employees ordering products or services outside the formal procurement process – occurs more frequently than we might think. Not out of unwillingness, but because the formal process is often perceived as cumbersome. During the session, we asked the audience: how much maverick buying occurs in your organisation? The majority estimated it to be between 10 and 20%. However, in practice, we are actually seeing higher percentages.
Guided buying is not an extra tool or a temporary project, but a design framework that connects behaviour, policy and technology. By smartly structuring processes, we make it easier for users to work compliantly and efficiently. Behaviour follows design – so design intentionally.
We discussed three building blocks for successful Guided Buying:
Much purchasing policy remains at an abstract level. With guided buying, you translate policy into concrete behavioural choices, clearly and simply presented at the right moment in the process. Think of smart defaults, clear language, and visual support. The goal: ensure employees effortlessly do the right thing, without it feeling like "following rules".
Technology should support behaviour, not frustrate it. Guided buying utilises intuitive interfaces, filters based on context (such as product category or location), and real-time feedback. Think of suggestions for preferred suppliers, visible budget limits, and automatic checks. This way, you prevent incorrect orders and increase compliance without additional pressure.
Procurement policy is not a static document – it should adapt with the organisation. Guided buying assumes continuous feedback from users: what obstacles do they encounter, what can be simplified, what doesn't work? You use that feedback to improve processes and increase buy-in. In this way, you create ownership and effectiveness.
Practical example
We also shared a case of a medium-sized organisation where we successfully implemented guided buying. After six months, contract compliance increased from 60% to 90%, and lead times decreased by 30%. Thanks to clear choice menus, smart default settings, and room for local preferences, policies were no longer seen as restrictions but as support.
Guided buying shows that compliance and ease of use can go hand in hand. By designing procurement policies based on behaviour, you create processes that not only provide control but also build trust and convenience.
Would you like to learn more about how Qobee can help your organisation make procurement policies truly effective? Contact us, or download our whitepaper on behaviour-driven purchasing.
Get in touch and we’ll hear from each other soon!
