Shared 04 July, 2025
The property management and real estate sectors are undergoing rapid transformation. From rising customer expectations to pressure on margins and increasing supply chain complexity, organisations are rethinking how they manage procurement, finance and supplier operations. At the heart of this evolution is Source-to-Pay (S2P), and several key trends are emerging that are reshaping how companies operate and deliver value.
Artificial Intelligence (AI) is no longer a distant concept, it’s a vital part of modern spend management. Its true value, however, lies not just in automation, but in enhancing human decision-making.
AI-powered tools now enable organisations to identify potential overspending before it happens, automate invoice processing and offer predictive insights that support better decision-making. By converting unstructured data into formats such as electronic invoices, AI significantly reduces manual work, errors and administrative effort.
Yet AI is most effective when working in harmony with human expertise. While machines handle repetitive, rule-based tasks, people remain central to strategic thinking and complex negotiations. The future lies in this collaboration, using AI to augment, not replace, professional judgement.
At the core of any successful AI or procurement strategy is data. For many organisations, fragmented systems and siloed databases often limit visibility and efficiency. Addressing this challenge starts with data orchestration – the process of standardising and consolidating data across departments and systems.
By turning disconnected data into structured, actionable intelligence, organisations can generate meaningful insights, track compliance, monitor supplier performance and identify opportunities for improvement. This data-led approach supports better financial control and drives smarter, faster decision-making.
A customer testimony to the benefits of data and Invoice Capture AI. “The two week AI trial highlighted a noticeable improvement with Invoice Capture’s performance. The resultant data analysis provided by Proactis presented us with a clear justification to adopt these new capabilities. Since adopting the new AI solution, we have been delighted with the continuous performance improvement from the solution.” Government of Gibraltar.
The concept of “guided buying”, steering users toward preferred suppliers and compliant purchases, is evolving into “guided behaviour.” This broader approach encompasses everything from supplier selection and negotiation strategy to approval workflows and contract terms.
Using integrated technology, organisations can embed policy and best practices directly into everyday processes. This promotes consistency, increases compliance, reduces risk and ultimately simplifies the buying experience for all stakeholders.
A recent example is Coventry City Council. Staff members now have easy access to approved catalogues, helping the Procurement team to increase on-contract spend while enabling employees to quickly and easily access what they need to carry out their jobs. “Not only does this save time purchasing goods and services, but it also reduces maverick spend and enables our teams to concentrate on more value-adding activities.”
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The expectations of software users in B2B environments are changing, driven by the ease and simplicity of consumer apps. Procurement and Finance professionals increasingly expect the same intuitive design and responsiveness in the tools they use at work.
A modern S2P solution should offer clean interfaces, minimal data entry requirements and seamless workflows. This not only improves user adoption but also boosts productivity and accelerates time to value. Future-ready systems will feature intelligent B2B marketplaces that make it easier to buy from approved suppliers, supporting better procurement outcomes and smoother supply chain operations.
Property organisations rely on complex supply chains, often made up of contractors, suppliers and service providers. In today’s volatile economic environment, even a minor disruption can delay projects and impact service delivery.
This is particularly relevant as organisations face mounting pressure to retrofit properties and meet new standards. Delays in materials or contractor availability can hinder both development and ongoing maintenance efforts.
Digital tools such as cloud-based procurement systems, real-time tracking and AI-powered control help build more resilient supply chains. By providing greater visibility and enabling quicker responses to change, they allow organisations to maintain control and avoid costly delays.
A future-ready approach
For property management and real estate firms, these trends signal a shift in how value is delivered across the Source-to-Pay cycle. By combining modern technology with human insight, organisations can increase efficiency, improve governance and achieve greater financial control, all while enhancing the experience for tenants, clients and staff.
London Borough of Bexley has ‘future-proofed’ its commissioning cycle with Proactis Contract Management. “We take a long-term view of our procurement strategy to not only ensure we’re improving efficiencies for today, but that we’re also ‘future-proofing’ our operating model. And we see technology as a core building block to that, so with Proactis we chose a provider that can grow with us.”
Those who embrace innovation in spend management will be better positioned to navigate uncertainty, reduce risk and drive long-term success.
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