A Brief History of Procurement: From Scrolls to Spreadsheets (and beyond)

Procurement, in some form, has been around for as long as civilisation itself. From ancient Egypt to the Roman Empire, the process of acquiring goods and services has always been a critical function in organised societies. But while the world around us has evolved—moving from handwritten ledgers to the digital age—procurement, for the most part, seems to be stuck in a time warp.

Let’s take a look back at how procurement first came to be, its evolution and the processes and technology advancements that have come with it.

Ancient Procurement: The First Buyers

The earliest known procurement professionals are thought to be Egyptian scribes, meticulously recording transactions on papyrus scrolls. The Romans, masters of administration, had complex supply chains to support their armies and infrastructure projects. The British Empire took things further, creating vast trade networks that required an increasingly sophisticated approach to procurement.

Over time, procurement became more structured, but the core challenge remained: how to ensure efficiency, accountability, and transparency in the purchasing process.

The 1980s & 1990s: Enter Spreadsheets and Yellow Pages

Fast forward to the 1980s, and procurement still relied heavily on physical directories, like the Yellow Pages, to find suppliers. Vendor selection was often based on who you knew rather than what you knew due to the absence of data and insights. Spreadsheets became the new standard, replacing paper logs but still requiring a painstakingly manual approach.

By the 1990s, paper processes and contracts were still the norm, and procurement professionals were drowning in administrative tasks.

While technology was making strides in other industries, procurement lagged behind. Processes remained fragmented, with little to no visibility across procurement activities. This lack of transparency made it difficult to track spending, ensure compliance, or manage supplier performance effectively.

Wait… Are We Still in the 90s?

It’s 2025, and up to 80% of procurement teams are still using spreadsheets as their primary tool for running procurement activities. Sure, they’re online now, but at their core, they’re the same clunky, error-prone tools we relied on decades ago. In a world where AI is writing reports, drones are delivering packages, and blockchain is securing transactions, why is procurement still manually copying and pasting data into Excel?

One of the biggest issues with outdated procurement methods, especially in the public sector, is the lack of transparency. With critical procurement decisions being tracked in spreadsheets, it becomes nearly impossible to get a holistic view of supplier engagement, spending trends, and compliance risks.

In government agencies, where accountability is paramount, outdated systems can lead to inefficiencies, wasted budgets, and even corruption risks. Without a centralised procurement solution, organisations struggle with:

• Poor visibility into spending, making it hard to track where taxpayer money is going.

• Manual processes that slow down approvals, delaying critical projects.

• Fragmented supplier management, increasing risks of non-compliance.

• Limited reporting capabilities, making it difficult to measure procurement performance and optimise strategies.

The Future: What’s Possible?

Imagine a procurement world where:

• Supplier data updates in real-time, without human intervention.

• Your procurement platform suggests the best vendors based on past performance, ESG factors and compliance records.

• Contracts are digitally managed, reducing risk and increasing transparency and value.

• Decision-making is powered by real-time analytics, not static spreadsheets.

• Organisations can track every dollar spent with full visibility and compliance built-in.

This future isn’t just a dream—it’s already here.

The Technology of the Future Exists—And VendorPanel Delivers It

At VendorPanel, we believe procurement should be smarter, faster, and more collaborative. Our technology replaces outdated manual processes with a fully integrated source-to-pay suite that streamlines procurement, enhances compliance, and drives impact. By eliminating reliance on spreadsheets, VendorPanel provides a single source of truth for procurement teams, ensuring full visibility and control over procurement activities. From planning and sourcing to supplier compliance and contract management, you can consolidate all your procurement activity into one award-winning system

The public sector, in particular, stands to gain immensely from modern procurement solutions. With greater transparency, risk reduction, and efficiency, government agencies and regulated industries can ensure responsible spending while improving service delivery.

The future isn’t just coming—it’s already here, and it’s time for procurement to catch up.

So, let’s leave the 90s where they belong—alongside dial-up internet and fax machines—and step into a future where procurement is effortless, intelligent, and transformative.

If you’re ready to see our technology in action and teleport your team away from clunky spreadsheets, get in touch with us today.