Spend Visibility Starter Copy Pack

A plug-and-play implementation kit you can set up in 60–90 minutes to establish:

• a minimum viable spend dataset
• vendor normalization (raw → canonical → parent entity)
• a simple category taxonomy
• a repeatable classification method
• an opportunity heatmap (so you know what to do next)
• a savings pipeline tracker (idea → realized)
• a maverick + tail spend control log

Complete value chain intelligence:

• Cost reduction: find savings systematically (not randomly), reduce vendor sprawl, stop maverick spend, track realized savings
• Risk mitigation: reduce concentration risk, reduce "unknown vendors," improve auditability and controls
• Carbon impact (secondary): cleaner categorization and vendor normalization improves downstream emissions estimation when needed (but this pack is not "carbon-first")

This pack is intentionally beginner-safe:

• you start with top spend first
• you accept imperfect data
• you label confidence and improve over time

Use this pack if any of these are true:

• "We don't know where the money goes"
• Spend analysis happens once a year, then dies
• Vendor names are messy and totals don't reconcile
• You're chasing random savings initiatives without a portfolio view
• You can't prove savings were realized after negotiation
• You suspect vendor sprawl / duplicate vendors / fragmented buying

Step 1 — Pull a simple AP export (10 minutes)

Use the Spend Export Field Checklist to get the right columns. Minimum viable fields:

• invoice ID/number
• invoice date
• vendor name (raw)
• amount
• entity (if multiple)
• site/location (if relevant)

Beginner rule: One row per invoice line is best, but one row per invoice is acceptable to start.

Step 2 — Run quick QA (10 minutes)

Use the Spend Data QA Checklist:

• check blanks
• check duplicates
• check date range
• ensure totals are reasonable

Step 3 — Normalize vendors (15 minutes)

Copy the Vendor Normalization Table and normalize:

• top vendors that represent ~80% of spend
• parent entities where needed (multiple subsidiaries)

Don't normalize 2,000 vendors on day 1. Normalize the biggest ones first.

Step 4 — Pick a simple category taxonomy (10 minutes)

Copy the Category Taxonomy Template and define 12–20 categories max. Keep definitions plain English.

Step 5 — Classify top spend (15 minutes)

Copy the Spend Classification Worksheet and map:

• vendor-based rules first (fastest, most stable)
• GL-based rules second (useful but often mixed)
• keyword-based rules as needed

Step 6 — Create your first Opportunity Heatmap (10 minutes)

Copy the Category Opportunity Heatmap and score:

• annual spend
• contract coverage
• price variance risk
• operational criticality
• complexity

The output is your "next 3–5 initiatives."

Step 7 — Start the Savings Pipeline (5 minutes)

Copy the Savings Pipeline Tracker and create your first 5 initiatives.