Spend Analysis (Who You Buy From and Where to Save)

About the Spend Analysis (Who You Buy From and Where to Save)

Find out who you really buy from, what the money goes on, and where you are paying more than you have to. Open your purchase or payables lines — supplier and amount, and if you have them the date, item, category, department, quantity, unit price and the supplier’s tax number — exported from Tally, Zoho, QuickBooks, an ERP or any spreadsheet. Several files at once are fine.

Supplier names that differ only in capitals, punctuation or a legal suffix (“Sharma Traders Pvt Ltd”, “SHARMA TRADERS”) are one supplier, and so are names with the same tax number; names that are probably the same supplier spelled differently (“Sharma Tradres”) are suggested for you to group or keep apart. Rules you write put lines into your own categories. You get spend by supplier (with the Pareto: how many suppliers make 80% of the spend), by category, department and month, the tail of small and one-time suppliers, the categories that rely on one supplier, and the price paid for the same item across suppliers and over time.

Savings ideas are worked out only from your own data — for example what the same quantities would have cost at the lowest price you already paid — never from benchmarks or guesses. Without a pass the analysis is a free preview: the headline counts and totals show, with the first rows of each table and the charts watermarked; the report PDF, the workbook, the cleaned lines and the summary unlock with a Premium pass.

Common uses

• An owner or finance team seeing, for the first time, how much goes to each supplier in a year.
• A buyer preparing supplier talks: the volume with each supplier and the prices paid elsewhere for the same items.
• Cutting the tail: the many small and one-time suppliers to consolidate.
• Spotting price creep: the same item or service bought at rising prices.

How suppliers are grouped

• Automatically: names that are the same once capitals, punctuation, “M/s” and legal endings (Pvt Ltd, Private Limited, LLP, Ltd, Inc, LLC, GmbH and similar) are set aside; and every name that carries the same tax number (GSTIN, VAT number) in your files.
• Suggested: names that are alike (a Jaro–Winkler similarity, also with their words sorted), or where one name holds all the words of the other. You group them or keep them apart, and the choice is kept in this browser.
• The name shown for a group is the spelling used most in your files.

What the figures mean

• Share = a supplier’s or category’s spend ÷ total spend; cumulative share adds the suppliers from the biggest down.
• Pareto: the smallest number of suppliers, from the biggest down, whose cumulative share reaches 80%. The tail is every supplier after them.
• Single-source category: a category (other than uncategorised lines) bought from exactly one supplier.
• Price of an item: the unit price on each line (or its amount ÷ its quantity), for lines with the same item code — or, without codes, the same description. “Less at the lowest price” = Σ quantity × (price paid − the lowest price paid for that item).
• Credit notes and returns (negative amounts) reduce the spend of their supplier and category.

Limitations

• All amounts must be in one currency, and taxes are counted as your file has them: use amounts before tax for a clean comparison.
• The same description does not always mean the same thing: a courier charge depends on the parcel, a service on its scope. Check an item before you act on its price gap.
• Rules match whole words (and longer words inside others); they do not understand meaning. Lines no rule or column puts in a category show as uncategorised.
• Up to 200,000 rows per sheet, read on your device; very large files take a few seconds.

Privacy

On this device; its files download once

Your purchase data stays in this browser on this device; nothing you open is uploaded. Supplier groups and category rules are kept in this browser too.