PlanetBids vs. Manual: Why Procurement Software is the Smart Move

Nearly every aspect of today’s business is automated and digitalized with computer software and processes that help you do your job. Gone are the days of typing on a typewriter, handwriting messages, and filing tons of paperwork for all aspects of your agency’s operations.

Except procurement. Public purchasing is one of the last bastions of paper processes and in-person meetings for many agencies across the country. But it doesn’t have to be this way. Efficiency-focused agencies know that automated procurement via eProcurement software is the smart way to create and release more solicitations, build better vendor relationships, and get more advantageous bid responses.

Let’s compare the differences between manual processes and eProcurement.

Key Metrics: PlanetBids vs. Manual Procurement

How PlanetBids Outperforms Manual Procurement

Fast and Simple Implementation

Manual procurement processes rely on building new solicitations from scratch or copying and pasting old bid documents, then printing and mailing out solicitations to individual vendor contacts or even publishing them in newspapers. This not only consumes time but also increases the risk of inconsistencies and errors.

• PlanetBids’ Advantage: PlanetBids allows you to upload an unlimited number of templates for any type of project or purchase, without any additional configuration, so you never have to start from scratch or copy and paste again. The Bid Spec Library allows agencies to view sample specifications and scopes of work from other agencies who have bid out similar projects, helping you to create and release accurate, consistent, comprehensive bids in minutes.
• Manual Limitations: Staff spend hours recreating bids, often missing critical updates or introducing errors. Even small agencies can find themselves bogged down by duplicative work.
• Example: Agencies using PlanetBids save an average of 13-18 hours per week compared to manual processes—time that can be reinvested in strategic initiatives. Check out this case study on how Corpus Christi Regional Transportation Authority (CCRTA) automated with PlanetBids.

Communication and Vendor Engagement

Effective procurement relies on clear communication with vendors, internal and external stakeholders, and team members. Manual systems rely on emails, phone calls, or in-person meetings, creating a fragmented, drawn out, and error-prone experience.

• PlanetBids’ Advantage: PlanetBids centralizes communication, automating notifications and tracking all correspondence. For vendors, immediate notification of new bid opportunities, updates and addenda for in-progress bids, question-and-answer capabilities, and acknowledgement tracking mean they’ll never miss important information. For internal stakeholders and team members, requisitions and approvals are done right in the software, eliminating the need to chase down coworkers to get a thumbs up. And for the public, transparent bid and award information improves trust and ensures efficient use of taxpayer funds.
• Manual Limitations: Emails can get lost, phone calls go unrecorded, and in-person updates are hard to track. Missed messages or addenda can lead to vendor confusion or even bid protests, and a lack of transparency can cause distrust from constituents.

Bid Submissions and Openings

Manually accepting paper bids creates logistical headaches. Bidders must travel to deliver in person by a specific date and time, and there’s no way to know if any documents are missing when submitted. Then your staff must collect, open, and file paper documents and often manually enter bid submittal data like line items and pricing, leaving room for human error and security risks – not to even mention the slow processes and environmental waste.

• PlanetBids’ Advantage: Fully electronic submissions in a secure, encrypted digital lockbox with built-in acknowledgement and verification ensure vendors meet requirements before submitting, and it allows more vendors to submit without the hurdle of traveling to your office. Automated bid tabulations and award processes streamline everything from opening to evaluation.
• Manual Limitations: Paper-based submissions require significant staff effort to process and store, plus in-person bid openings that can be cumbersome and error-prone. Vendors must travel to deliver submissions, and in-person openings, evaluations, and awards take time and waste valuable resources while leaving you open for errors and bid protests.

Compliance and Risk Management

Ensuring compliance with certifications, insurance, and document requirements is critical for agencies. Manual tracking often means stacks of paper and separate filing systems, and having to go back to find an old certificate means sifting through drawers of paper files.

• PlanetBids’ Advantage: PlanetBids allows your vendors to digitally upload all corresponding documentation, including their business certifications and proof of insurance. The digital system automates tracking and renewal notification for any required documentation, keeping everything up-to-date and transparent. Reports are available instantly, eliminating compliance risks.
• Manual Limitations: Paper-based certification tracking increases the likelihood of expired or missing documents, creating risks for your agency, slowing down auditing, and causing transparency gaps for the public.

Cost and Resource Efficiency

There are tons of hidden costs associated with manual procurement, from staff time spent on repetitive tasks, lost bids due to errors, vendor frustration that limits competition, and environmental waste from paper-based submittals and in-person meetings.

• PlanetBids’ Advantage: Tiered packaging and pricing ensures agencies only pay for what they need, with options to fit agencies that only submit a few bids a year up to agencies with hundreds of requisitions annually. By reducing manual labor and errors and cutting paper waste, agencies save money and boost ROI, and better reporting and analysis helps them see the most competitive and high-performing bidders for better estimating and strategic planning.
• Manual Limitations: Paper-based processes and manual data entry drain staff hours and budgets, creating inefficiencies that hold agencies back, while lack of insight into vendor performance or historical costs causes blind spots for future purchasing.

Why PlanetBids is the Better Choice for Public Procurement

For government agencies still relying on manual processes, PlanetBids offers a modern alternative that transforms procurement into a streamlined, transparent, and cost-effective operation. Whether you’re a small agency handling a few bids a year, a mid-sized agency looking to scale, or a large and complex agency ready to transform, PlanetBids delivers:

• Faster Deployment: Pre-configured tools and templates save time from day one.
• Simplified Workflows: Automation reduces repetitive tasks, freeing staff for strategic work.
• Vendor Engagement: Centralized communications and automated tracking reduce confusion and risk and improve relationships.
• Compliance and Transparency: Automated compliance tracking and secure electronic submissions eliminate risk.
• Cost Savings: Save 75 hours and $4200 per employee per year, cut manual errors, and drive real results.

Ready to Make the Smart Move?

Thousands of government procurement professionals have already upgraded from manual processes to PlanetBids, saving time, cutting costs, and enhancing transparency.

Contact us today for a demo and see how PlanetBids can help you move from outdated processes to a future-ready procurement system that empowers your team and your community.