Procurement Glossary
Catalog ratio: key figure for structured procurement processes
November 19, 2025
The catalog ratio is a key performance indicator in Procurement that measures the proportion of orders processed via electronic catalogs. It shows how systematically and structured procurement processes are organized and contributes significantly to process optimization. Find out below what exactly the catalog ratio means, what methods exist for increasing it and how you can use this key figure strategically.
Key Facts
- Measures the percentage share of catalog-based orders in the total order volume
- Typical target values are between 70-90% depending on the industry and maturity level
- Direct correlation with process efficiency and cost savings
- Important indicator for the digitalization of procurement
- Enables better spend transparency and compliance control
Contents
Definition: Catalog quota
The catalog ratio is defined as the ratio between catalog-based orders and a company's total order volume.
Basic components of the catalog quota
The key figure comprises various dimensions of structured procurement:
- Electronic product catalogs with predefined articles
- Standardized ordering processes via e-procurement systems
- Automated release workflows and approval procedures
- Integration into existing ERP and financial systems
Catalog quota vs. order quota
While the order rate per catalog measures the intensity of use of individual catalogs, the catalog rate looks at the overall ratio of structured to unstructured procurement. This distinction is crucial for strategic management.
Importance of the catalog quota in Procurement
A high catalog ratio signals professional procurement structures and enables better cost control. It correlates directly with the touchless rate and supports the automation of routine processes.
Methods and procedures
Increasing the catalog quota requires systematic approaches and structured implementation strategies.
Catalog structure and maintenance
Successful catalog strategies are based on continuous data maintenance and user orientation. Regular updates, intuitive search functions and mobile accessibility significantly increase acceptance.
- Automated data imports from suppliers
- Categorization according to demand groups
- Integration of images and product descriptions
Change management and training
The introduction of catalog-based procurement requires comprehensive employee training. Both technical aspects and compliance requirements should be communicated in order to ensure catalog compliance.
Technical integration
Seamless system integration between e-procurement platforms and existing IT landscapes is critical to success. The connection to ERP systems enables automated workflows and significantly reduces the PO cycle time.
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Key figures for controlling catalog quotas
Effective management of the catalog ratio requires a differentiated system of key figures with various metrics.
Primary key performance indicators
The catalog quota itself is typically measured monthly and segmented by category, location or cost center. Target values vary between 70-90% of the total order volume, depending on the industry.
- Catalog quota by order value and number
- Segmentation according to Categories
- Development over time
Supporting performance indicators
Additional key figures such as the three-way match rate and contract compliance rate show the quality of catalog-based procurement. These metrics help with the holistic evaluation of process efficiency.
Cost-oriented metrics
The correlation between catalog ratio and procurement costs is quantified by key figures such as spend under management and process costs per order. These metrics demonstrate the ROI of catalog-based procurement strategies.
Risks, dependencies and countermeasures
A high catalog ratio brings with it specific challenges that need to be addressed proactively.
Data quality and timeliness
Outdated or incorrect catalog data can lead to incorrect orders and process disruptions. Regular data validation and automated quality checks are essential for system integrity.
- Implementation of data quality dashboards
- Establishment of supplier feedback loops
- Automated plausibility checks
System dependencies
High catalog quotas create critical IT dependencies. System failures can completely paralyze procurement processes. Redundant systems and emergency procedures minimize these risks and ensure service level stability.
Compliance and governance
Catalog-based procurement requires stringent governance structures. Inadequate controls can lead to maverick buying and compliance violations, which negates the benefits of structured procurement.
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Practical example
A medium-sized production company increased its catalog ratio from 45% to 78% within 18 months. By implementing a central e-procurement system with integrated supplier catalogs, ordering processes were standardized and the maverick buying rate was reduced by 60%. The measures included:
- Introduction of a user-friendly catalog portal
- Training of 200+ decentralized purchasers
- Integration of 15 strategic suppliers
- Establishment of automated approval workflows
Trends & developments around catalog quotas
The digitalization of procurement is driving continuous innovation in catalogue-based solutions.
AI-supported catalog optimization
Artificial intelligence is revolutionizing catalog management with intelligent product recommendations and automated categorization. Machine learning algorithms analyse order patterns and continuously optimize catalog structures for a better user experience.
Mobile-first procurement
Mobile applications are becoming increasingly important for catalog-based procurement. Responsive design and app-based solutions increase accessibility and promote acceptance among decentralized buyers.
Integrated sustainability assessment
Modern catalogs integrate ESG criteria directly into the product selection. Sustainability ratings and CO2 footprints are established as decision criteria alongside price and quality, which further increases the strategic importance of the catalog quota.
Conclusion
The catalog ratio is a key performance indicator for the professionalization of procurement and is directly linked to increases in efficiency. Systematically increasing it requires holistic approaches comprising technology, processes and change management. Companies with high catalog ratios benefit from reduced process costs, better compliance and increased spending transparency. The continuous development of catalog-based procurement strategies is becoming a decisive competitive factor.
FAQ
What is a good catalog quota?
A good catalog ratio is typically between 70-90%, depending on the industry and procurement complexity. Production companies often achieve higher values than service providers, as standardized materials are easier to catalog. Continuous improvement is more important than absolute values.
How do you calculate the catalog quota?
The catalog ratio is calculated as the quotient of catalog-based orders and total order volume, multiplied by 100. Both order values and the number of orders can serve as a basis. The value-based calculation is more meaningful for strategic decisions.
What factors have a negative impact on the catalog rate?
The main obstacles are incomplete catalogs, complicated ordering processes and a lack of user acceptance. A lack of integration into existing systems and inadequate training also significantly reduce catalog usage. Regular user feedback helps to identify potential for improvement.
How does a high catalog ratio affect costs?
A high catalog ratio reduces process costs through automation and improves price transparency through structured data. Studies show cost savings of 15-25% in order processing and administration. It also enables better negotiating positions thanks to consolidated requirements.
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