Procurement Glossary
Order rate per catalog: Key figure for catalog usage in Procurement
November 19, 2025
The order rate per catalog measures the proportion of orders processed via electronic catalogs. This key figure shows how effectively companies use their digital procurement channels and establish standardized purchasing processes. A high order rate per catalog indicates optimized procurement processes and better cost control. Find out below how this key figure is calculated, what advantages it offers, and how you can strategically increase catalog usage.
Key Facts
- Measures the percentage of catalog orders out of the total number of all orders
- Typical target values range between 60-80% depending on the industry and maturity of digitalization.
- Direct correlation with process efficiency and cost savings in Procurement
- Important indicator for the acceptance of digital procurement tools among employees
- Enables better spend transparency and compliance control
Contents
Definition: Order rate per catalog
The order rate per catalog is defined as the ratio between orders processed via catalogs and the total number of all orders in a specific period.
Key aspects of the indicator
The calculation is based on the following formula: (number of catalog orders / total number of orders) × 100. All electronic catalogs are taken into account, including supplier catalogs, punch-out catalogs, and internal product catalogs.
- Recording of all digital ordering channels
- Differentiation from manual ordering processes
- Period-based evaluation (monthly, quarterly)
- Category-specific differentiation possible
Order rate per catalog vs. catalog rate
While the catalog quota measures the value share of catalog orders in the total purchasing volume, the order quota per catalog focuses on the pure number of transactions. Both key figures complement each other in the evaluation of catalog usage.
Importance in strategic Procurement
A high order rate per catalog signals successful digitization of procurement processes. It correlates with an improved three-way match rate and reduced PO cycle time, as catalog orders go through standardized workflows.
Methods and procedures for order quotas per catalog
The systematic recording and optimization of the order rate per catalog requires structured methods for data collection and process improvement.
Data collection and measurement
The basis for this is a complete record of all ordering processes, categorized by procurement channel. ERP systems and procurement platforms provide the necessary transaction data.
- Automated data extraction from ordering systems
- Classification according to catalog and non-catalog orders
- Adjustment for special cases and exceptions
- Regular validation of data quality
Analysis and segmentation
A differentiated analysis by Categories, department, or supplier reveals potential for optimization. ABC analysis helps prioritize improvement measures.
growth strategies
To increase the rate, change management approaches are combined with technical improvements. Training, incentive systems, and catalog quality optimization promote user acceptance and increase catalog compliance.
Tacto Intelligence
Combines deep procurement knowledge with the most powerful AI agents for strong Procurement.
Key figures for controlling order quotas per catalog
Effective control of the order rate per catalog requires a system of complementary key figures that reflect various aspects of catalog usage.
Primary key performance indicators
In addition to the order rate itself, related metrics provide important insights into catalog performance. The catalog rate supplements the volume-based analysis with the value dimension.
- Catalog share (value share)
- Average order value per catalog order
- Number of active catalog users
- Catalog coverage by Categories
Process quality indicators
Quality indicators evaluate the efficiency of catalog-based procurement processes. The requisition cycle time and degree of automation for invoices demonstrate the process optimization achieved through catalog use.
User satisfaction and acceptance
Soft factors such as user-friendliness and catalog quality have a long-term impact on the order rate. Regular user surveys and analysis of catalog usage patterns identify areas for improvement and promote a sustainable increase in the rate.
Risks, dependencies and countermeasures
Optimizing the order rate per catalog involves various risks that must be minimized through appropriate measures.
Technical dependencies
High dependence on IT systems and catalog providers can lead to failures and process interruptions. System failures or incorrect catalog data significantly impair procurement efficiency.
- Implementing redundant system architectures
- Define service level agreements with catalog providers
- Establish emergency processes for manual procurement
- Perform regular data quality checks
Compliance and control
An excessive focus on catalog orders can lead to maverick buying and circumvention of compliance rules. Employees may attempt to circumvent restrictions by using alternative procurement channels, which jeopardizes contract compliance.
Quality vs. quantity
Simply increasing the order rate without considering order quality can lead to suboptimal procurement decisions. A balanced assessment together with the error rate for invoices ensures sustainable process improvements.
.avif)
Practical example
A medium-sized mechanical engineering company increased its order rate per catalog from 45% to 78% within 18 months. First, the purchasing team analyzed the existing ordering processes and identified frequently ordered items that were not yet available in catalogs. By systematically expanding catalog coverage and training employees, the rate was continuously increased.
- Analysis of the top 100 items by order frequency
- Negotiating with suppliers about catalog integration
- Implementation of an incentive system for catalog use
- Monthly monitoring and feedback to the specialist departments
Trends and developments relating to order rates per catalog
The digitization of procurement and new technologies are changing the requirements for catalog management and influencing the development of order rates.
AI-supported catalog optimization
Artificial intelligence is revolutionizing catalog design with personalized product recommendations and intelligent search functions. Machine learning analyzes ordering patterns and automatically optimizes catalog structures for greater user acceptance.
- Predictive analytics for demand forecasts
- Automated catalog maintenance and updating
- Intelligent product classification
- Personalized user interfaces
Mobile procurement and self-service
Mobile applications and self-service portals extend catalog usage to new user groups. Integration into existing workflows increases order rates through improved accessibility and user-friendliness.
Integration and standardization
Industry-wide standards such as cXML and OCI promote the seamless integration of different catalog systems. This improves the touchless rate and significantly reduces manual intervention in the ordering process.
Conclusion
The order rate per catalog is a key indicator for the digitization and efficiency of procurement processes. It not only shows the maturity level of electronic procurement, but also correlates directly with cost savings and process optimizations. Companies should systematically monitor this indicator and continuously increase it through targeted measures in order to fully realize the benefits of digital catalogs.
FAQ
How is the order rate per catalog calculated?
The order rate per catalog is calculated from the ratio of the number of catalog orders to the total number of all orders, multiplied by 100. All electronic catalogs are taken into account, regardless of the order value. The calculation is typically performed on a monthly or quarterly basis for meaningful trend analyses.
What are realistic target values for the order rate per catalog?
Industry-standard targets range between 60-80%, depending on the level of digitization and the product range. Companies with standardized procurement processes often achieve higher values, while complex B2B procurement has lower rates. A gradual increase of 10-15% per year is considered ambitious but achievable.
How does the order rate differ from the catalog rate?
The order rate per catalog measures the number of transactions, while the catalog rate considers the value share of the total purchase volume. Both metrics can differ greatly from one another if, for example, there are many small catalog orders compared to a few large manual orders. For a complete evaluation, both metrics should be analyzed together.
What factors negatively influence the order rate per catalog?
Common obstacles include incomplete catalog coverage, poor user-friendliness of the systems, lack of employee training, and complex approval processes. Technical problems, outdated product data, or a lack of integration into existing workflows can also reduce the rate. A systematic root cause analysis helps with targeted optimization.
.png)
.png)
.png)
