Ever wonder why getting a laptop to a new employee seems to require an act of divine intervention? Or why getting the same device to everyone in a large team feels like herding cats?

Getting the right technology into employees' hands has never been more complex — or more critical. From supply chain disruptions extending device delivery times to the challenge of maintaining consistent hardware standards across continents, IT procurement leaders face a tricky set of obstacles. Ones that directly impact business operations.

This guide examines the most pressing IT procurement challenges facing global organizations today, backed by recent statistics and industry insights. We'll explore practical solutions for distributing tech throughout your workforce – without the stress.

6 IT procurement challenges and solutions

Recent data paints a stark picture: shipping delays at historic highs, while traditional procurement processes struggle to keep pace with the modern world.

For procurement functions working with global teams, these challenges are actively hindering growth and productivity. Let’s take a look at some of the biggest IT procurement issues and effective solutions.

1. Delays in device delivery affecting employee productivity

Device delivery delays are a persistent challenge in IT procurement, having a direct impact on employees being able to work with the equipment they need. Recent data paints a concerning picture: 15% of all shipments to US businesses have been delayed in 2024.

Moving physical items around the world isn’t a simple task. Current stats highlight the extent of the challenges that the world is currently facing:

• Shipments from Asia to North America averaged 63 days in Q2 2024, a 7-day increase from the previous year.
• Container shipping reliability hit an all-time low in 2024, with declining schedule reliability across the shipping industry.
• According to Ofcom's latest Post Monitoring Report 2023/2024, 27% of UK parcel recipients experienced delivery issues.

Port congestion, geopolitical instability, and weather conditions all contribute to a strained logistics system. Many delivery vessels are being rerouted around Africa’s Cape of Good Hope due to security concerns in the sector. Troubles around the Panama Canal have also contributed.

Shipping issues aren’t the only causes of delays, though. Traditional procurement processes often falter because of:

• Fragmented supply chains: Organizations relying on multiple regional vendors face inconsistent lead times and varying procurement standards.
• Complex customs requirements: International device shipments frequently encounter customs delays, especially when documentation doesn't align with local regulations.
• Manual processing bottlenecks: Traditional procurement workflows involve multiple approval stages and manual tracking systems, creating administrative delays.

Getting a new laptop delivered on time can seem like a miracle in light of these. So what do these delays actually cause?

Business impacts and productivity costs

These delays have the potential to create cascading effects. Businesses might find that delayed procurement means that:

• New hires become less productive, with teams waiting weeks for essential equipment to do their work.
• Project timelines become delayed because team members are unable to fully participate
• There’s an increased burden on IT teams who have to manage temporary device solutions (especially those working with independent contractors)
• There’s reduced employee satisfaction during critical onboarding periods

How to simplify logistics for reliable device delivery

With Deel IT's comprehensive logistics network spanning 130+ countries, you're not just hoping devices arrive – you're controlling exactly when and where they land. Here's what that means for your team:

• Track every shipment in real time through a single dashboard
• Get ahead of customs requirements instead of reacting to delays
• Plan device arrivals to align perfectly with employee start dates
• Maintain clear visibility of your entire hardware fleet, even across complex global deployments, with mobile device management capabilities

This means no more apologizing to new hires about delayed laptops or scrambling to find temporary solutions. You'll have a predictable, reliable system that gets devices where they need to be, when they need to be there.

2. Vendor inconsistencies leading to unreliable hardware quality

Maintaining consistent hardware quality across regions has become increasingly challenging. A 2023 survey revealed that 91% of respondents think that reliable products can’t be built without trusted and proven suppliers. It shows the critical role of vendor consistency in IT procurement – something any company should identify in their risk assessments.

Managing device quality across multiple vendors brings several challenges:

• Different regions often have varying quality control standards and certification requirements
• Hardware specs can drift when managing suppliers in different areas, leading to compatibility issues
• Warranty and support services vary significantly between vendors, creating inconsistent user experiences
• Local market conditions may push vendors to substitute components, affecting long-term device reliability

This means that traditional procurement processes often struggle with inconsistent hardware configurations that complicate IT support and management.

You’ve got variable build quality (affecting device longevity and performance), mismatched software compatibility across different hardware versions, and unpredictable repair and replacement processes across regions. Simply put: things can get complicated.

Standardize hardware quality with centralized vendor management

You can stop juggling vendor relationships and hardware standards. Deel IT's centralized vendor management puts you in control:

• Access a pre-vetted network of reliable suppliers who meet your quality standards
• Set up standardized device specs once and apply them globally
• Maintain consistent hardware configurations across all regions
• Reduce support tickets with uniform device setups

In the procurement department, you define the standards in the Deel IT platform once, and every device order follows those specifications – whether it's for an engineer in Singapore or a designer in São Paulo. The end result is a consistent, reliable fleet of devices that's dramatically simpler to support and manage..

3. Inefficiencies in bulk procurement processes

Managing inventory at scale isn’t easy for organizations with distributed teams. According to Netstock's 2024 Inventory Management Benchmark Report, excess stock grew to 38% of SMBs' inventory, with larger organizations (500+ employees) seeing even higher rates of overstocking at 44%. This overstock situation represents significant tied-up capital and storage costs.

The challenge extends beyond just inventory management, though. Deloitte's 2023 Global Chief Procurement Officer Survey reveals that only 25% of firms can effectively identify and predict supply disruptions "to a large extent." This blindspot creates cascading issues in procurement planning and execution.

Traditional bulk procurement processes often struggle with:

• Inaccurate demand forecasting leading to over-purchasing or shortages
• Capital tied up in unused or obsolete equipment
• Storage and management costs for excess inventory
• Manual tracking systems that can't scale with organizational growth
• Reactive rather than proactive inventory management

The same Deloitte survey identifies enhanced demand management as the third most important strategy for delivering value, noting it can have "the greatest impact on cost and risk." Thankfully, we have just the right solution for managing the peaks and troughs of bulk procurement.

Smarter way to order devices in bulk

Deel IT's data-driven platform transforms how procurement officers manage and approve bulk device orders.

Gone are the days of manually tracking spreadsheets or guessing at inventory levels. Instead, you'll get:

• Automated inventory tracking that tells you exactly what you have and what you need
• Smart forecasting tools that help predict your device needs based on hiring patterns
• Bulk order automation that maintains optimal stock levels without tying up capital

This means less time spent manually tracking stock levels and chasing vendors. Plus, if your CFO asks about capital efficiency in IT procurement, you'll have real-time data to show optimal inventory management strategies.

4. Logistical complexities in managing device recovery and repairs

Device lifecycle management presents unique challenges for organizations with distributed teams. Recent data reveals concerning trends: 71% of HR professionals report at least one departing employee failing to return company equipment, with remote employees 17% more likely to retain devices than their on-site counterparts. This equipment loss is both a security risk and a significant financial burden.

And the financial impact extends beyond simply lost assets. Organizations face mounting maintenance costs, with outdated device management systems driving up expenses by 15% annually. Additionally, IT support costs average between $100-$200 per user monthly, making stringent device management a must-have for controlling operational expenses.

The impacts of a complex inventory

Managing device lifecycle across a distributed workforce involves complex, interconnected challenges. Team members responsible for inventories need to coordinate equipment returns from departing employees across multiple locations while maintaining productivity for current team members.

They also have to balance rapid repair turnaround times with cost-effective solutions.

They have to manage warranty claims across different jurisdictions, and maintain accurate asset tracking as devices move between users. And this complexity increases with each new region or office location, particularly when dealing with different service providers and repair centers.

The solution: Easier device lifecycle management across regions

Managing device returns and repairs doesn't have to be complicated. Deel IT's global reverse logistics system gives you:

• A single dashboard to track all your devices, whether they're being used, returned, or repaired
• Automated return processes that make it easy to recover equipment from departing employees
• Local repair center integration so you can get devices fixed quickly, wherever they are
• Clear visibility into device status, helping you maintain accurate asset records without the headache

So you’ll gain clear visibility into the status of your IT assets, and reduce the admin burden of managing multiple repair vendors and service centers.

Plus, with built-in cybersecurity controls, you can ensure that sensitive data is properly handled during the entire lifecycle of each device.

5. Lack of integration between IT procurement and onboarding processes

Smoothly merging IT procurement and employee onboarding is a major challenge for many firms. And it’s not a particularly easy process.

Most companies aren’t spending enough time onboarding: a quarter of US companies still spend less than a day doing it, while 21% spend a month.

This rushed approach has consequences - 52% of new hires report feeling untrained after onboarding, with remote workers (63%) and employees at small businesses (66%) experiencing the greatest challenges. And poor onboarding is said to increase manager fatigue by 42%

Skimping on this important process means they often fail to properly integrate new hires with necessary IT resources. And this impact of poor IT integration at the start of someone’s contract is significant.

What happens when IT gets in the way of onboarding

One 2024 survey revealed that one in four employees experience delays in IT setup during onboarding, including issues with email accounts, software access, and essential technical tools. These challenges contribute to a troubling 16% attrition rate within the first six months for large organizations.

The disconnect between procurement and onboarding processes creates multiple pain points. HR teams struggle to align device delivery with start dates, while IT departments face pressure to configure and deploy technology without adequate preparation time.

This misalignment leads to productivity gaps, frustrated new hires, and increased burden on support teams. Meanwhile, procurement teams often lack visibility into upcoming hiring needs, resulting in rushed orders and premium shipping costs.

It might seem like a huge problem, but thankfully, there’s a platform that can plug these holes.

Connect HR and IT for smoother onboarding

Time to bridge that gap between HR and IT. Here's how Deel IT helps you create a seamless connection between hiring plans and device deployment:

• Sync your HR system directly with procurement workflows
• Get automatic notifications when new hires are confirmed
• Set up standardized device configurations for different roles
• Schedule precise delivery timing that matches start dates

No more last-minute rushes or temporary device solutions. Instead, you'll have a smooth zero-touch deployment process where every new hire gets their properly configured equipment before day one. Your HR team will love you for it, and your IT team won't be scrambling to catch up with onboarding demands.

6. Rising procurement costs due to fragmented workflows

The financial impact of fragmented procurement processes is another big sticking point. A 2024 study reveals that 40% of companies reported increased sourcing costs over the past year, driven by inflation, supply chain disruptions, and rising material costs. And the impact of inefficient processes compounds these pressures - organizations with fragmented procurement workflows experience 20% longer contract cycle times, causing strained supplier relationships and missed savings opportunities.

The financial stakes are significant: companies lose up to 9% of annual revenue due to poor contract management practices, often stemming from fragmented procurement processes. This revenue leakage typically occurs from things like redundant purchases across regions, missed volume discounts, unnecessary rush shipping fees, and admin overhead from managing multiple vendor relationships and contract terms.

Traditional procurement workflows can create cascading costs. When companies manage through disconnected systems and processes, they face hidden expenses – from duplicate vendor onboarding, to inconsistent pricing across regions, and manual reconciliation of purchase orders and invoices. All this chaos increases direct costs and also consumes your team’s valuable time and energy.

Consolidate workflows for cost control

Let's turn those fragmented procurement processes into a streamlined operation that actually saves money. With Deel IT's centralized platform, you get:

• One unified system for managing all vendor relationships
• Automated approval workflows that cut administrative overhead
• Real-time spending analytics to spot cost-saving opportunities
• Bulk purchasing power across your global operations

Deel IT can be your procurement command center. Instead of juggling multiple systems and vendors, you'll have a single source of truth for all device procurement. This makes for lower operational costs, fewer rush fees, and the ability to show exactly how your procurement strategy is driving business value.

Emerging trends in IT procurement

Let's explore three key trends reshaping how organizations approach device management and procurement in 2025 and beyond:

Automation and AI integration

It’s still early days, but the integration of artificial intelligence into procurement processes seems to be making things much more efficient. According to a 2024 study, 96% of companies now use AI in their procurement processes, with 74% utilizing it for automated data entry and processing. The impact is worth paying attention to: one study projects that the global AI in procurement market will grow to $4.5B in 2025.

With AI having a ripple effect throughout so many industry sectors, it’s hard to imagine a future where it doesn’t impact procurement.

Sustainability in device management

Environmental considerations are becoming increasingly central to procurement strategies.

The shift toward sustainable practices shows in the growing refurbished device market - more than 52% of European consumers are now willing to use refurbished smartphones for personal and work purposes. In the workplace, it’s having an effect: 64% of companies agree that the performance of sustainability initiatives has an impact on how they select and assess their suppliers.

In the US public sector, 45% of orgs have sustainability criteria in their procurement policies. And the trend extends to corporate responsibility, with some optimistic projections saying that by 2027, 80% of IT companies will exclusively partner with suppliers meeting ESG (Environmental, Social, and Governance) goals.

Cloud-based procurement solutions

Cloud technology is shaking up how organizations manage all sorts of procurement processes, including IT.

Recent data shows that 62% of companies are investing in cloud technologies for their supply chain management, while cloud-based procurement software is expected to see huge growth in the next few years. One projection gives it an annual growth rate of 13.6%, heading towards a $16B market value by 2029.

This shift toward cloud-based platforms should enable more agile, data-driven procurement decisions while improving real time visibility across global supply chains.

Simplify IT procurement with Deel IT

We've explored some key challenges facing organizations: delivery delays impacting productivity, vendor inconsistencies, inefficient bulk processes, complex device lifecycle management, fragmented onboarding workflows, and escalating procurement costs.

Deel IT tackles these challenges through its comprehensive platform, combining:

• Global logistics coverage across 130+ countries, ensuring predictable device delivery and deployment
• Centralized vendor management that maintains consistent hardware quality standards
• Data-driven inventory forecasting to optimize bulk procurement
• Automated device lifecycle tracking from deployment through recovery
• Seamless integration with HR systems for coordinated employee onboarding
• Real-time analytics for regularly reviewing costs and optimizing processes

Making complex workflows simple with clear visibility into the entire procurement lifecycle, Deel IT helps organizations reduce operational overhead. And this means you can make sure employees have the tools they need to succeed.

Ready to transform your IT procurement process? Book a demo with Deel IT today.