Discover how we help businesses like yours reduce costs in complex indirect spend categories using our step-by-step process and expert guidance.

Trust isn’t given. It’s earned. And when it comes to finding a trusted expense management partner, promises on paper are one thing. But what will it be like when you’re in the thick of it together? How will you collaborate, and what will be expected from your team?

Understanding your partner’s process and approach can eliminate communication gaps, uncover blind spots, and keep everyone focused on the right priorities.

Once your company decides it’s time to reduce costs in complex indirect spend categories, here’s what a partnership with Fine Tune looks like.

1. We Gather the Necessary Foundational Data

The journey begins with a kickoff call to meet the category leaders who will work side by side with you and act as your advocates. These world-class experts are masters of their respective fields and know how to get results based on decades of experience as operators.

We also collect the assets we need to begin our work, including a copy of your company directory, a list of key internal contacts, and a list of your company locations. The sooner we get this information, the faster we can optimize your indirect services.

During this phase, Fine Tune’s team also creates letters of agency on your letterhead so we can act on your behalf to secure data from your suppliers in specific categories, from pest control to energy & utilities. This information serves as the foundation for progress. Once we have it, we’re ready to source, negotiate, manage, and audit your complex indirect expense program.

2. We Map the Current Landscape of Your Indirect Spend

How will you know when, where, and how your indirect spend is improving? To measure progress and results, Fine Tune compares everything to mutually agreed-upon starting points.

To establish these line-by-line baseline cost assessments, we use:

• Data we collect from suppliers, including contracts and invoices
• An audit against established agreements
• Conversations with key field personnel to evaluate programs and supplier relationships

Once everyone agrees on your company’s state of indirect spend, we compare our work to that number to measure impact.

3. We Define What’s Possible in Terms of Savings

Our job is to create total transparency and empower you with accurate and up-to-date information so you can make the best decisions possible. We dive deep into the details that are often overlooked to uncover hidden cost-saving opportunities and bring clarity to areas often considered unmanageable.

We do this by:

• Evaluating your data
• Taking a peek behind the curtain to find out what margin-grabbing tactics your suppliers are employing
• Determining what we can accomplish to save you money or get you a better deal
• Discussing findings and laying out possible strategies to reduce indirect spend

From there, you decide what happens next. We’re here to help you weigh your options, but your company is always in control.

4. We Navigate RFPs and Supplier Negotiations

Once we get a “yes” from you to make improvements within a specific category, we get right to work with RFPs and supplier negotiations.

Because our category leaders have experience in the field, they’re acutely aware of the nuances and gamesmanship involved with negotiating—and they know what a good deal looks like.

Consider uniform rental service. As our category leaders get involved in RFP processes and supplier negotiations, they analyze:

• Current rates
• Loss and ruin charges
• Maintenance and repair policies
• Variable and penalty charges
• Unexplained price increases or decreases
• Renewal policies
• Exit clauses
• Contract flexibility

They also know what to anticipate in the negotiation process, so they’re ready to respond accordingly to create optimal deals.

Fine Tune sources qualified suppliers and manages the RFP process using its own technology, which accounts for the unique characteristics of each category and its leading suppliers. We also negotiate favorable terms and conditions so you get the results you need.

Once you select a supplier, we keep track of every dollar. When spending anomalies or spikes occur, we respond right away to hold suppliers accountable and make sure they deliver what you need—no more, no less.

5. We Put Plans Into Action

There are many factors to consider when evaluating supplier performance:

• How easy the partner is to work with
• Costs, including rates and fees
• Their compliance with the contract
• The ability to adapt to new needs
• The level of service they provided
• Value-added improvements they’ve made over time

Once we have the right information from suppliers, we present realistic options and offer our recommendations, whether they involve retaining your incumbent supplier or partnering with a new one.

Once you’ve determined which choice is best, Fine Tune implements your decision so you achieve a higher level of service at a lower cost.

6. We Keep the Savings Momentum Going

Our work isn’t done once we help you renew or secure a contract and get you a better rate. We never stop optimizing your indirect spend.

Fine Tune digs into invoices and conducts monthly line-by-line audits to maintain transparency and:

• Identify overcharges
• Verify and resolve credits
• Watch for margin creep
• Resolve problems as they arise

For instance: Negotiating a 30% cost reduction with a supplier sounds great, right? If you don’t pay close attention to every invoice they send, 30% savings can quickly shrink to 5% before turning into a cost increase. Our vigilant management keeps indirect spend in check.

As your organization grows and adds new sites and categories, we are well positioned to align our services accordingly.

To share the impact of our work, we meet with you each quarter so you can see firsthand the actual savings being captured. You also learn about updates through monthly reports and regular calls so you feel confident about the indirect-spend program you’re managing.

We’re Ready to Work for You

Fine Tune steps in to optimize your most complex indirect expense programs, helping you maximize savings while making sure you maintain control over indirect-spend decisions.

We can help you achieve results you’ve never believed possible, so your team can focus on other critical priorities.

Learn more about our process.