Procurement’s long battle with tail spend has reached a historic turning point. For decades, the “long tail” — the thousands of low-value, high-volume transactions — has consumed disproportionate time and delivered minimal strategic value. But during the PLaN virtual event, three powerful perspectives converged to show that this is finally changing:
- Analyst insights from Chris Sawchuk of The Hackett Group
- Practitioner experience from IBM’s procurement transformation leaders
- Real-world results from Tata Play, one of India’s largest media services companies
Together, they delivered a unified message: autonomous negotiation and agentic AI are transforming tail spend from a chronic burden into a scalable value engine.
1. The Analyst View — Hackett Group’s Breakdown of Tail Spend Reality
Chris Sawchuk opened with a clear diagnosis: despite years of digitization, tail spend remains one of procurement’s most persistent inefficiencies. The classic 80/20 pattern still holds — 80% of suppliers account for only 20% of spend, creating a long tail that is expensive to manage and easy to neglect.
Hackett’s research highlights three core risks when tail spend is unmanaged:
- Maverick buying skyrockets, creating price leakage and compliance issues.
- Negotiation leverage disappears because procurement cannot touch each small event.
- Supplier risk escalates, as organizations unknowingly transact with unknown, unmonitored vendors.
Sawchuk emphasized a fundamental truth: “Tail spend isn’t small. It’s simply fragmented.” And fragmentation, he argues, is a problem tailor-made for agentic AI — because only autonomous systems can handle high-volume variability without burning human bandwidth.
2. The Practitioner Perspective — IBM’s Model for Scaling Tail Spend Control
IBM’s procurement operations leader added a dose of operational realism. Tools alone don’t fix tail spend. The issue spans business units, categories, geographies, and stakeholders — making governance as important as technology.
IBM’s transformation framework combines:
- Managed services discipline
- Intelligent automation at scale
- Joint governance with clear accountability
- Shared KPIs between procurement, business, and suppliers
- Structured change-management to build trust and adoption
IBM referred to their hybrid approach with Zycus as “the power of two” — people and agentic technology working together to create outcomes that neither could achieve alone.
In IBM’s experience, tail spend success depends on one principle: “Solve for consistency, not heroics.”
Agentic AI brings that consistency. Governance ensures the organization sustains it.
3. The Customer Reality — Tata Play’s Leap Into Autonomous Negotiation
The strongest validation came from Tata Play, which deployed agentic AI for tail-end sourcing and negotiation. Just three months into adoption, their procurement leader shared outcomes that would have been unthinkable using traditional processes.
Tata Play’s agent now autonomously:
- Identifies suitable suppliers
- Builds lightweight RFPs
- Conducts negotiations
- Evaluates responses
- Recommends awards based on commercial and qualitative factors
What once took days now takes hours.
What once required manual back-and-forth now happens autonomously.
What once depended on individual discretion now follows consistent, policy-aligned logic.
Tata Play’s team monitored the system closely during the initial phase. As trust increased, oversight reduced — and performance improved. Procurement wasn’t replaced; it was elevated. The team could finally focus on business partnering rather than tactical coordination.
The Technology Behind the Transformation
Underpinning this transformation is the Merlin Agentic Platform — Zycus’ multi-agent system that drives autonomous negotiation, intelligent intake, document extraction, and supplier collaboration.
During the PLaN demo, attendees witnessed a fully automated negotiation cycle:
- Supplier invitations
- Data extraction from quotes
- Analysis of commercial and technical attributes
- Multi-round negotiation
- Formation of award recommendations
- Transparent audit trail for review
This is not rule-based automation or no-code workflow stitching.
This is outcome automation — agents reasoning, acting, adapting, and executing end-to-end processes based on business intent.
Unlike no-code workflows, which must be rebuilt for every exception, agentic systems adjust to new information, supplier behaviors, policy changes, and market conditions without manual intervention.
5. From Pilot to Enterprise Scale — A Pattern Emerges
Across all three perspectives, a consistent storyline emerged:
- Autonomous negotiation works.
- The ROI is measurable, repeatable, and scalable.
- The time has come to move beyond isolated pilots.
As Zycus CEO Aatish Dedhia shared during PLaN, “Agentic AI is not a concept; it is in production, delivering savings and efficiencies today.”
Hackett’s benchmarks reinforce this, pointing to:
- Up to 40% reduction in cycle time
- 30%+ increase in procurement productivity
- Significant improvement in compliance and supplier consistency
These outcomes shift procurement’s value curve upward — not incrementally, but structurally.
6. Building a Sustainable Model for Tail Spend Excellence
To scale autonomous negotiation responsibly and sustainably, enterprises need two pillars:
Strong governance and change management
IBM’s framework highlights the need for:
- Clear ownership
- Continuous monitoring of agent behavior
- Agile iteration of policies
- Consistent communication to stakeholders
A robust, integrated technology backbone
Zycus’ Merlin Suite provides:
- Multi-agent collaboration
- Continuous learning across events
- Deep integration across Source-to-Pay
- Transparent auditability
- An architecture built for long-term evolution
Explore more at:
https://www.zycus.com/solution/autonomous-negotiation-agents
Together, these pillars establish what can be called “responsible autonomy” — a system where technology scales work, and humans guide outcomes.
7. The Future: The Tail End Becomes the Innovation Frontline
Historically, tail spend was something procurement tolerated. Now, it is becoming the proving ground for AI maturity.
Why?
Because tail spend has the perfect profile for autonomous systems:
- High volume
- High variability
- Low strategic complexity
- Low stakeholder risk
- High execution burden
As agentic AI matures, tail spend will not remain the backwater of procurement. It will become the frontline — the first area where intelligent systems deliver continuous, compounding value.
Conclusion
PLaN 2025 marked a watershed moment for procurement. What was once theoretical is now live. What was once unmanageable is now automated. What was once a drag on resources is now a source of measurable value.
Tail spend management is no longer an unsolved problem.
With agentic AI, autonomous negotiation, and aligned governance, it is becoming one of procurement’s greatest opportunities.
To learn more about how Zycus transforms procurement with agentic AI, visit: https://www.zycus.com/
Related Reads:
- Navigating Efficiency with Tail Spend Management Solutions
- Tail Spend vs. Tactical Spend vs. Maverick Spend: Clearing the Confusion in Procurement
- Agentic AI for Procurement Tail Spend Management
- Guide to Tail Spend Analysis: What it is and Why it Matters
- The Silent 20%: Why Tail Spend Is Procurement’s Hidden Goldmine
- Whitepaper: Tail Spend Optimization through GenAI Automation
