What Is Tail Spend (And Why It’s Costing You Millions)

The MRO Spend That Slips Through the Cracks

What Is Tail Spend (And Why It’s Costing You Millions)

Tail spend isn’t rogue behavior.
It’s unowned, unmanaged spend that flies under the radar of traditional procurement controls.

In MRO, tail spend hides in emergency orders, small one-off purchases, and vendor lists no one has reviewed in years.
It’s the opposite of strategic sourcing – and it adds up fast.

This article defines tail spend in the MRO context, explains why it persists, and shows how AI turns it from a blind spot into a lever for savings and risk reduction.

What Is Tail Spend in MRO?

Tail spend refers to purchases that are:

  • Low in individual value
  • High in transaction volume
  • Spread across a long list of small, fragmented vendors
  • Often unmanaged or outside contract terms

In maintenance and operations, this includes:

  • Emergency part orders made directly by technicians
  • Spot buys through unapproved vendors
  • Low-frequency POs that bypass sourcing entirely
  • Redundant purchases of materials already stocked elsewhere

Though each order is small, collectively they make up 20-30% of MRO spend – and more than half of your vendor base.

Why It’s So Hard to See

Most ERP and analytics systems can’t detect tail spend because:

  • Descriptions vary across plants and systems
  • SKUs aren’t standardized
  • Spend is spread across hundreds of suppliers
  • Data is siloed and inconsistent

This fragmentation means procurement and finance rarely get a full view – until the cost shows up in bloated inventories, missed discounts, or failed audits.

The Cost of Doing Nothing

Tail spend doesn’t just waste money – it creates operational drag:

  • 5-10% higher prices due to missed volume leverage
  • PO processing costs that stack up across thousands of vendors
  • Redundant inventory and stockouts from lack of coordination
  • ESG and compliance risk from unvetted suppliers
  • Capital misallocation with no measurable ROI

What looks like “just a $600 order” could be repeated 50 times by 12 different vendors – and never once reviewed.

The Cost of Doing Nothing

How AI Makes It Visible – and Actionable

Verusen’s AI platform helps organizations:

  • Unify material and vendor data across locations
  • Detect overlap and substitution risk
  • Score suppliers based on tail spend risk and redundancy
  • Recommend actions – consolidation, bundling, standardization
  • Do it all without a data cleanse or system migration

This transforms tail spend from a guessing game into a measurable, manageable category.

Real-World Results

Over $500K in Hidden MRO Spend Uncovered

Challenge:

  • Fragmented supplier base with 500+ vendors
  • Limited insight into who was supplying what
  • High percentage of one-off, low-frequency transactions

Solution:

  • Applied AI to unify PO and vendor records
  • Flagged duplicate suppliers and overlapping categories
  • Identified price variance and off-contract vendor selection

Results:

  • $500K-$700K in tail spend waste identified
  • 500+ suppliers mapped and scored
  • Strategic consolidation plan put in motion

FAQs

What qualifies as MRO tail spend?
 Low-value, high-volume purchases made outside formal sourcing processes.

Why don’t ERP tools surface this?
 They lack the normalization, grouping, and pattern detection that AI provides.

How fast can we start to fix it?
 In 2-4 weeks, AI can uncover your top contract non-compliance points without a full data cleanse.

Ready to Uncover Your Hidden MRO Tail Spend?

Let’s walk through your actual ERP or procurement data and identify where tail spend is hiding, where vendors overlap, and how much is at risk.

→ [Talk to an MRO Expert About Hidden Spend]

Ready to Uncover Your Hidden MRO Tail Spend?