Digital Procurement at a New Level: Fluenta vs. Fluenta One – What's the Difference?

Imagine having a procurement system that doesn't just track but perfectly maps your company's unique processes – all while freeing your colleagues from routine tasks through AI-supported automation. Fluenta One offers exactly this, going far beyond the capabilities of traditional procurement systems – including its predecessor, Fluenta.

In the world of digital procurement, continuous development is essential to serve the complex needs of modern organizations. Fluenta One – a fundamentally renewed version of the original Fluenta procurement software – can bring significant breakthroughs in this area.

In our article, we compare the two systems in detail, presenting their common characteristics and the revolutionary innovations offered by Fluenta One.

Common Foundations: How Are the Two Systems Similar?

Both platforms have numerous capabilities that form the foundation of efficient procurement processes:

Access: Anywhere, Anytime

Both systems provide web-based, cloud access, making them usable from any device without installation. However, Fluenta One additionally offers local deployment options for companies that prefer this solution.

Comprehensive Procurement Support

Both Fluenta and Fluenta One accompany the entire procurement process – from supplier qualification through auctions to contract management. The difference lies in how they do this: while Fluenta applies a modular approach, Fluenta One follows a process-centric perspective.

Fundamental Differences: Form and Flexibility

Structure: Modules vs. Processes

Fluenta's modular structure means well-defined, separate functional units (Auction, Request-to-Order, Compliance modules). In contrast, Fluenta One's process-based structure breaks with the traditional modular framework and organizes around a flexible Workflow Engine.

This revolutionary difference is not just a technical detail, but a fundamental change in the system's philosophy:

"We don't build from huge prefabricated panels, but from tiny Lego blocks that can be combined as desired."

Flexibility: Pre-defined vs. Fully Customized

Fluenta's traditional system offered pre-configured processes built on industry best practices. The possibility of customization in this model was mainly limited to flexible configuration of existing functions – elements could be rearranged within a given framework, but deeper changes required developer intervention. In contrast, Fluenta One places the customer's unique processes at the center: the system adapts to the company's operations, not the other way around.

"Truly tailored to you – This is not just a promise" – This is the essence of Fluenta One's philosophy.

Process Complexity: Standard Foundations – Flexible Expansion

While Fluenta's previous system offered standard processes based on pre-defined, proven practices, Fluenta One is capable of precisely mapping even the most complex, company-specific procurement processes – without compromises. However, it's important to understand: this doesn't mean every process must be recreated from scratch.

Fluenta One comes with pre-configured template processes based on industry best practices that enable quick start-up and can later be freely customized and fine-tuned – even gradually, in parallel with the organization's maturity level and employees' routine.

This approach helps avoid the trap of over-planning: it's not necessary to define everything in detail upfront. It's worth following well-functioning practices as a starting point, then continuously shaping processes based on operational experience. This way, not only the system but also the organization develops organically – becoming increasingly efficient and adaptable.

Even the most complex procurement scenarios and approval chains can be implemented in Fluenta One:

• Unlimited process complexity
• Dynamic decision points
• Multi-level approval hierarchies
• Flexible exception handling

The Innovation Dimensions: Where Fluenta One Opens a New Chapter

Digitization and Automation: Redefining Human Work

Fluenta digitalizes procurement, reducing paper-based work. However, Fluenta One goes one step further: it doesn't just digitize but elevates automation to a higher level with AI agents.

Imagine a system where:

• AI agents independently handle repetitive tasks
• Procurement processes don't get stuck due to forgetfulness
• Contract management operates with intelligent automation

This adaptive automation enables procurement professionals to finally focus on strategic decisions and value creation instead of administrative routine tasks.

Change Readiness: Static vs. Dynamic

Market environment and internal process changes are inevitable at every company. Fluenta is a static, less flexible system where changes often require developer involvement. In contrast, Fluenta One's philosophy is: "If processes change, the system changes with them."

This adaptive approach is implemented at multiple levels:

• Immediate adaptation to changing regulatory environment
• Simple reconfiguration of functional elements
• Visual process modification without coding, with our experts' help
• Visual process display for every process template

All this ensures that the system truly offers a future-proof solution that evolves with the company's needs.

Integration: Island vs. Ecosystem

Fluenta offers standard integration possibilities with other systems. However, Fluenta One functions as a true integration hub:

• Seamless connection to a wide range of corporate systems (CRM, ERP, collaboration tools)
• Real-time data synchronization
• API-based connection possibilities

This comprehensive integration capability ensures that the system doesn't operate as an isolated solution but as an integral part of the company's digital ecosystem.

Permission Management: Roles vs. Processes

Fluenta provides role-based permission management, which is a standard solution in most systems. However, Fluenta One additionally enables sophisticated permission management tied to processes, which precisely reflects the company's internal operations and areas of responsibility.

Target Function: Specialized vs. Universal

Fluenta was specifically designed for the procurement area. Fluenta One fundamentally continues to focus on supply chain processes, but also enables the management of wide-ranging internal processes without separate integration. This means it can equally efficiently support sales, logistics, HR, and other areas as well.

Partner Involvement: Periodic vs. Continuous

In Fluenta's system, periodic, point-to-point contact with partners is characteristic, usually through fixed interaction points. In contrast, Fluenta One enables continuous, integrated cooperation with external partners, involving them in the company's processes, resulting in smoother and more efficient collaboration.

Communication: Limited vs. Process-bound

In Fluenta's system, communication is typically tied to specific points, statuses, or manual notifications. This often results in fragmented emailing, parallel Excel files, or phone calls that lack context – making it difficult to trace who said what, when, and why.

In contrast, Fluenta One allows communication to be organically built into the procurement process itself – whether involving internal colleagues or even external suppliers. Every message, question, approval, or comment is precisely connected to the process and step it belongs to.

Example: If a quality assurance specialist wants to clarify the validity of a supplier certificate, they don't need to write a separate email to the buyer or supplier. They simply add a comment to the relevant order or item in the system, which all stakeholders can see – complete with timestamp and background information. The supplier can respond directly here, and the response also remains attached to the process.

This way, all communication remains searchable, stays in context, and is auditable – no lost information, misunderstood emails, or separate file discussions. This not only increases efficiency but also strengthens compliance and transparency.

Support: Where Software Becomes Service

During Fluenta implementation, we provide training and continuous support for using individual modules. However, with Fluenta One, this support rises to a completely new level:

• We provide comprehensive support in precisely mapping processes
• We give special attention to modification requests
• We provide expert assistance from implementation through daily operations to strategic optimization

Fluenta One is not just software, but a "Software with Service" solution where the technology platform and expert support go hand in hand.

Summary Table: Fluenta vs. Fluenta One

The following table concisely summarizes the most important differences between the two systems, facilitating quick comparison:

Summary: Which Platform is Recommended for Whom?

While both platforms offer robust procurement solutions, the choice depends on the company's specific needs:

Fluenta is recommended for:

• Smaller organizations focusing on basic procurement functions
• Companies implementing a digital procurement system for the first time
• Organizations that want to proceed along proven practices

Fluenta One is the ideal choice for:

• Larger or rapidly growing organizations
• Companies with complex procurement processes
• Companies striving for intelligent automation of procurement processes
• Companies that want to go beyond narrow procurement support and automate their processes in an integrated way across a broader scope
• Companies that want to create an integrated software environment
• Organizations for whom extraordinary flexibility and customizability are critical
• Companies that would integrate their existing AI solutions into procurement processes

Conclusion: Fluenta One Brings Paradigm Shift in Digital Procurement

From the comparison of Fluenta and Fluenta One, it clearly emerges that we're not talking about a simple product update, but a fundamental perspective shift. While Fluenta is a feature-rich, modular procurement system, Fluenta One represents a completely new approach in the field of digital procurement.

Fluenta One's most defining innovation is the Workflow Engine-based operation, which breaks with the traditional, sometimes rigid-feeling modular structure. This flexible workflow engine allows the system to be built not from pre-defined, separate modules, but from smaller, customizable functional elements that can be arbitrarily connected, reused, and automated – not to mention the integratable AI agents.

This revolutionary approach provides four key advantages:

1. True Customizability: The system maps the company's actual processes, not the other way around
2. Boundless Flexibility: Functions can be connected in any order, allowing even the most complex business logic to be mapped
3. Adaptive Automation: AI agents can be integrated at any point in the workflow, supporting processes with intelligent decisions
4. Rapid Change Tracking: By reconfiguring functional elements, the system quickly adapts to the changing business environment

With this fundamental innovation, Fluenta One offers a digital platform that not only follows but actively supports the company's unique operations and strategic goals. It's not just a tool, but an intelligent, adaptive partner that continuously evolves in harmony with the company's needs while freeing professionals from administrative burdens so they can concentrate on real value creation.

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