In today’s cut-throat global market, Aussie and Kiwi businesses are under pressure to keep their supply chains humming and procurement processes sharp. The secret sauce? Top-notch technology solutions like Procure-to-Pay (P2P) systems, Advanced Planning Systems (APS), Warehouse Management Systems (WMS), and Transport Management Systems (TMS). These tools can turbocharge operational efficiency, slash costs, and lift service delivery to new heights. But here’s the catch: getting them right depends on nailing down a cracking functional brief.
A functional brief isn’t just a bit of paperwork—it’s the blueprint that ensures your tech fits your business like a glove. Whether you’re rolling out a P2P system to streamline purchasing, an APS to nail demand forecasts, a WMS to sort out your warehouse, or a TMS to get goods moving faster, a solid brief keeps everything on track. Without it, you’re risking costly stuff-ups, delays, and tech that doesn’t deliver.
This article dives into why functional briefs are a must, breaks down what goes into them, and zooms in on specifics for P2P, APS, WMS, and TMS systems. Plus, we’ll show how Trace Consultants can help Aussie and Kiwi organisations smash it out of the park.

Why Functional Briefs Are a Big Deal
The supply chain and procurement game in 2025 is a complex beast. Businesses are juggling unpredictable demand, far-flung suppliers, tricky regs, and customers who want it all yesterday. Tech like P2P, APS, WMS, and TMS promises to cut through the chaos, but only if it’s tailored to your setup. That’s where functional briefs come in—they’re the glue that holds the whole shebang together.
A functional brief spells out exactly what you need, how your processes work, and what you want to achieve. It’s the difference between a system that sings and one that flops. Take a P2P rollout, for example. Without a clear brief, you might end up with a system that can’t talk to your accounting software, misses tricky approval steps, or ignores Aussie tax rules. Cue the headaches, rework, and a bigger bill than you bargained for. A proper brief stops that nonsense in its tracks by setting the scene upfront.
For businesses Down Under and across the Tasman, where supply chains stretch across big distances and diverse markets, a functional brief is gold. It ensures your tech investment pays off—whether that’s saving a few quid, speeding up deliveries, or keeping suppliers onside.
Key Ingredients of a Functional Brief
Putting together a ripper functional brief takes a bit of nous. You need to blend big-picture goals with nitty-gritty details. Here’s what every brief needs to cover, no matter the tech.
1. Crystal-Clear Business Goals
First things first: what’s the point of your tech? You need to pin down the big wins you’re chasing. These goals tie your system to the company’s game plan and give you something concrete to aim for. Common ones include:
- Cutting Costs: Trimming procurement spend, logistics bills, or operational fat.
- Better Stock Control: Dodging stockouts, overstocking, or stuff going out of date.
- Smoother Supplier Relations: Making onboarding, tracking, and teamwork with suppliers a breeze.
- Sharper Demand Forecasts: Nailing what customers want to keep stock and production on point.
- Slick Transport: Dropping freight costs and boosting delivery reliability.
Make these goals specific and measurable. A retailer might want to shave 15% off stock holding costs in a year, while a manufacturer might aim to cut transport times by 20%. Having these targets locked in gives your brief a clear finish line.
2. Proper Process Mapping
A functional brief isn’t just about the “what”—it’s about the “how.” You’ve got to map out your current processes and sketch the future you’re aiming for. This means getting stuck into the details.
Process mapping is about laying out every step—like how a purchase order gets raised or how goods hit the road. It spots the clangers: bottlenecks (e.g., slow supplier sign-offs), double-ups (e.g., entering the same data twice), and manual faff (e.g., paper-based checks). The aim is to:
- Find the Snags: Pick out where time, cash, or effort’s going down the drain.
- Spot Automation Wins: Highlight jobs a system could take off your hands.
- Sort Out Roles: Make it clear who’s doing what and how teams work together.
Say you’re mapping a warehouse’s picking process. You might find workers are trekking too far because the layout’s a mess. A WMS could fix that with smart routing. By comparing today with tomorrow, your brief makes sure the tech tackles real issues.
What to Tackle in Functional Briefs
Different tech needs different focus areas in a functional brief. Here’s the lowdown on P2P, APS, WMS, and TMS, plus how Trace Consultants can lend a hand.
Procure-to-Pay (P2P)
P2P systems take the hassle out of buying stuff—covering everything from raising a request to paying the bill. A top-notch brief should nail:
- Approval Workflows: Set up sign-off steps that match your setup (e.g., managers, finance crew).
- Supplier Onboarding: Tools for checking, adding, and keeping tabs on suppliers.
- Contract Management: Features to store, track, and renew deals.
- Compliance Checks: Stick to internal rules and Aussie/Kiwi laws (e.g., GST, anti-bribery).
- Spend Insights: Dashboards to see where the money’s going.
- Integration: Link up with ERP and finance systems like Xero or MYOB.
A P2P brief might also call for an easy-to-use interface to get everyone on board—key for avoiding pushback. Skip these details, and you’re asking for trouble.
Trace Consultants knows P2P inside out. We help define workflows, sort integration headaches, and keep compliance tight, ensuring your system delivers bang for your buck.
Advanced Planning Systems (APS)
APS tools sharpen your supply chain game with better forecasting, planning, and stock management. A brief for APS should cover:
- Forecasting Tools: Pick the right models (e.g., stats-based or AI-driven).
- Demand Sensing: Use live data like sales or market shifts.
- Network Optimisation: Balance production, distribution, and stock across sites.
- Scenario Planning: Run “what-if” tests for stuff like supplier hiccups.
- Integration: Hook into ERP, CRM, and other systems.
- Real-Time Insights: Track key stats like forecast accuracy or stock levels.
A fruit grower might need an APS that factors in weather for seasonal demand—miss that in the brief, and you’re short-changing the system.
Trace Consultants are APS pros, guiding you to pick and tweak systems that lift planning precision and efficiency.
Warehouse Management Systems (WMS)
WMS is the backbone of a slick warehouse, sorting stock, space, and staff. Your brief should hit:
- Stock Tracking: Real-time visibility and serial number checks.
- Layout Optimisation: Tools for smart storage and slotting.
- Picking and Packing: Automate sequences or batch jobs.
- Cross-Docking: Shift goods straight from in to out.
- Labour Tracking: Monitor performance and task splits.
- Integration: Sync with logistics and transport systems.
A retailer might need a WMS for quick online order turnarounds—spell that out, or you’ll get a vanilla system that doesn’t cut it.
Transport Management Systems (TMS)
TMS keeps logistics humming by optimising routes, carriers, and costs. A brief should include:
- Route Planning: Factor in traffic, fuel, and drop-off times.
- Carrier Management: Tools to pick and rate transport providers.
- Load Optimisation: Fill trucks and cut empty runs.
- Live Tracking: Updates for you and your customers.
- Freight Billing: Automate invoices and cost checks.
- Integration: Tie into warehouse and ERP systems.
For an Outback distributor, a TMS brief might prioritise road-and-rail combos—details that make it work for local quirks.
How Trace Consultants Can Pitch In
Writing a ripper functional brief takes know-how, a fresh eye, and a solid grip on supply chain tricks. That’s where Trace Consultants comes in. We help Aussie and Kiwi businesses by:
- Mapping Processes: Digging into your setup to spot wins and woes.
- Setting Future Goals: Turning big ideas into tech specs.
- Benchmarking: Using industry smarts to keep you ahead.
- Sorting Integration: Nailing the tech hook-ups for a smooth run.
- Getting Teams Onside: Aligning everyone for a win.
With Trace, your brief becomes a weapon to unlock tech potential. Check out our Services page for more.
Nailing Your Functional Brief – The Road to Success
A cracking functional brief lines up your tech with your goals, cuts risks, and locks in wins like cost savings and faster service. A dodgy one? That’s a recipe for headaches and wasted cash.
So, are your briefs up to scratch, or could they use a tweak? If you’re on the fence, Trace Consultants has your back. Get in touch today to make your next tech move a ripper.