In the world of public agency procurement, efficiency and cost savings are always top of mind. It’s easy to see why some teams might consider sharing user accounts to save on licensing costs. It seems like a simple, harmless shortcut.
But here’s the truth: while account sharing might seem like a shortcut, the risks and consequences far outweigh any short-term savings. Whether you’re using bids&tenders or another platform, avoiding shared accounts is one of the simplest ways to strengthen your procurement process, protect your organization, and build trust with stakeholders.
Let’s break down why.
Don’t Lose Sight of Your Audit Trail: Accountability is a Non-Negotiable
Procurement platforms are designed to promote fairness, transparency, and compliance. Features like audit logs and reporting tools rely on individual accounts to track who is making changes, sending communications, or interacting with suppliers.
When multiple people use the same login, that accountability disappears.
- Who updated a document?
- Who answered a supplier’s question?
- Who approved a change?
If you can’t answer those questions, an audit can quickly turn into a headache. Shared accounts can also create internal tension when mistakes happen, since it’s impossible to know exactly who was responsible.
Your Data and Systems are Vulnerable
Procurement systems like bids&tenders are built to handle large volumes of data. But when multiple people log into the same account from different locations it increases the risk of conflicts, slowed performance, overwritten entries, or even corrupted data.
Instead of saving time, shared accounts can create operational disruptions that put projects at risk. Furthermore, they create a major security gap. Every password you share increases your organization’s vulnerability, making it impossible to trace unauthorized access or a potential insider threat back to a single person.
The High Cost of Cutting Corners: Security, Support & Licensing Risks.
The "savings" from shared accounts can quickly evaporate when a problem arises.
Security Gaps: Accounts can be locked when multiple users try to log in at once, and passwords must be reset and redistributed every time someone leaves the team. A former employee could retain access unless the shared password is changed immediately.
Voided Support & Warranties: Many platforms, including bids&tenders, explicitly prohibit account sharing in their terms of use. This means if something goes wrong while using a shared account, warranties and support agreements may be voided. You could be left carrying the full cost and responsibility for problems that could otherwise be resolved under normal service agreements.
Licensing Audits: Be prepared for potential licensing audits. If a software company discovers your team is not in compliance with its licensing agreement, it could lead to significant fines that far exceed the initial savings.
The Bottom Line
At first glance, account sharing might look like a budget-friendly shortcut. But it introduces compliance risks, data issues, security vulnerabilities, and potential service limitations that no procurement team can afford to overlook.
The good news? The solution is simple: give every team member their own account. By doing so, you’ll protect your organization, strengthen your processes, and ensure your procurement platform is working as effectively as it was designed to.
Because in procurement, the real value isn’t found in cutting corners on licenses; it’s built on a foundation of integrity, transparency, and trust.