Organisations that manage multiple suppliers often encounter difficulties when their procurement activities rely on manual coordination, emails, spreadsheets, and separate systems.

This case study explores how an organisation in the sector improved procurement visibility by using Vendora SCM Software’s procurement automation platform.

Before implementation, the organisation faced challenges in tracking supplier communication, purchase order status, delivery updates, and procurement-related documents.

By introducing a connected procurement workflow, the company achieved better visibility into supplier interactions, purchasing activities, and internal approval processes.

Business Environment

The organisation manages multiple suppliers, procurement activities, and operational workflows that require coordination between:

• Procurement teams
• Suppliers
• Finance departments
• Operations teams
• ERP systems

As supplier interactions increased and purchasing processes became more complex, the company required greater visibility into its procurement activities.

The Business Challenge

Before introducing Vendora, procurement teams managed several activities using manual methods.

The challenges included:

Limited Supplier Visibility

Procurement teams had difficulty tracking:

• Supplier responses
• Purchase order confirmations
• Delivery commitments
• Shipment updates

Manual Follow-ups

Teams depended on:

• Emails
• Phone communication
• Spreadsheet tracking

to collect supplier updates.

Lack of Real-Time Status

Procurement stakeholders required better visibility into:

• Open purchase orders
• Pending supplier actions
• Delivery exceptions
• Invoice status

Disconnected Workflows

Supplier communication and internal procurement processes were managed separately, making it difficult to maintain a complete record of transactions.

Previous Process vs New Process

The Solution Implementation

Vendora Procurement Automation Platform

The organisation introduced Vendora to establish a connected procurement workflow between buyers, suppliers, and internal teams.

The implementation focused on:

Supplier Collaboration

Used for:

• Vendor onboarding
• Supplier information management
• Digital communication
• Document exchange

RFQ Management

Enabled procurement teams to manage:

• Supplier quotation requests
• Vendor responses
• Commercial discussions

Purchase Order Management

Provided visibility into:

• PO communication
• Supplier acknowledgement
• Order status

Delivery Visibility

Supported tracking of:

• Advance Shipping Notice (ASN)
• Shipment updates
• Delivery commitments

Receiving and Invoice Workflows

Connected:

• Goods Receipt Note (GRN)
• Invoice status
• Payment visibility

How the Workflow Improved Procurement Operations

The connected workflow followed these steps:

Step 1: Supplier Onboarding

Supplier information and required documents were collected digitally.

Step 2: Procurement Request

Requests for quotations and purchasing requirements were communicated through structured workflows.

Step 3: Purchase Order Execution

Suppliers received purchase orders and provided confirmation updates.

Step 4: Delivery Tracking

Teams monitored:

• Shipment status
• Delivery commitments
• Exceptions

Step 5: Invoice and Payment Visibility

Finance teams gained better visibility into invoice processing and payment progress.

Results and Business Impact

(Add customer-approved metrics where available)

The implementation helped the organisation improve:

Procurement Visibility

Improved monitoring of supplier activities, purchase orders, deliveries, and documents.

Supplier Communication

A structured workflow reduced the need for manual follow-ups.

Process Control

Teams gained better visibility into pending actions and exceptions.

Operational Coordination

Procurement teams, suppliers, finance teams, and operations teams managed their processes through a connected workflow.

Key Benefits Achieved

• Improved supplier collaboration
• Better purchase order visibility
• Reduced manual coordination effort
• Improved procurement process tracking
• Better document availability
• Stronger audit visibility
• Improved decision-making through reports

Lessons Learned

1. Achieving Procurement Visibility Depends on Connected Workflows

Managing procurement through separate systems can create information gaps. A connected workflow improves transparency across procurement activities.

2. Supplier Collaboration Is Key

Supplier participation is important for improving purchase execution and delivery visibility.

3. Digital Processes Improve Operational Management

Automation enables teams to move from reactive follow-ups to proactive monitoring.

Expert Perspective

[Insert leadership quote here]

Suggested leadership perspective:

Procurement teams need visibility into all supplier interactions, from the initial request through delivery and payment. Digital workflows enable organisations to achieve better control over procurement execution.

Availability / Next Steps

Organisations evaluating procurement automation can explore Vendora capabilities, including:

• Vendor management
• Supplier collaboration
• RFQ management
• Purchase order management
• ASN tracking
• Invoice management
• Payment visibility

Businesses can connect with Vendora to understand how procurement automation can support their current ERP/SAP environment and supplier processes.

About Vendora SCM Software

Vendora SCM Software provides tools to automate procurement processes and manage supplier relationships. It helps teams improve vendor collaboration and gain better visibility into supply chain operations.

The platform supports:

• Vendor onboarding
• RFQ management
• Purchase order management
• ASN tracking
• Quality inspection
• Goods Receipt Note management
• Invoice workflows
• Payment visibility

Vendora helps organisations improve purchasing control, strengthen supplier communication, and gain better visibility into operational processes.