Digitizing Vendor Lifecycle with Custom Approval Workflows
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Headquarters
- India
Business Size
- Enterprise
Industry
- Energy, Manufacturing
Technologies
The Client
The company provides renewable energy solutions worldwide, focusing on wind energy. As their supplier network grew, their manual processes for onboarding vendors and approving payments created delays and compliance issues.
Challenges Faced
- Lack of digitization caused delays, compliance risks, and a lack of visibility in vendor approvals.
- Vendor registrations were handled manually through email.
- There was no version control for submitted documents.
- Paper-based approval routing caused delays.
- Compliance requirements were not automatically verified.
- It was hard to track the onboarding status for each vendor.
- Delayed invoice approvals hurt vendor trust.
- There was no connection between finance and procurement processes.
- There were no audit trails for changes or approvals.
- Accountability among stakeholders was unclear in long processes.
- Leadership had no metrics on cycle times or delays.
Ambit’s Solution
Ambit created a .NET web platform to manage the vendor lifecycle and approval workflows.
- Designed a self-service vendor onboarding portal with guided submission.
- An integrated approval matrix considers vendor type and region.
- Compliance checks for tax and documents are automated.
- A document repository maintains version history.
- A workflow dashboard is available for finance and procurement teams.
- Role-based approval levels include SLA timers.
- Payment requests link directly to the procurement system.
- An audit trail includes timestamps and user tracking.
- Weekly reports and alerts on bottlenecks are sent to stakeholders.
- Developed a centralized summary view for insights at the CXO level.
Results Achieved
- The system improved compliance, efficiency, and traceability for client’s vendor processes.
- Vendor onboarding time was cut by 60%.
- Audit readiness improved due to the digital trail.
- Vendors experienced a better process with clearer tracking.
- Invoice approval cycles became faster.
- There was a significant reduction in manual work and paper-based workflows.
Conclusion
Ambit’s customized workflow solution modernized the company’s procurement support, enhancing vendor trust and operational flexibility.