Procurement Use Cases

Procurement Framework

Turn complex paper-based procurement policies into intuitive
and efficient digital user journeys, customized to your needs
Turn complex paper-based procurement policies into intuitive and efficient digital user journeys, customized to your needs

The Challenges

Procuring new goods and services is a crucial activity for any organization, which directly impacts the bottom line and if done wrong could pose operational, reputation, and compliance risks. As a result, procurement processes have grown in complexity, have become hard to navigate, and now requires substantial management overhead. It is often managed via lengthy policy documents, hard-to-track spreadsheets and emails, which create inefficiencies and non-compliance. Off-the-shelf ERP systems address the problem to an extent but tend to be expensive and inflexible with addressing the requirements unique for each organization, often requiring the organization to adjust its processes to fit with the technology system rather than the other way round.

How Checkbox Solves Procurement Frameworks

Challenges How does Checkbox address it?

Navigating complex procurement frameworks and policies is confusing and time consuming.

Checkbox codifies procurement rules and leverages decision tree logic to dynamically triage users through a tailored and compliant-by-design user journey based on their inputs. Checkbox also allows procurement teams to codify approval frameworks to automatically trigger relevant approvals across multiple stakeholders in order or concurrently.

Checkbox facilitates weighted-scoring-based risk assessments in the background and can automatically escalate procurements for review or request further information or documents to meet compliance requirements.

Creating procurement-related documents is time-consuming and involves a lot of manual double entry.

Checkbox eliminates the need for manual contract creation by automatically populating procurement information provided by users or data from other systems via API (e.g. vendor data) into the contract. These business-critical documents are automatically customized and can feature:

1. Conditional clauses – only the relevant clauses are inserted into the document based on procurement inputs and numbered automatically.

2. Dynamic tables to structure information in rows and columns that are adjusted automatically to the content.

The automation templates are managed in a centralised manner and are always up-to-date and compliant-by-design.

Document execution process is hard to navigate, tedious, and lengthy with employees and clients having to download, sign and re-send their documents.

Checkbox can codify even complex document execution frameworks and the out-of-the-box e-signature functionality allows to effortlessly sign contracts, reducing friction and time to execution.

Existing off-the-shelf solutions cater to standard processes but cannot be customized to match unique business requirements and are rigid to ongoing process changes.

Checkbox is a no-code platform that empowers business experts to digitise and automate complex end-to-end processes without having to write code. Digital tools and journeys can be built from scratch with your unique requirements in mind and can be quickly customized if processes or rules change, without needing to consume IT’s time.

There is limited visibility into each procurement as they are often managed via email or offline spreadsheets, and when incidents occur, a lot of time is required to assemble an audit trail of the actions that occurred.

Each procurement can be tracked on a centralized Checkbox dashboard with an out-of-the-box audit trail attached, which automatically captures all information submitted and all actions taken as part of each procurement.

Key Features

Benefits

  • Increased efficiency and faster turnaround

    Reduction in time spent to explain and facilitate the processes, manually create required agreements (sometimes having to retype the same data across multiple documents) and audit trails. Faster turn-around for business users lodging procurement requests due to automation and self-serve.

  • One stop-shop system offering full operational transparency

    Centralized management and tracking of the full end-to-end procurement process enabling right and timely managerial decisions and eliminating the need to switch between multiple systems.

  • Compliance by design

    Increased compliance due to in-built checks, controls and automated audit trails capturing key information and actions taken as part of each procurement.

  • Ease of customisation and maintenance

    The solution is fully configurable and can be quickly adjusted to complex Policy changes in a matter of minutes, as well as allow to inject your own unique company voice to increase adoption.

  • Make better informed business decisions

    The accounting team can use the centralized dashboard to view an audit trail and transcript of all responses, actions and attachments, so business decisions can be made with the full picture to back it up.

Integrations

How Does Checkbox Automate This?

1. Capture key procurement information in Checkbox smart forms

Checkbox dynamic forms only capture relevant information/files, and the no-code platform can pull information via APIs from enterprise systems like Salesforce and other ERPs.

2. Get automatically triaged to the right Procurement Path

Procurement rules are codified into Checkbox’s decision-tree-like routing logic that dynamically takes the user through only relevant steps based on their inputs, ensuring the process is compliant-by-design.

3. Checkbox performs all necessary risk assessments & approvals involving multiple stakeholders in parallel

Checkbox’s workflow assigns the procurement to the right stakeholders and can facilitate simultaneous review and approval by multiple reviewers leveraging parallel workflow to save time and shorten the turnaround.

4. Checkbox automatically generates bespoke documents

Legally correct documents like NDA and Service Agreement are created inside Checkbox based on the procurement details provided.

5. Checkbox automatically sends the documents to relevant parties with requests to e-sign

Both suppliers and approvers follow the DocuSign or AdobeSign experience to quickly and easily sign the document.

6. Track the end-to-end procurement process on centralized dashboards

See which stage the procurement is at and what steps has been take to date, as well as track documents across the stages of its e-signing process through the Checkbox dashboard.

7. Checkbox sends data and documents to all required systems

Upon signature, documents are automatically directed to the repository of choice. At relevant stages of the procurement Checkbox sends data to other systems to make sure the user doesn’t have to switch between multiple systems – e.g. create a new vendor in the Vendor Management Systems like Salesforce.

Get started with your digital transformation journey

See how Checkbox fits in with your organization by contacting us and requesting a free demo