The Problem

BharatPe struggled with manual purchasing, invoicing, and vendor management, leading to delays and errors. The vendor onboarding process was also complex, causing difficulties in managing quotations and relationships.

The Solution 

To address the challenges faced by the company, we implemented Zoho Creator and developed a robust application named “Procurement & Vendor Management.” 

The application helped them in streamlining the entire procurement process, from PR creation to vendor onboarding, using the following key features:

• Purchase Request Workflow: Enabled users to initiate purchase requests (PRs) that seamlessly progress through approval stages with automated workflows, involving L1, HOD, and other stakeholders.
• Purchase Order Management: Automated creation of Purchase Orders against approved PRs to ensure accuracy and reduce manual errors.
• Vendor Registration Process: Initiation of vendor registration after PO creation, to allow vendors to submit quotations through the system.
• Quotation Analysis: The procurement team uses defined criteria and workflow rules to analyze vendor quotations, facilitating a transparent and efficient decision-making process.
• Goods Receipt Note (GRN): Creation of GRNs within the application post-delivery, providing end-to-end visibility into the procurement lifecycle.

The Impact  

The implementation of Zoho Creator and our tailored solution resulted in transformative outcomes for our client:

• Increased Efficiency: The automation of approval processes and workflow rules reduced processing times, leading to quicker PR approvals, PO creation, and vendor onboarding.
• Improved Accuracy: Automation minimized manual errors in purchasing and invoicing, ensuring accuracy in the procurement lifecycle.
• Enhanced Vendor Relationships: The streamlined vendor registration process and transparent quotation analysis improved communication and relationships with vendors.
• Real-time Visibility: The application provided real-time visibility into the procurement workflow, enabling stakeholders to track the status of PRs, POs, and vendor onboarding at any given time.
• Cost Savings: The reduction in manual effort, errors, and processing times translated into cost savings for the organization.

To sum up, our customized Zoho Creator solution not only tackled the initial hurdles but also positively transformed BharatPe’s procurement and vendor management processes. This led to increased efficiency, accuracy, and improved vendor relationships.