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The company is a leader in digital and IT services with a rich 30 year legacy. They have helped some of the largest companies in the world solve critical IT challenges. With a team of 4500+ spread across 4 continents, the company is a powerhouse in cloud, data centers, networks, digital, cybersecurity, and IoT.
As a large enterprise with a global physical footprint, the company managed relationships with 2000+ vendors around the world. Their ERP was the primary source of truth for all vendor data and their Purchase Orders (POs). However, the vendors did not have access to the company’s ERP. Consequently, the entire Account Payables process was manual, slow, and constantly delayed.
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The client found it incredibly challenging to process all the Payables within Vendor SLAs. Vendor teams were unable to even track invoices from vendors across the globe because all PO related information was trapped inside SAP.
The vendors had very limited visibility into the status of their invoices because they did not have access to the client’s ERP. As a result, they were constantly following up with their points of contact in Operations, Procurement, and Finance to enquire about the status, adding stress to the teams’ function.
The client’s budget allocations, ownerships, and approval rules were managed within SAP. Vendor teams were constantly tabbing between SAP, emails, and spreadsheets to get the appropriate data, initiate workflows, and re-upload to SAP.
At all times, the client team was manually performing multiple processes related to vendor payments. The verification, approval, and payment workflows were fairly complex, meaning that it was near impossible to program them on their legacy ERP system.
Hubbler has helped automate a complicated, multi-level business process in less than a week. Our processing time is now 60% faster and everything is approved on time. Our team likes using the slick mobile app and our vendors love the self-serve portal.
When the client’s IT team understood the business need, it was readily apparent to them that they needed a digital-first solution. They realized that:
1. Extending the functionality of their SAP system would be expensive.
2. Adoption of the solution by the vendors would be poor because of the dated user experience offered by SAP.
3. The speed of iteration needed to suit changing workflow needs would be impossible by coding a portal from scratch.
So, they decided to adopt a digital-first, agile approach to solving the problem. They chose Hubler’s no code app builder to build a Vendor Portal and integrate with their legacy SAP implementation.
Modules from Hubler’s ready-to-use no code Vendor Management software solved 85% of the client’s requirements. With the speed and flexibility of Hubler’s no code app builder, the client team and Hubler’s Solutions Consultants:
1. Built a Vendor Portal to receive invoices against POs from vendors.
2. Built an Accounts Payable (AP) Hub.
3. Connected the AP Hub with their SAP.
In less than four days, Hubler helped the client build a modular digital system to manage a complex process while ensuring that the source of truth in their SAP remained relevant.
With this, the client was able to launch the Vendor Portal and a renewed payment promise to their vendors in just six days, from conception to configuration, changes, testing, and completion.
The client started receiving invoices into Hubler via the Vendor Portal against specific POs. The client could seamlessly map invoices to POs, initiate review and approval workflows to the right owners, and deduct payments against allocated budgets, all without manual back-and-forth with SAP. They were able to verify and initiate approvals right within Hubler, solving their major challenges of manual AP processes and delayed payments.
The vendors loved the Vendor Portal. Adoption rate for the no code Vendor Portal was high because it was lightweight, easy to use, and accessible on both the web and mobile as applications. Vendors used the portal to raise invoices, track their status, and receive payments on time.
Based on rules set by their team, bots would automatically manage rejection flows. They would ensure that the right users took the right action.
Hubbler has helped automate a complicated, multi-level business process in less than a week. Our processing time is now 60% faster and everything is approved on time. Our team likes using the slick mobile app and our vendors love the self-serve portal.
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