The Challenge:

For a retail enterprise operating across 250+ locations, the volume and pace of operations exposed the limits of legacy workflows. Approvals depended on email threads. Documents were created manually, often across multiple tools. Vendor mismatches led to rework. Teams were resourceful, but the process lacked structure, which meant time was lost, costs were up, and wing pressure on the frontline grew.

The Ask:

Improve Control Without Adding Complexity The leadership recognized the imperative. They needed an intelligent, unified system that was enterprise-grade, agile, and deeply integrated across the value chain without introducing another bulky, hard-to-adopt platform. They needed a solution to bring structure, speed, and visibility to procurement, without over complicating what already worked.

Our Approach: 

Procurement, Simplified. Workhall stepped in as both technology partner and operational consultant. We introduced an enterprise-grade, cloud-based solution built to match the realities of multi-location retail.

What We Delivered:

We focused on what would make a difference.

• Intelligent, End-to-End PO Automation: From raising purchase orders to approvals, amendments, and goods acknowledgment – the entire flow runs inside Workhall, with forms auto-populated using live vendor, product, and delivery data.
• Configurable Approval Routing: Dynamic workflows aligned with organizational hierarchies and audit requirements.
• Embedded Document Generation: Contracts, invoices, quotations, and POs are generated and automated natively within the system, reducing reliance on external tools and services.
• Vendor & Supplier Management: Centralized repository of vendor profiles, product catalogs, invoice history, and performance.
• Order Management: Orders are more visible, trackable, and manageable across departments.
• Amendment Handling: Amendments now route cleanly without disrupting the original flow.
• Consolidated Data + Computation: We combine all data for cost breakdowns, department spending, and historical patterns.
• Quotation Management: Auto-generate quotation documents, making generation quick, accurate, and repeatable.
• Smart Vendor Comms: Reduced manual typing of vendor emails from scratch. The system fills in the details when enabling the selection of a vendor and product. Submit and done.

The Implementation

Using Workhall’s platform equipped the client to:

• Accelerate procurement cycles across all regions
• Eliminate dependency on email and manual reconciliation
• Enhance vendor collaboration and compliance tracking
• Gain real-time insight into spend and procurement metrics
• Achieve process standardization without compromising local flexibility
• Establish a scalable foundation for further operational digitization

The Impact was immediate and measurable:

• 40% reduction in purchase order cycle time
• 60% faster document preparation and delivery
• 50% fewer vendor-related discrepancies and disputes
• Lower administrative overhead due to system-driven workflows
• Improved data visibility, enabling proactive spend and supplier management
• Consistent cross-location process execution and accountability