How €6K Replaced €250K: The P2P Solution That Outperformed Big ERP

When a rapidly growing B2B SaaS unicorn needed to implement a Purchase-to-Pay (P2P) system, they faced a critical decision: build internally or invest in an expensive ERP solution. By leveraging existing tools like Jira, Airtable, and Workday, we created a custom P2P solution that outperformed the ERP alternative across every key metric.

Our client is a thriving B2B SaaS unicorn in the technology sector experiencing rapid growth and scaling operations. As their business expanded, they recognized the need for a structured procurement system that could handle increasing purchase volumes while maintaining compliance and efficiency. They needed a procurement solution that would integrate seamlessly with their existing tech stack while providing the flexibility to scale with their growth.

The client faced several critical challenges in their procurement operations:

• No Standardized Process: Without a formal P2P system, procurement requests were handled inconsistently, creating bottlenecks and compliance risks.
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• Decision Paralysis: The client was caught between building an internal solution or investing in an expensive ERP module, unsure which would better serve their needs.
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• User Adoption Concerns: Previous attempts to implement enterprise software had resulted in low adoption rates due to complex interfaces and poor user experience.
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• Integration Requirements: Any solution needed to work seamlessly with their existing Workday financial system while being accessible to all employees.
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• Cost Considerations: As a growing company, they needed to balance functionality with reasonable implementation and maintenance costs.
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• Future-Proofing: The solution needed to be flexible enough to incorporate emerging technologies like AI and adapt to changing business requirements.

Rather than investing in an expensive ERP module or starting from scratch, we designed a solution that transformed the client's procurement landscape while maximizing their existing investments:

Empowered Self-Service Procurement

We delivered a procurement experience that put employees in control while maintaining robust governance:

• Frictionless Request Process: Employees now initiate purchases through familiar tools, eliminating training barriers and accelerating adoption
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• Instant Policy Compliance: Automatic validation ensures all purchases follow company guidelines without manual oversight
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• Smart Approval Flows: Leadership only reviews exceptions, freeing their time for strategic decisions
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• Transparent Communication: Clear status updates and guidance keep requesters informed throughout the process

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Seamless Enterprise Integration

Our solution bridged critical business systems to create a unified procurement ecosystem:

• Single Source of Truth: All procurement data now flows automatically between financial and operational systems
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• Enterprise Data Accessibility: Teams access the information they need without switching between platforms
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• End-to-End Visibility: Complete purchase history from request to payment available in real-time
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• Automated Financial Controls: Purchase information flows directly into financial systems with zero manual entry

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Procurement Command Center

We equipped the procurement team with powerful management capabilities:

• Comprehensive Oversight: Complete visibility into all purchasing activities across the organization
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• Relationship Intelligence: Centralized supplier information enhances negotiating position and contract management
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• Strategic Insights: Real-time analytics reveal spending patterns and opportunities for optimization
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• Agile Policy Implementation: Procurement rules can be updated instantly without IT involvement

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Future-Ready Foundation

Beyond solving immediate needs, our solution established a platform for continued innovation:

• Scalable Architecture: The system grows effortlessly as the business expands
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• Innovation Pipeline: New capabilities can be added without disrupting existing processes
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• Intelligence-Ready: The foundation is in place for AI-enhanced procurement decisions
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• Business Adaptability: Procurement workflows can evolve with changing business requirements

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The custom P2P solution delivered exceptional results across multiple dimensions:

Dramatic Cost Savings

• 90% Lower Software Costs: €6,000 annual software cost versus €250,000 for the ERP alternative
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• Eliminated Implementation Consulting: Avoided the significant consulting fees typically associated with ERP implementations

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Exceptional User Experience

• 92% Usability Score: End-user testing revealed a 92% usability rating, compared to just 32% for the ERP alternative
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• High Adoption Rate: Leveraging the familiar Jira interface resulted in immediate adoption across the organization

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Significant Efficiency Improvements

• 34.27% Faster PO Creation: Purchase orders are processed in a fraction of the time compared to the ERP solution
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• 54.52% Faster Purchase Requests: Employees can submit and receive approval on requests much more quickly
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• 83.19% Faster Supplier Onboarding: New vendors are integrated into the procurement system in minutes rather than days

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Enhanced Flexibility

• AI-Ready Architecture: The modular design allows for easy integration of AI capabilities
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• Rapid Iteration: Changes to procurement policies can be implemented without extensive development work
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• Seamless Scalability: The solution grows effortlessly with the company's expanding procurement needs

By thinking beyond conventional ERP solutions, we delivered a procurement system that not only saved our client hundreds of thousands of dollars but also provided a superior user experience and dramatically improved processing times. This case demonstrates how leveraging existing tools with thoughtful integration can outperform expensive enterprise solutions.