A Roadmap for a Successful

P2P Automation Journey

 01 Introduction

02 Barriers to P2P Automation

03 Secret Sauce of Successful Transformation

Agenda
04 P2P Automation with Kissflow

05 ROI Calculator

06 Q&A
What is e-Procurement?
E-procurement is the process of buying and selling goods and services over the Internet.

Digitize Automate Contextualize

Single source of truth for all Transition from operational Open-up purchasing for all
procurement related processes excellence to strategic excellence
Transition from buyer related UX to
Integrated system that listens and Better adherence to compliance requester & supplier related UX
talks to other systems (e.g. contracts, supplier, etc.)
Paradigm shift - reduce the role of
Spend visibility, risk reduction & Reduced errors, increased TAT & buyer
analytics decreased costs
 Visibility Control

e-Procurement acts as a single There is greater flexibility and

source of truth by giving you control over every single aspect of
centralized access to all your data purchasing

Efficient Compliance

Benefits of e-Procurement allows e-Procurement boosts compliance by

procurement professionals to managing supplier relationships better
e-Procurement effectively streamline their time
and effort
and tracking their performance

Productivity Value

By automating the processes, Unlike the traditional way, e-Procurement

e-Procurement improves productivity focuses on strategic goals and long-term
in the system partnerships to improve the company's
bottom line
Barriers to Digital Transformation

50% 52% 37%

of CPOs reported of CPOs responded ‘securing of procurement leaders told
adoption/culture internal fund’ selecting the technology to adopt

23% 37% 30%

of procurement leaders responded of executives reported of companies are struggling to
‘creating a business case’ organizational silos create a coherent digital strategy
Secret Sauce of a Successful Automation Journey

1 3 5 7
Build a Solid Identify Internal Train the Org-wide
Digital Champion Workforce rollout
Strategy

With initial
Create a Educate Benefits Kick-Off Monitor and
success and
Business Case to Drive Change Pilot Measure
adoption, do a
Management Success
phased roll out

2 4 6
Business Digital Educate Identify Kick-Off Train Review and
Case Strategy Benefits Champion Pilot End-Users Scale

● Understand the executive management’s goals for the company

● Define the current problem and need for solution

● Set clear goals and objectives - to lower costs or improve strategic supplier relationships

● Define how you plan to measure business objectives, costs, and risks

● Complete an ROI analysis to present overall cost and anticipated savings

Helps to get conviction and clarity to drive stakeholders buy-in

ROI Calculator

Benefits (5 Years) Cloud (5 Years)

Activity Low Estimate High Estimate
AP Automation FTE Savings $400,000 $600,000
AP Automation Efficiency Gains $400,000 $600,000
Request to PO Savings $30,000 $90,000
Printing Cost Reductions $43,750 $175,000
Invoice Processing Cost $700,000 $2,100,000
Total Benefits (Projected) $1.57M $3.5M

Hard Benefits: Tangible benefits like reduction in resources that directly affect the company’s bottom line
is considered as hard savings.

Soft Benefits: Savings through preemptive actions like process improvement and technology adoption
resulting in an increase throughput are considered as soft benefits or cost avoidance.
Business Digital Educate Identify Kick-Off Train Review and
Case Strategy Benefits Champion Pilot End-Users Scale

● Identify the key stakeholders to understand their expectations from the transformation

● Evaluate your current process to find any gaps and understand your process needs

● List down the pain points you are looking to solve with automation

● Involve IT to understand the current software system ecosystem and the need for integration

● Select a champion (tech savvy) to drive the initiative and collaborate with stakeholders

Knowing the What, Why, and the How can enable the executive team to invest in the initiative
Business Digital Educate Identify Kick-Off Train Review
Case Strategy Benefits Champion Pilot End-Users and Scale

● Create a synergy across procurement, AP finance, and IT

● Understand the goals, problems, and challenges of the stakeholders

● Map out stakeholder-specific benefits and outcomes from automation

● Do a roadshow to communicate the goals, benefits, and value of transformation

● Have an open channel to receive feedbacks and concerns

Communicating goals, benefits, and values can help overcome change resistance
Benefits by Department

Business Users Procurement

● Assisted Buying ● Complete Transparency
● No Manual Data Entry ● Enforce Policy Compliance
● Easy to Track Requests ● No off-contract purchases
● No Approval follow-up ● No Manual Work
● Focus on strategic initiatives

Finance Accounting
● Budget Control ● Touchless Invoice Processing
● Multi-Level Approvals ● Auto 3-Way Matching
● Spend Insights ● Avoid Duplicate Payments
● Avoid Overspending ● No Manual Work
● Cost Savings ● Timely Payments
Business Digital Educate Identify Kick-Off Train Review
Case Strategy Benefits Champion Pilot End-Users and Scale

● Select a champion (tech savvy) to drive the initiative

● Identify the needs and requirements through analysis and interviews with key stakeholders

● Do market research to identify and understand the available solution providers

● Qualify and evaluate the selected software providers to identify the best fit

● Collaborate with internal and external stakeholders to deliver the proof of concept

Having a champion will ensure your automation initiative is making progress

Business Digital Educate Identify Kick-Off Train Review
Case Strategy Benefits Champion Pilot End-Users and Scale

● Analyze the current processes to identify the candidate for pilot run

● Identify group of users and suppliers who can be part of the test run

● Share business requirements with the solution provider

● Work with the IT team and the selected solution provider to set up the infrastructure

● Configure, test, and go live with the built solution

Kissflow provides industry best implementation frameworks and practices

Process to Automate: Requisition to Order

Employee initiates Manager Buyer validates Buyer places Supplier

purchase request approves PR and chooses the the order receives and
supplier acknowledges
the order
Process to Automate: Invoice to Payment

Accounts payable On successful match,

Supplier
matches: Order + sends the Invoice to
delivers goods
Receipt + Invoice Accounting System

Payments are done

Employee / Buyer Supplier sends invoice through the
receives goods
Accounting system
Business Digital Educate Identify Kick-Off Train Review
Case Strategy Benefits Champion Pilot End-Users and Scale

● Plan and create training materials and videos for different user segment

● Conduct training drives to ensure every user gets familiar with the platform

● Enable and encourage users to report issues and challenges

● Follow through the reported challenges to instil confidence among the users

● Create a self help guide and make it accessible to everyone who uses the system

● Make the platform training mandate for any new hires as part of onboarding

Kissflow provides cognitive user adoption tools like QRG and training videos as needed
Business Digital Educate Identify Kick-off Train Review
Case Strategy Benefits Champion Pilot End-Users and Scale

● Track and measure the performance improvements

● Monitor how quickly reported issues were resolved

● Compare the post implementation performance against the goals

● Close the gap between expected and actual performance levels

● Do a phased roll out for the rest of the organization and for additional processes

Kissflow provides dedicated success managers to ensure scaling and value percolation
 Kissflow Procurement Cloud
A complete Procure to Pay solution

Kissflow Procurement Cloud is a flexible procure-to-pay solution that

helps organizations to automate and streamline their procurement
processes. It increases spend visibility, control, and process efficiency
by eliminating paper and manual work.
Solution
Overview Get a 10x advantage with Kissflow

Ready-to-use and Faster time to value - 10x cost advantage

customizable based with implementation when compared to
on customer needs time of 6 - 8 weeks our competitors
 Procure to pay
e-Procurement,
Guided Buying
Invoice
Spend Reports
Automation
Custom Reports
AP Automation and
and Spend Insights
Compliances

Kissflow Expense
Management
Strategic
Sourcing
Procurement Cloud Travel and
other Expenses
Sophisticated Global
Sourcing

Inventory
Management Contracts
Track and Manage Management
Inventory Supplier Contract Workflows
and Execution
Management
Manage Suppliers
and Risks
Brands that Trust Us
 German Travel Giant Picks Kissflow as
Industry: Travel, Hotel
its Global Procurement Partner
No. of employees: 1000+

Headquarters: Düsseldorf Challenges Solution

● Automate the purchasing
● No single source of truth for all the
processes to improve visibility and
procurement processes
eliminate processing time
● Lack of spend visibility and control
due to multiple disjointed systems
● Need to integrate with multiple
Customizability is a key advantage in legacy systems to build a single
Kissflow. Any one can really build ● No proper analytics reports due to source of truth
custom workflows for specific use data silos
cases. The Kissflow UI looks good
when comparison to other tools and it
has a powerful APIs for Integrations.

Brajan Gatys, Results

Global Procurement Team,
Trivago ● Simplified the procurement process and eliminated manual work
● Single source of truth with seamless integration with legacy systems like
Diamant, Connie contract / Otris and Microsoft Dynamics 365.
Website: trivago.com
 Largest Online Grocery Platform Increased its
Industry: Online Grocery
Spend Visibility by 60%
No. of employees: 220
Challenges Solution
Headquarters: Dammam
● Manual procurement process
● Customized end-to-end P2P
management
automation
Kissflow allows any level of
● Track the purchases throughout its
customization. It is easy to use and is ● Setup a robust workflow process
lifecycle
flexible enough. It is also a business ● Budget restrictions to reduce the
process compliant system. ● Handling exhaustive approval process
spend
Shifan Ishak, NANA ● Manage spend and increase savings
● Spend visibility with custom reports

Results

● 60% increase in the number of transactions from the first quarter of going
live to the second quarter
● Seamless integration with the accounting system eliminated overpaying of
Invoices
Website: nana.sa/en
● 600+ supplier information maintained in the system