Digitalization of procurement for complete beginners: Real-life story – a custom manufacturing company

A small family-owned custom manufacturing company had been handling all procurement for years via emails and Excel spreadsheets. For employees, this meant a lot of manual work – writing tenders by email, sending attachments to suppliers and checking prices, retyping data from spreadsheets into the company system and purchase orders, and complicated searching in case of problems. Despite all their efforts, there were missed opportunities, errors, and delays.

One day, the head of procurement decided enough was enough. The company embarked on procurement digitalization and purchased Promitea software, which included “only” the tendering module, procurement catalog, and supplier document management. After a very simple implementation – consisting of importing suppliers, a one-day introductory training, setting up the most common tenders so buyers could “launch them with a single click,” and uploading catalogs into the system or linking them with suppliers – the buyers went live. And from day one, there was radical improvement.

🔖 Standard components – catalog instead of endless orders

Previously, employees had to repeatedly send emails requesting screws, bearings, and other standard parts. Now they have a central catalog in the system. Just a few clicks and components are automatically ordered from the approved supplier, at the agreed price. The result? No unnecessary emails, no typos in orders – and the goods always arrive on time.

🔖 Custom components – fast tendering

When a special part is needed for a specific order, nobody spends hours preparing an Excel sheet for the request anymore. A template in the software allows the entire tender to be launched in just a few minutes. The system collects supplier offers and compares them automatically. And thanks to integrated artificial intelligence, the buyer receives recommendations: who offers the best price–quality ratio, what the risk points are, and what the next steps should be. The buyer then simply selects the best supplier.

🔖 Repeat purchases – one-click tendering

Some components are requested regularly. In the past, this always meant sending out emails again and comparing offers. Today, the buyer needs just one click – the system launches a new tender round with suppliers, automatically invites pre-set companies, and evaluates the results. The software also suggests using special tools such as an e-auction so the company can achieve maximum savings.

👉 Result

Thanks to procurement digitalization, the small manufacturing company eliminated chaos in emails and spreadsheets, and gained speed, clarity, and savings. Buyers now spend less time on administration and focus more on what really matters – finding better suppliers and negotiating better terms.

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