Accounting and Punchout integration for eProcurement Software| Case Study

The Client

A startup company which offers eProcurement software solution keeping in mind the complete range of procure-to-pay tools that helps businesses to accelerate procurement like never before starting from purchase requests, purchase orders, bill management, catalog management, supplier management, reports & analytics, Smart comparisons and multiple procurement features into it.

The Challenge

The client serves in small and mid - sized companies across the world with procurement software solutions with all the required features in his software for complete procurement & expense cycle. But, software has no capability to deal with accounting for supplier & bill sync to QuickBooks and Xero. As accounting is one of the crucial parts for any of the businesses to know their position and comply with government rules.
So, the client was looking for a right accounting integration service provider which can help him to have that functionality in his own software and make it available for his client’s usage and make their accounting operation easy.

Key challenges:

Client and his team are experts in e-Procurement domain but not in accounting.
Worldwide there are different types of accounting software and the client's team is not well versed with use of such accounting software.
Accountants have to do manual export and import of bills and bill payment in accounting software
The Client wants work done faster and best quality, which is not possible from their existing team.
Also, the client wanted to make the procurement system very competitive considering the market and wished to have multiple accounting system integration and also Punch Out systems.

The Solution

We found that the client is not looking only for single integration of accounting software, rather he would like to do all possible accounting software integration like Xero, QB online, QB desktop and many more.
Satva Team understood the client’s business completely considering the market scenario of their business and proposed the complete scope to achieve each and every business objective of the client with our expertise in accounting & finance integration.
Satva Team proposed the UI/UX revision to procurement software to make it suitable for accounting data and the client’s finance team to make it a more user-friendly, smooth and delightful experience.
We also proposed a common architecture to host all accounting integration which uses common infrastructure between multiple accounting software like Xero and Quickbooks Online to solve all the problems related to individual sync and also with multiple supplier sync with Xero, QuickBooks Online.
We helped him to achieve his expectations with API Integration in his software. Whenever a purchase order is created and approved on the site, it will automatically sync those details in the client's Xero Account as bill or supplier based on their needs. Further, the accountant will work on those synced bills or supplier for accounting transactions and manage the complete accounting operations from his site only.
We also proposed common architecture to host all punch out integrations which uses common infrastructure between multiple software like Amazon, Ebay, Walmart, Cole Parmer, Dell, Digikey, Faison and many others to avoid the manual listing of the products to the procurement system and everything can be done within the client's procurement platform.

Results

Procurement Software now has the capability of complete accounting & finance automation with Xero, QuickBooks Online.
Multiple Punch Out Integrations has made the system One Stop E-Procurement System. Everything can be done within the system only. No more hassle to switch to other platforms
Saved 4-5 hours / week entering items to the procurement system manually.
Promotes the strong Supplier’s network on the procurement platform.
Easy scalability, suppliers can be added much quickly.
Multiple Punch Out integration like Amazon, Walmart… facilitates the purchase process automation.
Suppliers’ catalogs are quickly created and updated within a system.