The Challenge: Scaling Procurement Across Multiple Locations
All in Solutions faced the classic growth challenge that impacts many expanding organizations. With eight distinct locations operating independently, their procurement process had become a complex web of disconnected systems and manual processes. Dennis Ryan, leading the procurement transformation initiative, identified several critical pain points:
Key Challenges:
- No consolidated spend visibility across their 8 locations
- Manual purchase order processes creating inefficiencies and delays
- Lack of budget control at both location and enterprise levels
- QuickBooks integration gaps preventing real-time financial tracking
- Limited vendor management with no centralized punch-out capabilities
- Inability to scale procurement processes as the company grew
“We needed to start with one location and then expand it out,” explained Dennis Ryan during the initial consultation. “But we also needed the ability to run reports based off all locations – a consolidated dashboard that could give us enterprise-wide visibility.”
The Solution: Tailored Enterprise Procurement in Weeks, Not Months
ProcurementExpress offered All in Solutions a unique combination of enterprise-grade capabilities with mid-market implementation speed. The solution addressed their specific requirements through:
1. Multi-Entity Management
- 8+ company entities managed from a single platform
- Location-specific dashboards for local control
- Consolidated reporting for executive oversight
- Scalability to 10 entities built into the initial setup
2. Extensive Punch-Out Catalog Integration
- 125+ pre-integrated suppliers including WB Mason and Harbor Freight
- Custom vendor additions within 48 hours
- Amazon Business integration for immediate procurement needs
- Streamlined approval workflows reducing purchase-to-approval time to minutes
3. QuickBooks Online Integration
- Bi-directional sync between systems
- Automatic bill creation in QuickBooks
- Real-time invoice updates across platforms
- Attachment synchronization for complete audit trails
4. Custom Dashboard and Analytics
- $300 custom dashboard module for consolidated reporting
- Real-time spend analytics across all locations
- Budget tracking by project and department
- Predictive budget planning based on historical data
The Implementation Approach: Speed with Precision
ProcurementExpress demonstrated their punch-out capabilities live during the sales process, showing Dennis how a purchase order could be created, approved, and executed in under 60 seconds. This practical demonstration addressed All in Solutions’ core concern about execution and utilization.
Implementation Highlights:
- Premium onboarding package with hands-on system configuration
- Role-based training for all 25 users
- Phased rollout starting with one location
- Money-back guarantee to ensure confidence in the solution
“It’s not even necessarily about the $1,750 spending,” Dennis noted. “It’s about how do I best utilize that $1,750 and execute it? Having a good system but not fully using it would be worse than not having one at all.”
The Results: Enterprise Procurement at Mid-Market Speed
Immediate Benefits:
- 60-second purchase-to-approval workflows
- Complete spend visibility across all 8 locations
- Automated three-way matching with QuickBooks
- Mobile accessibility for approvals anywhere
- Zero budget overruns reported by similar clients
Strategic Advantages:
- 50 user licenses providing room for 2x growth
- 10 company entities supporting future expansion
- Custom reporting enabling data-driven decisions
- Vendor consolidation through centralized punch-outs
Key Success Factors
- Flexible Pricing Model: Benny worked with leadership to create a custom package that delivered enterprise features within All in Solutions’ budget constraints
- Rapid Vendor Onboarding: The ability to add new punch-out vendors within 24-48 hours meant All in Solutions wouldn’t lose existing supplier relationships
- Hands-On Support: The premium onboarding package ensured proper system utilization from day one
- Risk Mitigation: The money-back guarantee removed implementation risk, allowing focus on value realization
Looking Forward: Inventory Management on the Horizon
During the consultation, Benny revealed that ProcurementExpress would be launching inventory management capabilities within three months – a feature specifically requested by enterprise clients and already in final testing. This roadmap alignment with All in Solutions’ future needs demonstrated the platform’s continued evolution with customer requirements.
The Bottom Line
All in Solutions’ procurement transformation journey with ProcurementExpress demonstrates that enterprise-grade procurement capabilities don’t require enterprise-level complexity or timelines. By combining:
- Immediate punch-out capabilities with 125+ vendors
- Multi-entity management for 8+ locations
- QuickBooks integration for financial synchronization
- Custom dashboards for consolidated reporting
- Premium support for rapid implementation
…organizations can achieve procurement transformation in weeks rather than months, at a fraction of traditional enterprise software costs.
“What I’ll do is give you the best plan, everything you want, the custom dashboard, everything you want… I’ll encourage you to just keep the 50 users. So even as you grow, you have extra space for more users.”
– Benny Igiehon, ProcurementExpress
