Kissflow
Success Stories
The most advanced companies in the world use Kissflow
Key Highlights
28+
Processes
42
Group Companies
70+
Users
Industry
Telecom & Media
HeadQuaters
Japan
The beauty of Kissflow is how quick and easy it is to create the apps I need. It's so user-friendly that I made exactly what I needed in 30 minutes.The drag-and-drop part of designing workflows is amazing.
Oliver Umehara
IT Manager
Key Highlights
30+
hours saved per week
35%-45%
reduction in process cycle time
2,500+
items processed
Industry
Manufacturing
HeadQuaters
Kenya
The Kissflow team met our expectations and helped make the transition smooth. The support personnel has been very helpful and always available when needed to help us to fix issues.
Nicholas Githinji
Project Manager
Key Highlights
450+
Processes
10x
ROI
10,000 +
Users
Industry
Energy
HeadQuaters
USA
One of our Finance Leads said, ‘This is so easy, even my mom could do this. It was extremely intuitive and straightforward.’ The watermark was, 'I don't need to call IT to do this. I can do it myself.
Renee Villarreal
Senior Director of IT
Trusted by leading brands around the world
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Special education provider Melmark purchases smarter by adopting a digital procurement platform
Industry
Individual and Family Service
# of Employees
501-1,000
Headquarters
USA
Industry
Individual and Family Service
# of Employees
501-1,000
Headquarters
USA
Melmark
Melmark is a multi-state human service provider with premier special education schools, professional development, training, and research centers. It is committed to enhancing the lives of individuals with autism and intellectual and developmental disabilities. The overall goal of its programs and services is to allow each individual to achieve their highest level of independence and confidence and to become active members of their communities.
Jim Calvarese
Director of Facilities at Melmark
"I'd say the number one thing that I've received from everybody is like, wow, this is really easy to use. And, you know, I brought it up to people, you know, I have a lot of friends in Philadelphia. I would continue to recommend it to other companies because I do think that it's very easy to use, and you know, again, the flexibility and just being able to do whatever your company needs to do within the software is such a game changer. It's great."
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Challenges faced
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Manual processes. Melmark handled all its procurement on spreadsheets and paper. It was tedious, time-consuming, and took up a lot of space.
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Hard to track purchases. A vast majority of Melmark's purchases were non-catalogued. As a result, they were constantly exposed to risks, noncompliance, and little to no cost savings.
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Visibility on purchases. Given the nature of the purchases and the lack of a proper system to track, the stakeholders and managers had no visibility into what purchases were made and by whom.
Solution
For a company as massive as Melmark, they handled all their procurement on Excel and paper. This meant they had to deal with stacks of paper, and it was time-consuming and took a lot of space to store them. In short, It was a painstaking process.
They purchased a lot of different things, usually one-off stuff, and the vast majority of their purchases aren't necessarily cataloged purchases. Because of the needs of the individuals they serve and their buying habits. Frequent non-catalog purchases meant they were constantly exposed to risks, noncompliance, and little to no cost savings.
They wanted to digitize their procurement process and bring all their non-catalog purchases onto the system To get visibility into what's been purchased. They were looking for a procurement software that will streamline purchasing and send notifications to people involved in the process.
Going digital will help Melmark get rid of an incredible amount of paper. It is important to note that their non-catalog purchases accounted for 55-60 percent of their overall purchase. They wanted visibility into their budget and the ability to create reports. On top of automation, they also wanted to reap the cost benefits of having a procurement platform in place, which would also improve their overall efficiency.
Through Kissflow Procurement Cloud, Melmark automated its procurement process. Digitization of the PO process resulted in complete transparency throughout the process, eliminating delays in the purchase order process. Requestors were able to track their POs easily, and approvals were much easier to obtain. The automatic notifications were the cherry on top. A great advantage that Melmark experienced was Kissflow Procurement Cloud's ability to access it from anywhere in the world at any time.
To take stock of the brand's non-catalog purchases, we designed a flow where every non-catalog purchase goes through a supplier onboarding process. We ensured that there is always a contract in place against every non-catalog purchase. Upon supplier acceptance, the purchase order assumes the status of a binding contract, solidifying the transaction. After the supplier delivers the products on the specified date, they undergo rigorous quality assessments, upholding Melmark's commitment to excellence.
In the event of discrepancies, a streamlined return process ensures swift resolution and replacement, if necessary. Once the supplier sends invoices for payment, they are processed swiftly through integration with Melmark’s accounting system. Invoices undergo an automated three-way matching process to validate accuracy and completeness. Upon successful matching, payments are promptly processed, reinforcing Melmark’s culture of punctuality and reliability.
By streamlining its procure-pay process, Melmark achieved complete transparency in purchasing. The amount of customization available in Kissflow Procurement Cloud simplified the system's information flow and significantly sped up the purchasing process.
Results
Before implementing a procurement system, it took 25 minutes for a purchase request to be processed (given that everyone was attentive to their email). Now, with the implementation of Kissflow Procurement Cloud, it has come down to 5 minutes at maximum! Jim was also able to reduce the time he spent at the office. It was not uncommon for him to spend 11 hours daily taking care of all the purchases. But, post-implementation, he is able to go back home on time.
With everything automated now, the entire process is more efficient and transparent than ever before. Melmark is also eager to expand the implementation to its other offices in New England and North Carolina.
