Kissflow
Success Stories

The most advanced companies in the world use Kissflow

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Key Highlights

28+

Processes

42

Group Companies

70+

Users

softbank-1-1-2

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

Oliver Umehara

IT Manager

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Key Highlights

30+

hours saved per week

35%-45%

reduction in process cycle time

2,500+

items processed

ramco-1

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-1

Nicholas Githinji

Project Manager

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Key Highlights

450+

Processes

10x

ROI

10,000 +

Users

mcdermott-2

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.

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Renee Villarreal

Senior Director of IT

Trusted by leading brands around the world

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Indonesia's largest education brand gets a digital makeover to tighten its grip on the market

Kissflow success stories

Industry

Education

# of Employees

1,001-5,000

Headquarters

Indonesia

Industry

Education

# of Employees

1,001-5,000

Headquarters

Indonesia

Ruangguru

Ruangguru is the largest education technology company in Southeast Asia, with more than 40 million users in Indonesia, Vietnam, and Thailand. Ruangguru offers several technology-based education services, such as subscription-based learning videos, live teaching, a learning management system for schools, online soft skills training, and a corporate training platform.

Bernard Hasiholan

Head of Finance

"I think Kissflow Procurement Cloud is stable. That's something we really worried about, given our vast volume of transactions. The implementation team was very supportive as well."

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Challenges faced

  • Manual processes. Ruangguru processed its purchase orders using paper and spreadsheets, which was too tedious for its employees.

  • Visibility on purchases. The stakeholders had no visibility into what purchases were made and by whom. Due to this lack of visibility, the senior leaders of the organization felt the procurement team was detached from the rest of the organization.

  • Delayed approvals. Since the procurement team did not have a dedicated tool and relied on manual processes, requests were lost and approvals were delayed.

Solution

While Ruangguru was growing at such a fast pace, they were stuck with an age-old procurement process, which meant the organization's purchasing was handled primarily on paper and spreadsheets. There wasn't a proper procurement strategy, and the finance and procurement teams were plagued with ineffective business practices that led to huge inefficiencies in invoice processing. The absence of a concrete procurement process also meant Ruangguru was infested with maverick spend and non-compliance.

Ruangguru wanted to address the lack of a proper procurement process and accelerate its business growth. Their objectives were multifold. However, the priority was to streamline their P2P process by using digital procurement software. Given the number of users who would be using their platform, they were looking at a purchasing system that was simple and easy to use for the employees. As for their approval processes, Ruangguru wanted to take control of them via a centralized system that came with structured workflows. They wanted to enable stakeholders and employees to make better decisions by improving visibility into their purchasing process end-to-end. They were also looking at a system that would help them process their travel reimbursement with efficiency.

With Kissflow Procurement Cloud, Ruangguru automated and streamlined its purchase-to-pay process. Every time a user filled out a requisition form, it was sent to the line manager for approval. After that, the requisition is routed to the purchasing department, which has two options. They can either approve the request or reject it. If it is rejected for lack of information, it will be returned to the requestor for changes. Once the purchase requisition is approved, a purchase order is created with specifics such as quantities, types, and prices that were previously agreed upon.

The approved purchase order is then sent to the supplier. Upon acceptance, the PO becomes a binding contract. The supplier delivers the products on the specified date. The delivery is checked for quality, and any returns required are processed. The supplier sends the invoice for payment, which undergoes an auto three-way matching process, and upon a successful match, the payment is processed through an accounting system. By streamlining their overall procure-pay process, Ruangguru was able to implement a proper procurement strategy and bring complete transparency into what's happening in purchasing.

For supplier registration, the service owner or manager can submit the registration request using a form that includes vital information about the suppliers. It goes to the procurement team for review, which checks the submitted form to ensure there is sufficient information. Once the submission is accepted, the supplier is logged into the master repository of the system. The reviewing team also has the option to return the submission or reject it. The contract registration process will be triggered every time a contract is submitted against a supplier. With a dedicated supplier registration and contract management process, Kissflow Procurement Cloud ensured compliance and paved the way for strategic sourcing, which will further reduce spending.

Dedicated workflows were created for Ruangguru to address their requirements, including a travel form with reimbursement. Users can now initiate a travel reimbursement request against a standard, allotted budget. Based on the item and the cost, it is auto-approved in the AP queue, speeding up the overall process.

Results

Using Kissflow Procurement Cloud, Ruangguru was able to transition from an outdated manual procurement process to a completely digital system. They were able to onboard 400+ users onto the platform. Thanks to our platform's easy-to-use UI and functionality. With the procure-pay automated, they were able to gain visibility into their procurement process end-to-end. They took full advantage of customized workflows and approval processes to speed up purchasing.

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