How a Professional Service Firm Reduced Supplier Onboarding from 30 Minutes to 10 Seconds While Achieving 100% Contract Tracking
Complete process automation eliminates bureaucracy and saves 2+ hours daily
Time Reduction
30 minutes to 10 seconds
Daily Reclaimed
Strategic focus restored
Accuracy Improvement
Zero manual errors
Compliance
Security requirements met
The Challenge
This established professional service firm was drowning in supplier onboarding bureaucracy. Each new supplier required a 30-minute manual process involving company verification, contract preparation, and DocuSign coordination - repeated 3-4 times daily. With no systematic follow-up process, contracts sat unsigned for weeks while staff manually chased responses. The procurement team spent 2+ hours daily on repetitive administrative tasks instead of strategic supplier relationship building, and management had zero visibility into contract progress or bottlenecks.
The Solution
End-to-end process automation
Built complete workflow from initial request through signed contract storage
Smart company verification
Automated Companies House lookups with pre-populated contract templates including correct company types and geographic compliance requirements
Integrated request management
Connected Zendesk and JotForm to capture supplier requests from all business departments seamlessly
Intelligent contract generation
Automatically customized legal templates with verified company details and sent via DocuSign with progress tracking
Automated follow-up system
Built smart reminder sequences in Zendesk to chase unsigned contracts without manual intervention
Secure document management
Integrated with existing legal system for compliant contract storage and retrieval
The Results
Time Reduction
Contract generation time dropped from 30 minutes to 10 seconds per supplier
Accuracy Improvement
Eliminated manual data entry errors in company details and contract terms
Manual Follow-ups
Automated chase system maintained 95% contract completion rates
Faster Activation
New suppliers now active within days instead of weeks
Process Visibility
Management dashboard showing real-time contract progress across all departments
Compliance Achieved
New documentation and handling processes met all security requirements
Daily Reclaimed
Procurement team now focuses on strategic supplier relationships, not paperwork
The Process
Process analysis
Mapped entire supplier onboarding journey, identified manual bottlenecks, and documented compliance requirements
Integration architecture
Connected Zendesk, Microsoft OneDrive, DocuSign, and Companies House APIs for seamless data flow
Automation deployment
Built smart workflows with error handling, progress tracking, and compliance checkpoints
Team enablement
Delivered comprehensive training to procurement and support teams with ongoing optimization support
Related Case Studies
Client Onboarding Optimization
Transformed chaotic client onboarding into a smooth, automated process with zero missed tasks.
Customer Support Transformation
Eliminated 6-week support backlog and achieved 4.5/5 customer satisfaction through automation.
Want Similar Results?
Book your free automation audit and we'll show you exactly where your business can eliminate manual processes and achieve dramatic time savings like this.
Book Your Free Automation Audit