eProcure
UX Case Study of a procurement application
Introduction
e-Procure is a digital procurement solution that simplifies supplier sourcing, evaluation, negotiation, and contracting. By integrating seamlessly with procurement systems, it enhances efficiency, automates workflows, and ensures compliance, enabling organizations to optimize procurement operations with ease.
Overview: Why e-Procure Needed to Exist
Procurement is more than just buying things—it’s about finding the right vendors, negotiating contracts, ensuring compliance, and making data-driven decisions. But without the right tools, this process can be painfully slow and inefficient.
Our goal with e-Procure was simple:
Eliminate manual processes that slow down approvals and vendor selection.
Provide transparency so procurement teams have a clear view of vendors and pricing.
Leverage automation to cut down repetitive tasks and reduce errors.
Ensure compliance by keeping all procurement activities audit-ready..
Make procurement intuitive with a user-friendly interface that people actually want to use.
This wasn’t just about designing another procurement tool—it was about changing how procurement works for the better.
Challenges: The Frustrations That Needed Fixing
Through deep user research and stakeholder interviews, I uncovered the real struggles procurement teams faced daily. The biggest pain points?
Lack of Transparency
Vendor data was scattered across emails, PDFs, and spreadsheets—making it hard to compare suppliers.
Procurement teams had no real-time view of vendor performance, leading to delays and costly decisions.
Data Overload, No Actionable Insights
Tons of procurement data existed, but it was buried in different systems with no easy way to extract useful insights.
Without structured analytics, cost-saving opportunities were missed.
Manual & Inefficient Workflows
Approvals were happening over emails and spreadsheets, causing unnecessary delays.
Procurement professionals were stuck in repetitive, manual tasks, slowing down productivity.
High Costs & Fragmented Tools
Procurement teams were forced to use multiple disconnected systems, leading to inconsistencies and high maintenance costs.
The Solution: A Procurement Experience That Works
To solve these issues, we built e-Procure as a centralized, intuitive, and automation-driven platform.
How e-Procure Transformed Procurement
Vendor Management Made Easy
A single hub for all supplier data, giving procurement teams instant access to pricing, performance history, and compliance status.
Automated Workflows & Smart Approvals
No more chasing approvals over email—custom rule-based automation streamlined purchase requests, vendor approvals, and compliance tracking.
Real-Time Data & Predictive Insights
Procurement teams could now spot trends, optimize spending, and negotiate better contracts using advanced analytics.
Seamless Integration with Existing Systems
Designed to work effortlessly with existing procurement and enterprise systems, e-Procure ensures teams can continue using their current tools without disruption. By enabling smooth data exchange and interoperability, the platform eliminates silos, enhances workflow efficiency, and accelerates adoption—allowing procurement teams to focus on strategic decision-making rather than system limitations.
Compliance & Audit-Readiness Built-In
All transactions were now trackable, transparent, and regulation-compliant—ensuring peace of mind for stakeholders.
My Role:
As a Senior UX Designer, my mission was to turn procurement into an intuitive, user-friendly process—one that saves time instead of wasting it.
Understanding the Users
Conducted over 20+ interviews with procurement managers, finance teams, and vendors.
Created detailed personas to capture pain points and workflow frustrations.
Mapped out the end-to-end procurement journey to identify bottlenecks.
User persona
John Hugo
Designation : Manager
Role : Requester
Bio
John is an Manager with the Talent team, who is supporting the business as a Service Line requester. John leads a team of 2 who manages the vendor portfolio of the talent team and facilitates to create and follow up on the purchase requests raised for the Talent portfolio. Primary responsibility of John is to create procurement requests in SAP tool and ensure that the requests are auctioned upon in due time. Also, John handles the vendor relationship for the portfolio he manages.
As he performs his job, John encounters difficulties with the process and the tools he uses.
Assignments and tracking of his purchase requests are problematic for him. He often does not know when his item will be moved forward, so he needs to follow up.
While procure enablement plays an important role in the process, their presence is not always felt after requests are raised.
In the current tool, vendors have limited visibility into payment status, and must consult with finance to determine payment status and payment dates.
Bridge renewal notifications also not consistent and team uses a separate tracker to ensure the same.
Pain points
John hopes to eliminate the need for manual intervention in pushing a request forward, and hopes for a system that provides complete visibility into the process, from the purchase request to the invoice. He also feels that from a business perspective procurement team
The procurement team needs to align together to provide a seamless, smooth buying experience.
His goal is to make all agreements visible in one system, as well as expiration dates and validity periods, etc.
Goals
Benny Frank
Bio
Benny is a Leader who is accountable for the streamlining the e-procure Operations within the company locations. He has an oversight on the procure Process and makes important governance decisions.
Team : Enablement Team Leader
Designation : Leader
Benny and his team is finding it difficult to meet the timeline expectations of the business in procurement activities.
He realizes that few of the processes within procure are highly manual, inconsistent and opaque ‘which is resulting in long cycle time, delayed payments and non-compliances in audits.
He doesn't have 360 degree view of the strategic procure activities to make key decisions.
Pain points
Benny is looking at ways to maximize the impact and the potential of the procurement function by taking advantage of advances in technology and derive useful insights / decisions from data.
He is also keen to harmonize the procure process to bring the process closer to the user and enhance the experience of the user in their journey by making the access to procurement services easier and more intuitive.
He would like to make use of automation technologies to eliminate unnecessary manual work from transactional processes.
Goals
Information Architecture
Information Architecture
Wireframing & UX Strategy
Designed low-fidelity wireframes to explore different user flows and test ideas early.
Iterated through multiple usability tests, refining workflows based on user feedback.
Developed a design system to ensure a seamless and consistent user experience.
High-Fidelity Designs & Prototyping
Created interactive prototypes to test with procurement teams before development.
Designed an intuitive dashboard with real-time procurement tracking and vendor insights.
Focused on accessibility and usability best practices to improve adoption rates.
Collaboration & Implementation
Worked closely with developers to bring designs to life.
Conducted design QA reviews, ensuring alignment with the original UX vision.
Partnered with QA teams to validate usability and refine the product based on testing insights.
The Results: Real Impact for Procurement Teams
The launch of e-Procure made an immediate difference in how procurement teams worked.
30% Faster Purchase Approvals – Automated workflows eliminated approval delays.
40% Less Manual Work – Teams saved time by eliminating repetitive tasks.
Smarter Decision-Making – Real-time insights helped teams cut procurement costs.
60% Increase in User Adoption – A simple, intuitive interface led to faster onboarding and higher engagement.
What Users Said:
“Before e-Procure, I spent hours chasing approvals. Now, it happens automatically.” – Procurement Manager
“Vendor selection used to take weeks. Now, with real-time insights, we finalize deals in days.” – Finance Director
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