About the Company
This UK-based specialist education and care provider delivers education, residential care, community support, and therapeutic services, with particular experience supporting children and adults with autism. It operates a growing network of schools, residential homes, community services, and therapeutic support programs across the UK.
Details have been anonymized at the customer’s request.
Key Products
Industry
HealthcareLocation
United KingdomCompany Size
201-500
The challenges
As the organization expanded, the purchasing processes that had supported a smaller organization no longer gave its finance team enough control across its growing network of locations. With only one procurement lead supporting the entire group, keeping day-to-day purchasing moving often left little time to review contracts, strengthen controls, or identify opportunities to reduce costs.
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Supplier agreements lacked oversight:
Contracts were managed across the organization without one place to track ownership, terms, or renewal dates. Some had continued renewing for years without being reassessed.
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Approval authority was unclear:
The organization did not have a consistent structure defining who could approve purchases or enter into supplier agreements, making financial commitments harder to govern.
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Account coding created downstream work:
Purchasers used a restricted list of account codes that did not fully match finance’s chart of accounts, creating inconsistencies when spend reached Sage Intacct.
The solution
The organization implemented Procurify across its locations, creating a consistent purchasing process connected to Sage Intacct, its financial system of record. The new structure gives procurement greater oversight while making it easier for employees to follow the right process.
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Centralized contract management:
Supplier agreements are stored with defined ownership, renewal dates, and automated alerts. AI-assisted contract data extraction captures key information from supplier documents, giving procurement more time to review terms and prepare for upcoming renewals.
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Structured requisition and approval workflows
Purchase requests now route through a defined hierarchy, with each step recorded. This ensures procurement has a clear audit trail across every site.
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Approved purchasing through PunchOut:
Amazon Business PunchOut gives employees a straightforward way to buy through an approved catalog without manual order entry.
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Sage Intacct-aligned account coding:
Account codes maintained by finance are available when a request is created, improving coding accuracy at the point of purchase. Approved purchasing data then flows into Sage Intacct by site, reducing recoding and keeping procurement and financial records aligned.
Takeaways
For this company, the value of the new process is not only greater control, but a simpler purchasing experience across its locations. MP describes Procurify as “an easy, user-friendly system” that gives employees one place to submit requests, routes purchases through the right approval governance, and connects purchasing back to finance.
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£90K saved by reviewing one supplier contract:
Centralized contract visibility brought a long-running agreement back into view, allowing the company to reassess the relationship and move to a more cost-effective supplier.
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£1.9M in PO spend managed through one system:
Purchasing activity across the organization’s locations now flows through a consistent, trackable process, giving procurement and finance a clearer view of organizational spend.
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31% shorter approval cycles:
Structured approval routing helps requests reach the right stakeholders faster while preserving the oversight needed to govern spend.
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3.5% of requested spend denied through approval controls:
Requests that did not meet the company’s requirements were identified before becoming financial commitments, strengthening control at the point of purchase.
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34% of PO spend processed through PunchOut:
More than 500 orders have moved through the approved purchasing channel, reducing manual entry and making compliant buying easier for employees.
