About the Company
This Martech company runs large-scale marketing activations for enterprise customers. Each campaign requires sourcing branded merchandise, coordinating vendors, moving inventory through warehouses, and shipping kits on tight timelines.
With multiple U.S. facilities supporting campaign fulfillment, finance and operations teams depend on consistent purchasing data and campaign-level cost tracking to keep month-end close and reporting under control.
Details have been anonymized at the customer’s request.
Industry
SoftwareLocation
United StatesCompany Size
1-50
The challenges
Campaign purchases for this business involved frequent vendor changes and partial receipts, with costs that needed to be tracked before invoices arrived. During the same period, the team was implementing a new WMS and transitioning to a new ERP, so purchasing data had to be consistent and allow seamless movement between systems without creating rework at close.
According to Finance and Operations, three issues were creating the most friction:
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Reconciliation burden at close
The company processed 3,000+ transactions a year across POs, invoices, and card spend. Because the upstream purchasing process was inconsistent, the team had to chase context, correct coding, and resolve exceptions at close before spend could be recorded cleanly.
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Manual accruals and COGS support
At period-end, the team had to identify unbilled items, accrue campaign costs, and validate unit costs to keep Cost of Goods Sold (COGS) and margin reporting accurate. This work routinely pulled Finance and Operations away from day-to-day priorities.
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Limited campaign-level spend clarity
Because campaign tracking was fragmented and data didn’t consistently flow into the ERP, finance had limited campaign-level spend visibility. Checks on committed versus billed spend and unbilled items took longer than they should.
The solution
The team implemented Procurify’s purchasing software to manage purchase requests, approval workflows, and purchase order (PO) creation in one standardized process. Required campaign coding was captured at the point of request, so finance had the context it needed downstream.
After implementation, purchasing moved into a single day-to-day workflow used across campaigns and warehouses. The process became more consistent, exceptions followed defined paths, and purchasing activity carried the right information into month-end close.
The system supported their purchasing process in several key ways:
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Campaign coding captured at submission:
Requests required campaign or job fields up front, which kept campaign context attached through ordering and reporting.
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Exception handling built into the workflow:
Recurring edge cases, including $0 POs tied to inventory movement, followed a defined path instead of creating one-off workarounds.
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Purchasing context linked end-to-end:
Request details, approvals, and PO status stayed connected in one place rather than being split across tools.
Takeaways
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Less manual intervention at month-end:
Finance reduced the number of purchases requiring investigation and follow-up.
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Accruals were driven by system activity:
Unbilled campaign costs could be identified from approved requests and open purchase orders.
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More reliable COGS and margin validation:
Unit cost changes and campaign cost deltas were easier to validate earlier in the process, which reduced late corrections during close.
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Less disruption from warehouse edge cases:
Standardized handling of $0 purchase orders.
