Transforming Procurement with HattiOps
About the Client
HattiOps is a fast-growing procurement services company that connects vendors with enterprise clients. Their platform helps organizations source, evaluate, and manage suppliers. Prior to engaging Tenafor, HattiOps primarily relied on manual processes and offline coordination to fulfill procurement requests, leading to inefficiencies and scalability challenges.
Problem Statement
HattiOps’ procurement team managed client requests through emails, spreadsheets, and phone calls. This manual workflow created several problems:
High turnaround time for vendor responses and approvals.
Lack of visibility into procurement request status.
Error-prone processes due to data duplication and manual entries.
Limited scalability as the number of vendors and clients increased.
The leadership team realized that without automation, they risked delayed client satisfaction, higher operational costs, and lost revenue opportunities.
Solution
Tenafor partnered with HattiOps to build a cloud-based virtual procurement platform that automated the entire procurement lifecycle:
Digitized vendor requests and approvals with configurable workflows.
Integrated dashboards to provide real-time visibility into request status.
Automated notifications & reminders for faster response cycles.
Secure cloud architecture to ensure scalability and compliance.
The new solution provided a centralized digital platform for all stakeholders, enabling seamless collaboration and efficiency.
Challenges
During implementation, a few challenges had to be addressed:
Data Migration – Cleaning and migrating legacy procurement records from spreadsheets into the new system.
Stakeholder Adoption – Training internal teams and vendors to transition from manual processes to the digital platform.
Scalability Requirements – Designing the system to handle 10x vendor volume growth without performance degradation.
Integration – Ensuring smooth integration with HattiOps’ existing finance and ERP tools.
Approach
1. Design – Conducted workshops with stakeholders to map current processes, define user journeys, and design system architecture for scalability.
2. Development – Built the procurement modules using cloud-native microservices architecture to allow flexibility and integration.
3. Testing – Performed rigorous functional, performance, and security testing to ensure reliability under high vendor loads.
4. UAT (User Acceptance Testing) – Engaged HattiOps’ procurement managers and vendors in pilot testing, incorporating feedback into iterative improvements.
5. Deployment – Rolled out the solution in phases to minimize disruption, with 24/7 monitoring and post-launch support.
Project Results
The impact of the new cloud-based procurement solution was transformational:
65% reduction in procurement request turnaround time (from 7 days to 2.5 days).
40% improvement in vendor response rates through automated reminders.
30% cost savings in operational overhead due to reduced manual effort.
99.9% uptime with secure cloud deployment ensuring reliability.
5x scalability enabling HattiOps to onboard more vendors and clients without additional headcount.
Client feedback highlighted increased transparency, efficiency, and customer satisfaction.