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Payfit
Launched in 2016, PayFit is a French company offering a payroll and human resources management solution. By providing automated payroll management in real-time, PayFit reduces errors, frees up time, and promotes autonomy for business founders, employers, and employees. With operations in 3 countries (France, Spain and the United Kingdom), PayFit currently employs over 700 people in Europe, helping 16,000 entrepreneurs, VSEs and SMEs to manage their payroll and human resources.
The challenges
PayFit has introduced a structured purchasing policy to track and control requests and have them approved by the appropriate departments.
However, to put these processes in place and centralise documents, Aurore, the purchasing manager, had to juggle between various tools: Excel files, a ticket management tool, shared folders and messaging exchanges.
Processes were in place, but they were very manual and the company was wasting an enormous amount of time, without having a centralised, real-time view of all requests, contracts and information relating to purchasing.
We were looking to implement a tool that would be easily adopted, not only by the Finance and Purchasing teams, but also by the various departments involved in the process, in particular the legal and IT/security teams.
Aurore TeboulThe solution
To facilitate the procurement process, PayFit is now using Spendesk's procurement module, which complements the core supplier invoice and corporate card management functionality already in place at PayFit. This solution enables them to increase efficiency and ensure total control over expenditure commitments.
The main features implemented at PayFit are :
- Customised purchase request forms,
- Validation workflow,
- Centralisation of contracts and suppliers,
- Renewal management,
- Monitoring of committed spend for the finance department,
- Supplier invoice management for the accounting department,
- Invoice payments and single-use and subscription cards
What's more, PayFit benefits from ongoing support and shares its feedback to feed into the development of the product.
The results
Since the tool was fully implemented, the purchasing manager has seen the following results:
0% missed renewals and 100% of major contracts renegotiated on time, resulting in significant savings for the company
100% internal adoption of the process
100% of contracts centralised
Significant reduction in time spent on management and fewer back-and-forth
A more efficient, stress-free procurement team, able to focus on strategic, high added-value tasks: optimising procurement processes, developing a stronger strategic vision, and raising staff awareness of best procurement practices.
Spendesk meets our requirements: the solution is easy for everyone to use, the various departments gain greater autonomy and obtain the necessary visibility of contracts and suppliers. Staff are more autonomous and we make better decisions while saving time at every stage.
Aurore Teboul
Continuously optimise the process and make even more informed decisions, notably through the use of AI and more advanced dashboards.
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