PLATFORM

Web

COMPANY

Stanza Living

Completion

2024

Optimizing Procurement & Payment Processes

Reimagining operations by standardizing workflows, automating validations, and creating a single source of truth for SKUs, vendors, and payments.

Transforming Fragmented Operations into a Unified Procurement Ecosystem

As Stanza Living scaled across India, its expanding vendor and asset ecosystem began revealing deep inefficiencies. Procurement, catalog, and payment workflows operated in silos- leading to redundant data, inconsistent POs, and delayed payments. Erroneous data and longer TAT were additionally problematic. The gaps across the workflow included manual data entry, ad-hoc item creation, and inconsistent approval flows, resulting in duplicated SKUs, incomplete POs, and delayed disbursals. With no standardized SOPs, fragmented systems, and minimal data linkage between SKUs, vendors, and supply locations, accuracy and accountability suffered. The lack of automated validation or visibility made it difficult to track procurement lifecycles, inflating turnaround times and increasing operational effort.

To address these inefficiencies, an automation-first procurement ecosystem connecting the Catalog, Partner, and Payment Modules into a single, intricate logic and cohesive framework. The solution introduced task-based workflows, and approval checkpoints, ensuring data consistency and compliance at every stage. Intelligent automation replaced manual verification- embedding real-time validation checks for category, vendor, rate, and location mapping.

The system was designed to scale with live inventory integration and RFID/QR-based asset tagging, enabling seamless procurement tracking and auto-triggered purchases.

An end-to-end redesign of the product built a unified, intelligent framework that automated procurement, enforced data consistency, and improved traceability across teams.

Approach

Reimagined procurement by standardizing workflows, automating validations, and creating a single source of truth for SKUs, vendors, and payment flows.
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01

Mapping the Workflow

We dissected the entire procurement journey- from SKU creation to payment releases- tracing every touchpoint between the Procurement, Operations and Finance teams. By mapping dependencies and failure points, we pinpointed where redundancy and data loss occurred.
02

Defining the Governing Frameworks

We built a standardized SOP framework that connected all entities- SKUs, Vendors, Supply Locations, and Rate- into a single flow. Each action was redesigned as a task-based module with built-in checkpoints and approval logic.
03

Automate & Integrate

Automated validations ensured that data could not move forward unless it passed key checks such as: Category ā†” Vendor mapping, Category ā†” Item consistency, Rate configuration validations etc. This transformed procurement into a self-regulating system where logic handled routine approvals and data checks.
04

Scale & Evolve

We designed the system to scale with upcoming capabilities, such as: Live Inventory Integration- for auto-triggered procurement based on stock levels, FAR Tagging (QR + RFID). This effectively linked every asset to its lifecycle record and automate Transfer orders and receiving.
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