Saving $75,000 in strategic sourcing and gaining complete visibility

"Negotiatus gives us the ability to scale the business instead of having to focus on procurement."



Catherine Zapoll, Operations & Compliance Manager, NY Kids Club


Profile


Industry
Education

Company size
19 locations

Key metrics

Yearly strategic sourcing savings
$75,000+

Vendors automated
41

On-catalog spend visibility
100%
NY Kids Club is a private child enrichment space, has 19 locations spread out across New York City, and requires reliable delivery of office and cleaning supplies along with toys, books, and other materials necessary for learning. They also utilize a dynamic catalog of products that change over the seasons to keep children engaged.

The problem

It was a massive problem for us before Negotiatus, over ordering was chronic.

NYKC relied on a single contact to handle ordering across all locations. Catherine Zapoll, Operations & Compliance Manager, explains that “all locations would send her a list of items they need for the week and she would order them from various websites – it was all via email and off the cuff.” Catherine and her team lacked insight into which products were ordered, and purchasers with no visibility frequently went over budget: “It was a massive problem for us before Negotiatus, over ordering was chronic.”

Enter Negotiatus.

One place for us to go rather than 7 different tabs for 7 different vendors.

NY Kids Club rolled out Negotiatus in under two weeks. “It was such an easy rollout when we uploaded everything into Negotiatus,” Catherine recounts, “I train all our center directors on Negotiatus, and it is the easiest training we have in the company.”

Negotiatus provided NYKC center directors with a dashboard of approved products across all the 41 vendors they purchase from, with one cart to check out. Catherine says, “The first thing I tell them is ‘Have you ever shopped online? Then you can use Negotiatus.’ It’s a pre-approved list of vendors and items that they are allowed to buy from.”

"[There is] one place for us to go rather than 7 different tabs for 7 different vendors.... 100% of our supply ordering is done and visible through the Negotiatus dashboard.”

Crystal clear analytics.

I love the 'Analytics' page; I live in it.

Negotiatus’ real-time analytics instantly gave NY Kids Club a holistic view over their spend across all their vendors. “I love the 'Analytics' page – I live in it. It is really important to us to assess where we spend the most money and where we can save.”

NYKC also realized the benefits of Negotiatus’ automatic sourcing engine, which found savings by optimizing the vendors from which products were fulfilled and leveraging relationships and volume in the Negotiatus network. Catherine says, “Between January 1st of 2018 and December 31st of 2018 we saved 75 thousand dollars.”

Truly dedicated order support.

Negotiatus gives us the ability to scale the business instead of having to focus on procurement.

Negotiatus’ dedicated support team was also able to assist in critical situations. Catherine remembers expanding to Chicago: “it was our first non-NY location. When we arrived to Chicago, nothing was there, because the contractors said no to UPS. I relied on [them] very heavily to track every single package — that was a massive task, that could have been 3 or 4 full days worth of work at the office.”

Everyday orders and mis-deliveries from any of their vendors were solved by the same, consistent team who understood NYKC’s intricacies “instead of a different person every time,” allowing Catherine and center directors to focus on expansion and giving children the best education and experience possible. “Negotiatus gives us the ability to scale the business instead of having to focus on procurement.”

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