Automating purchasing from one catalog across 29 vendors

"It takes significantly less time to order now – I see that for both myself and my warehouse managers."



Elizabeth Kisch, Procurement Manager, Zeus Living


Profile


Industry
Furnished housing

Company size
100-200 employees

Key metrics

Vendors automated
29

Purchasing hours saved
480/month

On-catalog spending
100%
Zeus Living is a furnished housing provider specializing in the corporate housing space and has over 850 individual homes. Zeus orders to warehouses that manage distribution to the individual rooms.

The problem

It was very chaotic.

Zeus struggled to find a system that would enable them to remain agile while being able to effectively stay on top of ordering across all their vendors. Elizabeth Kisch, Procurement Manager, recounts that “it was very chaotic. The ordering system was essentially waiting until we ran low on a quantity of something, and a manager asking for the order, and then myself relaying the order information to the warehouse manager.” This was compounded by the fact that Zeus utilizes 29 vendors to fulfill their orders, and managers were forced to log into multiple vendor websites to track orders and work with each vendor’s support team for missing products or returns.

Zeus had to manage the system via a combination of email and Excel and lacked robust reconciliation and reporting: “We had all the items in one column, all the links in another, and all the prices in the third column. And finance would come back and say weekly, ‘Can you verify all the purchases on the credit card?’ It was time consuming, not very fun, and definitely not scalable,” says Elizabeth.

Scalable new location openings.

The platform allows me to give the task of ordering to the warehouse managers without much additional explanation.

Zeus found the consolidated experience on Negotiatus to be “very intuitive; like our own personalized Amazon account. When you search for ‘water glasses,’ it’s not going to be every water glass online, it’s just our type that we approved. The platform allows me to give the task of ordering to the warehouse managers without much additional explanation. It makes me feel good that something has a handle on things that doesn’t require me checking in every single day.”

Negotiatus’ ability to execute orders automatically across any vendor drastically sped up the ordering process, which used to take 5-7 hours from receiving the initial request internally through placement, tracking delivery, and payment. A single order placed via the cart now takes Zeus less than one hour, with power-user features like custom Product Lists bringing the time to order down even further: “It takes significantly less time to order now, I see that for both myself and my warehouse managers. And I’m really excited about Product Lists, these will shorten our ordering time to about 5 minutes.”

Negotiatus’ sourcing engine also comes in handy when substitutions are necessary, a scenario that used to cause significant headache. Products are automatically substituted when they are unavailable, notifying the Zeus purchaser when necessary: “I feel like the exact right amount is run by me, versus what Negotiatus just handles automatically.”

Invaluable support.

Customer service is hands down the single biggest reason I would recommend Negotiatus.

Negotiatus’ dedicated support team for Zeus has been invaluable in handling the complex deliveries and large orders that frequently jump to tens of thousands of dollars, acting as a single point of contact for any issues with orders from their 29 vendors. Elizabeth summarizes support’s impact on Zeus’ team: “Customer service is hands down the single biggest reason I would recommend Negotiatus.”

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