Typeform

Typeform has scaled rapidly since its inception in 2012, but procurement had never found a permanent home. Intake and approvals were run through a home-grown process in Jira, which was already used for IT ticketing and operations.

But as they scaled, Jira’s lack of dedicated procurement functionality was proving restrictive and created a lot of manual work for procurement owners, those making requests, and the stakeholders who were reviewing and approving them. This resulted in cycle times of 40 days on average. To create a process that could future-proof their growth, Typeform needed to tackle a number of key challenges:

Poor user experience

Limited workflow logic and conditionality meant users and suppliers were asked for unnecessary information for every request, and process owners were spending too much time manually chasing down the correct information on Slack and email. It was challenging to track indirect spend and consistently apply third-party risk management processes. They needed to transform their intake processes and increase automation.

No source of truth

Typeform didn’t have a single source of truth for contracts, suppliers, and renewals. Data collection from vendors, tracking, and management was done manually, which made it impossible to get ahead of the curve and proactively manage renewals. This resulted in lost opportunities for savings. They needed a source of truth that every stakeholder could rely on.

Opaque processes

Workflows built in ticketing systems like Jira can’t be changed without developer assistance. For Typeform, they’d become a blackbox, and no-one had full visibility of where requests were sat, or how they were flowing through the process. Typeform needed to adopt a system that could be continuously optimized and offered everyone the visibility they needed to make fast and informed decisions.

Typeform worked collaboratively with Omnea experts to migrate their procurement, legal, and risk workflows, with IT operations remaining in Jira. We redrew processes with the primary aims of reducing procurement cycle time and the amount of manual work needed to close a request. Together we achieved three core objectives.

Transformed requests and approvals

• Employees can now make requests directly in Slack. Omnea asks tailored questions relevant to their specific request to gather the pertinent information. They can track all their requests in a personal dashboard, along with expected timelines and full visibility of the process.
• Reviewers are alerted when they’re assigned to requests, are given clear deadlines, and a tailored summary of the context they need to make quick, informed decisions. Involvement of different stakeholders is automated based on cost and risk thresholds.
• Appropriate risk questionnaires are sent to vendors automatically as part of the process—no time is wasted uploading information manually, everything is effortlessly synchronized in Omnea.

Created a source of truth for supplier management and renewals

• Typeform now has a single source of truth for renewals viewable in a database, along with an intuitive calendar. Automated alerts for finance and business owners keep everyone informed, and allow time for effective negotiation.
• All contracts and supplier data is stored in a centralized database, there’s no more time spent searching for the latest documents.

Built smart processes

• Workflows can now be continuously optimized to scale with Typeform’s needs in Omnea’s no-code workflow builder.
• Suppliers submit onboarding information and risk questionnaires directly to their Omnea supplier portal. They simply click a magic link and can add colleagues to collaborate, which means Typeform doesn’t have to spend time manually gathering and uploading data.
• Omnea’s integrations with PandaDoc and Netsuite automate the sending of NDAs and contracts for signature, and that purchase orders are generated almost instantly, eliminating what was a 2-3 hour process.

“There’s no more second guessing. We’ve saved countless hours searching for information and documents spread across different systems, emails, and Slack. Whatever someone is looking for, Omnea is the answer.”

• 62.5% decrease in procurement cycle time from 40 to 15 days to complete a request.
• 3,282 hours of manual work saved in 12 months using Omnea.
• Typeform has a dedicated procurement orchestration platform that can support their growth.
• Improved user experience and automation mean cycle times have been significantly reduced.
• Workflows can be continuously optimized without support from IT teams thanks to no-code workflows.
• There is a single source of truth for all supplier information and contracts.
• Negotiation has become proactive, and Typeform have made significant savings thanks to Omnea’s renewals calendar and automated usage and sentiment surveys.

“With a partner like Omnea, we’re confident that our procurement processes can adapt to our needs. We now have an amazing user experience, a single source of truth for supplier contracts and data, and have eliminated a vast amount of manual work since migrating from Jira.”