85% Faster Vendor Onboarding & 70% Fewer Queries for a U.S. Small Business
Industry: Manufacturing
Service: Vendor Management Optimization
Client Background
The client is a mid-sized manufacturing and distribution company in the USA, supplying packaging materials to retail and e-commerce brands. As the business expanded, its vendor base grew to more than 400 suppliers across multiple regions.
Managing vendor data, contracts, onboarding, and communication manually became overwhelming. Finance and procurement teams were spending several hours each week reconciling information, answering vendor queries, and correcting data inconsistencies, limiting their ability to focus on growth-focused initiatives.
Challenges
- Scattered vendor data – Information lived across multiple spreadsheets, creating confusion, errors, and visibility gaps.
- Slow onboarding timelines- Setting up new vendors took up to two weeks, slowing procurement and affecting project timelines.
- No insight into vendor performance – The team lacked tools to track reliability, delivery quality, or compliance with company standards.
- High volume of vendor queries – Vendors frequently contacted the team for payment updates or invoice status, increasing workload and response delays.
How Did APS Help?
- Centralized vendor database – All vendor details, contracts, banking information, and documents were consolidated into a single cloud-based system.
- Digital onboarding workflow – APS team introduced a guided onboarding process that allowed vendors to register, upload documents, and receive approval within 48 hours.
- Self-service vendor portal – Vendors could now check invoice status, update information, and download payment confirmations without contacting support.
- Performance tracking dashboard – Real-time scorecards gave the finance team visibility into vendor reliability, delivery timelines, compliance gaps, and SLA performance.
Results Achieved
- 85% faster onboarding – Reduced from two weeks to under 48 hours.
- 70% fewer vendor inquiries – Self-service access eliminated routine follow-up emails.
- 90% improvement in data accuracy – All vendor information is now stored in one centralized system.
- Better visibility & accountability – Real-time performance metrics improved vendor selection and negotiation.
- Strengthened vendor relationships – Transparency improved trust and communication.
As a result, the firm gained:
- A centralized vendor management system that eliminated manual coordination.
- Faster approvals and streamlined communication across departments.
- Accurate, real-time insights supporting smarter procurement decisions.
- A scalable process capable of supporting future growth without expanding headcount.
With APS, the client now runs a streamlined, transparent, and scalable vendor management process that supports both day-to-day efficiency and long-term growth.
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