CUSTOMER SUCCESS STORIES
Indonesia's largest education brand gets a digital makeover to tighten its grip on the market
![ruanguru](https://kissflow.com/hubfs/Runaguru_main-2.webp)
About the company
Ruangguru is the largest education technology company in Southeast Asia, with more than 40 million users in Indonesia, Vietnam, and Thailand. Ruangguru offers several technology-based education services, such as subscription-based learning videos, live teaching, a learning management system for schools, online soft skills training, and a corporate training platform.
Industry
Education Administration Programs
No. of employees
1001 to 5000
Headquarters
Jakarta, DKI Jakarta
The trouble with manual procurement
While Ruangguru was growing at such a fast pace, they were stuck with an age-old procurement process, which meant the organization's purchasing was handled primarily on paper and spreadsheets. Siloed and detached from the rest of the organization, there was little to no visibility into their procurement process. They were clueless about what was being purchased, who initiated it, and the need behind the purchase. The lack of a proper workflow meant, that all the approvals were handled via email and the process took a lot of time. Further, the approvals ended up in the wrong approver’s queue.
![Ruanguru_iamge_1](https://kissflow.com/hs-fs/hubfs/Ruanguru_iamge_1.webp?width=318&height=275&name=Ruanguru_iamge_1.webp)
Fully flexible
“We were using spreadsheets and forms. Everything was done manually and nothing was automated. Approvals were done by email and since there were six marketing teams, finding the right manager for approvals was hard.”
Bernard Hasiholan
Head of Finance, Ruangguru
Since there wasn't a proper procurement strategy, the finance and procurement teams were plagued with ineffective business practices that led to huge inefficiencies in invoice processing. The absence of a concrete procurement process also meant Ruangguru was infested with maverick spend and non-compliance.
A vision for digital transformation
Ruangguru wanted to address the lack of a proper procurement process and accelerate its business growth. Their objectives were multifold. But the priority was to streamline their P2P process by using digital procurement software. Given the number of users who would be using their platform, they were looking at a purchasing system that would be simple and easy to use for the employees. As for their approval processes, Ruangguru wanted to take control of it via a centralized system that came with structured workflows. They wanted to enable stakeholders and employees to make better decisions by improving visibility into their purchasing process end-to-end. They were also looking at a system that would help them process their travel reimbursement with efficiency.
Kissflow Procurement Cloud Experience
Bernard Hasiholan
Head of Finance, Ruangguru
![ruanguru](https://kissflow.com/hubfs/procurement/quotes-icon.png)
I think Kissflow Procurement Cloud is stable. That's something we really worried about, given our vast volume of transactions. The implementation team was very supportive as well. We appreciate the attitude of the team. Balaji and Meera worked really hard to ensure everything we asked for was in place.
The road to a better future with Kissflow
Procurement Cloud
![Runguru_2](https://kissflow.com/hs-fs/hubfs/Runguru_2.webp?width=318&height=267&name=Runguru_2.webp)
This is how Kissflow Procurement Cloud automated Ruangguru's purchase-to-pay process. Every time a user filled out a requisition form, it was sent to the line manager for approval. After that, the requisition is routed to the purchasing department, which has two options. They can either approve the request or reject it. If it is rejected for lack of information, it will be returned to the requestor for changes. Once the purchase requisition is approved, a purchase order is created with specifics such as quantities, types, and prices that were previously agreed upon.
The approved purchase order is then sent to the supplier. Upon acceptance, the PO becomes a binding contract. The supplier delivers the products on the specified date. The delivery is checked for quality, and any returns required are processed. The supplier sends the invoice for payment, which undergoes an auto three-way matching process, and upon a successful match, the payment is processed through an accounting system. By streamlining their overall procure-pay process, Ruangguru was able to implement a proper procurement strategy and bring complete transparency into what's happening in purchasing.
For supplier registration, the service owner or manager can submit the registration request using a form that includes vital information about the suppliers. It goes to the procurement team for review, which checks the submitted form to ensure there is sufficient information. Once the submission is accepted, the supplier is logged into the master repository of the system. The reviewing team also has the option to return the submission or reject it. The contract registration process will be triggered every time a contract is submitted against a supplier. With a dedicated supplier registration and contract management process, Kissflow Procurement Cloud ensured compliance and paved the way for strategic sourcing, which will further reduce spending.
Dedicated workflows were created for Ruangguru to address their requirements, including a travel form with reimbursement. Users can now initiate a travel reimbursement request against a standard, allotted budget. Based on the item and the cost, it is auto-approved in the AP queue, speeding up the overall process.
The transition from manual to digital
Fully flexible
Before Kissflow Procurement Cloud, we were handling procurement manually, so the processes were very slow. Now, we have embedded close to 80 percent into the system, and it has helped us improve efficiency significantly.
Bernard Hasiholan
Head of Finance, Ruangguru
Using Kissflow Procurement Cloud, Ruangguru was able to transition from an outdated manual procurement process to a completely digital system. They were able to onboard 400+ users onto the platform. Thanks to our platform's easy-to-use UI and functionality. With the procure-pay automated, they were able to gain visibility into their procurement process end-to-end. They took full advantage of customized workflows and approval processes to speed up purchasing.
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