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Getting started with procurement: Stampli’s “Hidden Dots” implementation
Getting started with procurement: Stampli’s “Hidden Dots” implementation
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Written by Melad Zahedi
Updated this week

This article outlines Stampli's unique "Hidden Dots" methodology for implementing our Procurement module, which ensures a smooth and successful setup of your procure-to-pay workflow.

Why it's important

Business context and goals

Implementing a procurement solution can be complex, involving multiple departments and stakeholders across your organization. Our implementation methodology helps organize this process into manageable steps, eliminating these gaps to create a truly unified experience.

The name "Hidden Dots" reflects our philosophy: we uncover and reveal the often-overlooked connections between different parts of your procurement process that traditional implementations miss. This approach helps:

  • Create efficient workflows that reflect your organization's unique processes

  • Properly configure approval paths for requests, purchase orders, and service tickets

  • Set up user roles and permissions for the right level of access

  • Ensure seamless integration with your existing AP processes

  • Enable company-wide adoption through proper setup and training

The result is a complete procure-to-pay system that provides greater visibility, control, and efficiency across your purchasing process.

Who should be involved

A successful implementation typically requires participation from:

  • Executive sponsor: Provides strategic guidance, removes roadblocks, and approves major decisions

  • Project coordinator: Oversees the implementation, coordinates with stakeholders, and ensures project milestones are met

  • Process owners: Subject matter experts who understand how specific request types are handled and can make decisions about how these processes should work in Stampli

How it works

Implementation overview

Our implementation process typically spans 4-6 weeks, depending on your organization's needs and availability. It follows these key phases:

  1. Kickoff: Introduction to the implementation process and identification of key stakeholders

  2. Process discovery: Detailed exploration of your current request and procurement processes, with special focus on identifying hidden connections

  3. Configuration planning: Designing how request types, approval workflows, and user roles will be set up

  4. System configuration: Setting up the system according to the agreed-upon design

  5. Testing and validation: Ensuring everything works as expected

  6. Training and launch preparation: Preparing users for the new system

Key capabilities you'll implement

During implementation, we'll help you set up:

  • Request types: Customizable request forms for different purchasing needs (office supplies, IT hardware, software licenses, travel, services, etc.)

  • Approval workflows: Dynamic or fixed approval paths based on request characteristics

  • Tray configuration: Organizing procurement tasks to ensure proper routing and handling

  • Budgeting: Setting up budget tracking and controls (if applicable)

  • User roles and permissions: Establishing who can request, approve, and manage procurement activities

  • Preferred items list: Creating lists of recommended items for requesters to select from


Step-by-step implementation

Getting started: Kickoff (Week 1)

Prerequisites:

  • Identify your executive sponsor and project coordinator before the kickoff meeting

  • Collect any existing procurement policies or forms you currently use

Step 1: Attend the kickoff meeting

  • Review implementation timeline and expectations

  • Identify key stakeholders who should be involved

  • Schedule subsequent implementation sessions

Step 2: Start mapping your procurement landscape

  • Identify which request types are relevant to your organization

  • Note who handles each type of request in your current process

  • Document any specific approval requirements or policies

Process discovery (Weeks 1-2)

Step 1: Participate in discovery sessions

  • For each request type (office supplies, IT equipment, software, travel, etc.), we'll explore:

    • Who initiates these requests

    • Who approves them

    • Who fulfills them

    • What information is needed to process them

    • Current pain points in the process

Step 2: Provide relevant documentation

  • Share any current request forms

  • Provide existing policies for each request type

  • Share any approval matrices currently in use

Step 3: Identify fulfillment processes

  • Detail how requests become outcomes (POs, credit cards, service tickets)

  • Map who is responsible for each step in the process

Configuration planning (Week 3)

Step 1: Define request types

  • Confirm which standard request types you'll use

  • Identify any custom request types needed

  • Define fields and layouts for each request form

Step 2: Plan approval workflows

  • Decide between fixed and dynamic approval workflows

  • Map approval rules for each request type

  • Configure any approval hierarchies needed

Step 3: Design tray configuration

  • Define how requests should be routed to procurement specialists

  • Set up tray assignments based on request characteristics

System configuration (Week 3-4)

Step 1: Configure user properties

  • Upload org hierarchy (if applicable)

  • Set up any custom user properties needed for approvals or routing

Step 2: Set up budgets (if applicable)

  • Define budget dimensions and structure

  • Configure how budgets integrate with the approval process

Step 3: Configure request types

  • Create and customize all request forms

  • Set up preferred items lists for applicable request types

Step 4: Set up approval workflows

  • Configure approver determination rules

  • Test approval paths for various scenarios

Testing and validation (Week 5)

Step 1: Conduct scenario testing

  • Test each request type through its entire lifecycle

  • Verify approvals route correctly

  • Confirm outcomes (POs, service tickets, cards) are created properly

Step 2: Make adjustments

  • Fine-tune configurations based on testing results

  • Address any issues discovered during testing

Training and launch preparation (Week 6)

Step 1: Prepare training materials

  • Customize training for different user roles

  • Create guidelines for requesters

Step 2: Conduct training sessions

  • Train procurement specialists first

  • Train approvers and request initiators

Step 3: Plan the go-live

  • Determine launch date and communication plan

  • Prepare for post-launch support


Tips and best practices

  • Start with standard configurations: Use Stampli's default request types and approval flows as a starting point, then customize as needed

  • Think about user experience: Keep request forms simple for employees who will only use the system occasionally

  • Document your decisions: Keep track of configuration decisions and rationales for future reference

  • Phase your implementation: Consider launching with critical request types first, then adding others

  • Leverage tray assignments strategically: Use them to route requests to the right people without overburdening specific team members

  • Use preferred items: For commonly requested goods, set up preferred items to streamline the request process


Common questions

How many request types should we set up?

Start with the default types that match your needs. You can always add more later. Focus on getting the most common request types properly configured first.

Can we have different approval rules for different departments?

Yes. Approval workflows can be configured based on numerous factors including department, request amount, subsidiary, and other criteria.

How do we handle situations where some people can bypass the request process?

You can configure certain procurement specialists with permissions to create outcomes (POs, cards, etc.) directly without a formal request, which is useful for regular buyers.

Can we limit which employees can see specific request types?

While all request types are visible to users by default, you can use approval workflows to ensure requests are properly routed and handled according to your policies.

How do we handle different fulfillment processes in different locations?

The tray configuration allows you to route requests to different teams based on location, ensuring that requests are handled by the appropriate regional team.

Related articles

  • Understanding user roles in Stampli Procurement

  • Setting up approval workflows

  • Configuring request types and forms

  • Managing procurement trays

  • Budget setup and management

Contact support

If you have questions during your implementation, please reach out to your implementation specialist or contact Stampli Support at support@stampli.com.

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