A Leading Oil & Gas Enterprise Transforms Supplier Management
About the company
An integrated refinery and petroleum producer, buying materials, equipment and services from a supplier base of more than four thousand. Fifty to eighty new suppliers are onboarded every month, each one carrying statutory checks before it can trade.
- Industry
- Oil & gas
- Scale
- A supplier base above 4,000, with 50–80 onboardings a month
- Scope
- Onboarding, KYC, compliance, performance and vendor change
At a glance
Before Proconomy
- High onboarding volume
- Statutory checks done by hand
- Qualification split across teams
- Compliance was reactive
- No single view of a supplier
After Proconomy
- Onboarding stops being a chase
- Verification happens once
- Approvals carry their evidence
- Gaps surface before they bite
- Supplier standing reaches the decision
Key products
- Supplier management
- Supplier portal
- Integrations
The challenge
Supplier records and approvals sat across separate teams and systems. Nothing was missing exactly — it was that onboarding lived in one place, compliance documents in another, and performance somewhere else again, so no one could see a supplier whole without assembling it first.
Fifty to eighty suppliers arrive every month, each carrying statutory checks that somebody was doing by hand.
High onboarding volume
A large supplier base meant constant document follow-up, and every incomplete submission came back round again.
Statutory checks done by hand
GST, CIN, PAN and MSME verification were manual, which made them slow and inconsistently recorded.
Qualification split across teams
KYC, technical and finance reviews each ran separately, joined by handoffs.
Compliance was reactive
Certificate and expiry tracking depended on somebody remembering.
No single view of a supplier
Queries, change requests and performance data sat in separate systems.
What the business actually asked for
One controlled view of onboarding, compliance and performance. Five things stood between them and it.
- Complete supplier data captured at onboarding, by category.
- Statutory checks verified during onboarding rather than after it.
- One approval path across technical, finance and procurement review.
- Certificate expiry surfaced before it lapses, not discovered.
- Queries, changes and performance on one supplier record.
What we built
Category-based onboarding, automated statutory verification, one governed approval path, proactive compliance alerts and a Supplier 360 record connected to SAP.
Structured onboarding by category
Category-specific forms collect the complete supplier data set at the first attempt, so the follow-up loop never starts.
Automated KYC at onboarding
GST, CIN, PAN and MSME are verified as part of onboarding, with the result stored against the supplier.
One governed approval workflow
Technical, finance and procurement reviews run as one sequence with named approvers at each stage.
Proactive compliance alerts
Missing and expiring documents surface early, and policy gates stop a lapsed supplier being used.
Supplier 360, connected to SAP
Portal activity, performance, risk and vendor changes resolve to one record, synchronised with SAP.
The result
What changed once it was running.
Onboarding stops being a chase
Complete data and checks at submission remove the rework that made volume the problem.
Verification happens once
Automated checks removed the repeated compliance work and the uncertainty about which version was current.
Approvals carry their evidence
Defined approvers and an audit trail stand behind every decision rather than sitting in a mailbox.
Gaps surface before they bite
Certificate alerts and policy gates close the window where an expired document goes unnoticed.
Supplier standing reaches the decision
Teams weigh delivery, quality, compliance and risk evidence together when it matters.
See this running on your own numbers — fifteen minutes, no slides.
Request a workflow demonstrationThis will sound familiar. If any of these are you.
- Onboarding a supplier means chasing documents that should have arrived complete.
- Statutory verification is somebody opening a government portal in another tab.
- Technical, finance and procurement each approve a supplier without seeing the others.
- A certificate expires and you find out from the supplier, not from the system.
Where this connects
The questions we get asked.
No. SAP stayed the system of record and the supplier view synchronises with it. What moved was the work that had been happening around it — onboarding, verification, approvals and the compliance chase.
It stops the onboarding at that point and routes to a named reviewer rather than failing silently. Which checks are blocking and which are advisory is configured by category.
No, and that was the point. The form is per category, because asking a services supplier for the same documents as a materials supplier is how incomplete submissions start.
Existing suppliers are brought onto the record with the data already held, and gaps surface as alerts rather than blocking trade on day one. The sequencing is scoped before anything is switched on.
The same problem, at your scale
Every group that runs more than one operating company arrives at the same place: policy that exists on paper, applied differently in every plant, evidenced by whoever happens to remember. Bring us the workflow where that costs you the most, and we will run it against your rules.
Someone from client success replies, not a sales sequence. If we are not a fit we will say so on the first call.
Not ready to talk to anyone?
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