Streamlining Procurement and Invoice Management for Public Organizations

24.03.26 10:00 AM

Streamlining Procurement and Invoice Management for Public Organizations

Case Study

Client: City of Winnipeg

Streamlining Procurement and Invoice Management for Public Organizations

Case Study

Client: City of Winnipeg

Client Challenge

Public organizations face unique challenges in managing procurement projects, particularly when ensuring a fair and inclusive bidding process. This client, a city department, sought to evaluate vendor proposals competitively while adhering to equity goals, such as supporting indigenous, women-owned, and minority-operated businesses. They needed a system that would allow external vendors to register, submit bids, and self-identify their demographics while ensuring their claims were validated.

Another critical challenge was their complex approval workflows. Multiple departments were involved in managing bids, approvals, and contract renewals for projects over $10,000. Additionally, the organization struggled with manual invoice processing, which consumed valuable time and was prone to errors, leading to inefficiencies in accounts receivable management.

Our Solution

Bauer Automate’s Customized Solution for the Client’s Challenge

Centralized Vendor Management Portal

We developed an online application system to streamline vendor registration and bidding:

External vendors could register and submit bids through an intuitive portal.
Vendors could indicate their demographic details (e.g., indigenous-owned or minority-operated), which were validated internally by the city.
A centralized database ensured data integrity and provided seamless access for internal stakeholders.

Automated Approval Workflows

We implemented Power Automate workflows to manage project bids:

Requests for bid opportunities triggered automated workflows for approval by relevant departments.
Complex, multi-phase approvals were simplified with conditional logic to ensure compliance with organizational policies.
Notifications and tracking tools improved transparency throughout the process.

AI-Powered Invoice Automation

Using AI Builder, we automated the invoice processing system:

Emails with attachments were scanned, and key invoice details (e.g., invoice numbers, dates, amounts, tax, and line items) were extracted with over 80% confidence.
Verified invoices were automatically filed into the database.
An app allowed for manual review of invoices that did not meet confidence thresholds.

Document Tagging and Accessibility

We introduced tagging features to improve document management:

Tags were applied to project documents based on part numbers and work orders.
A search and print functionality enabled easy retrieval of related documents by project or job.

Results

25% Increase in
Vendor Participation

especially from minority-owned businesses.

80% Reduction in Manual
Data Entry

for invoice processing.

70% Reduction in
Procurement Processing Time

with automated workflows.

50% Improvement in Document Retrieval Time

with tagging and search features.

20% Increase in Successful
Bid Submissions

due to user-friendly portal design.

Enhanced
Inclusivity

by accurately tracking and verifying

diverse vendor demographics.

Summary

Simplified Procurement Processes

The client now manages procurement projects with streamlined workflows and reduced administrative burden, resulting in faster approvals and increased vendor engagement.

Automation Boosts Efficiency

AI-powered invoice processing and document tagging saved significant time and improved accuracy across accounts receivable and project management.

Enhanced Equity and Accessibility

The inclusive vendor management portal ensured fair representation and provided a scalable solution for validating and engaging diverse vendors.

Streamlining Procurement and Invoice Management for Public Organizations

Streamlining Procurement and Invoice Management for Public Organizations

Streamlining Procurement and Invoice Management for Public Organizations

Client Challenge