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From Siloed to Scalable: How Intake and Orchestration Transformed Cockroach Lab's Procurement Team

Cockroach Labs

Heading into 2024, the Procurement Team at Cockroach Labs was struggling to combat many of the problems that plague procurement organizations today. 

  • Inefficiencies and risks borne of complex, manual processes
  • The limitations and risks of siloed, legacy systems that lack seamless integrations and hinder cross-departmental collaboration
  • The tendency for crucial information to not be consistently updated across platforms, because the process for doing so is manual… etc.

They turned to Tonkean for help. 

Before Tonkean, Cockroach’s procurement operations were entirely manual. Today, Cockroach has automated the entirety of its procurement intake process. Tonkean automates review cycles and approvals, including finance approvals, legal reviews, compliance reviews and procurement reviews. Employees now use Tonkean to request NDAs and automatically monitor invoices.

And the results have been huge. Cockroach has experienced an 83% reduction in ticket entry time. (Prior to implementing Tonkean, the average ticket took 30 minutes to create. Now, the average ticket takes only 5 minutes on average due to Tonkean’s simplified requester experience and contextually-aware intake.)

How did they do it? What did getting started with AI-powered process orchestration require? What goes into a successful process orchestration implementation? And where are they going with it next? 

That’s the subject of this case study, written by Spend Matters. 

Key pain points

  • Manual intake processes reliant on tools like Excel, Google Docs and ERPs cause significant siloes and inefficiencies in procurement and orchestration workflows.
  • These processes lack structured approval workflows and create a dependency on interdepartmental relationships.
  • Without centralized intake management and orchestration, each department follows its own workflow rules, causing prolonged delays in communication and decision-making.
  • Legacy S2P tools present scalability challenges due to high costs and a lack of proper integrations.
  • This creates a reliance on a few power users who are highly experienced in the system and must complete processes manually.
  • The over-reliance on power users creates bottlenecks due to their sole responsibility of carrying out tasks that should be distributed more widely and efficiently across teams

Read on to see how Cockroach Labs, a US-based software development company, has been using Tonkean’s orchestration software to address and overcome such pain points since mid-2024.

Download it now.