Procure to Pay (P2P)
Established in 2013, Gamlaa Bioscape is a pioneering green landscape company committed to delivering sustainable, biophilic environments for corporate and institutional clients
Case Details
Client Name: Gamlaa Bioscape
Transformation Pillars : Process
Project Duration: 6 Month
Client Website: gamlaa.com
Background
Established in 2013, Gamlaa Bioscape is a pioneering green landscape company committed to delivering sustainable, biophilic environments for corporate and institutional clients. As part of its strategic roadmap for 2025, Gamlaa aimed to enhance operational excellence and scale efficiently to meet rising market demand.
To support this vision, the leadership team identified procurement and payment functions as key areas for transformation. Gamlaa partnered with the Xformers Team to implement a structured Procure-to-Pay (P2P) initiative, aligned with its broader Business Process Reengineering (BPR) efforts. The objective was to modernize procurement, streamline supplier engagement, improve cost control, and ensure transparency and compliance across the purchasing lifecycle.
Challenge
While Gamlaa Bioscape continued to grow its market leadership, inefficiencies in its procurement-to-payment processes created friction in scaling operations:
- Manual, paper-based procurement methods led to errors, delays, and limited visibility into spend.
- Inconsistent approval workflows slowed down purchasing and payment cycles.
- Lack of integration between procurement, project, and finance teams caused data silos and delays in invoice processing.
- Difficulty in tracking commitments and supplier performance hindered effective decision-making and compliance.
These challenges not only impacted supplier relationships but also delayed project execution and added operational overhead, limiting scalability.
Solution
Gamlaa Bioscape, in collaboration with Xformers Team, initiated a full-scale P2P implementation using a five-phase approach—Discover, Design, Co-Create, Implement, and Sustain. This roadmap focused on unifying procurement and finance functions through digitalization, automation, and process standardization to support the company’s scaling ambitions.
Key Steps
Discover Phase: Diagnosing the Pain Points
- Conducted a detailed audit of existing procurement and payment workflows.
- Engaged stakeholders across procurement, finance, and project teams to understand pain points and collect data.
- Identified high-friction areas such as PO creation delays, invoice mismatches, and compliance gaps.
Design Phase: Crafting the Future-State P2P Process
- Developed a standardized, scalable P2P framework with clearly defined roles and approval hierarchies.
- Designed process flowcharts from requisition to payment to ensure end-to-end visibility.
- Evaluated and selected a P2P solution that could integrate with Gamlaa’s ERP and project systems.
Co-Create Phase: Building with the Users
- Conducted cross-functional workshops to co-design and test the new workflows.
- Launched a pilot in one business unit to validate the process with real-time data and feedback.
- Incorporated digital dashboards for real-time tracking of procurement status, approvals, and payment cycles.
Implement Phase: Full Rollout of the P2P System
- Executed a phased rollout across business units, supported by training programs and live support.
- Migrated procurement and vendor data while ensuring system integrations with finance and inventory platforms.
- Enabled real-time tracking of purchase orders, goods receipts, and invoice statuses to improve visibility.
Sustain Phase: Driving Continuous Improvement
- Established KPIs such as cycle time, PO accuracy, and supplier compliance to monitor performance.
- Implemented regular reviews and feedback mechanisms to evolve the process.
- Provided knowledge-sharing platforms and refresher sessions to keep users aligned with best practices.
Outcomes Delivered
The P2P implementation delivered significant measurable benefits, improving Gamlaa Bioscape’s operational capability and readiness to scale:
Conclusion
The P2P transformation at Gamlaa Bioscape marked a critical step in the company’s journey toward operational excellence and sustainable growth. By digitizing and standardizing its procure-to-pay processes, Gamlaa significantly improved agility, compliance, and supplier relationships—key enablers of its 2025 growth strategy.
With a strong foundation now in place, the company is better equipped to scale operations, pursue new markets, and reinforce its leadership in sustainable green landscaping. As part of its continuous improvement agenda, Gamlaa remains committed to refining P2P capabilities and leveraging technology to stay ahead in an evolving business landscape.