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PayFit
Founded in 2016, PayFit is a French company offering a payroll and HR management solution. By providing automated real-time payroll management, PayFit reduces errors, saves time, and empowers founders, employers, and employees. Operating across three countries: France, Spain, and the UK, PayFit currently employs more than 700 people across Europe and supports 16,000 entrepreneurs, micro-businesses, SMEs, and growing companies with payroll and HR management.
The challenges
PayFit introduced a structured procurement policy to track and control requests, while ensuring they were approved by the relevant departments.
However, to run these processes and centralise documents, Aurore, Indirect Procurement Manager, had to switch between multiple tools: Excel files, a ticket management system, shared folders, and ongoing message exchanges.
The processes existed, but they were highly manual, resulting in a huge amount of time lost for the business, without any centralised, real-time visibility over requests, contracts, and procurement-related information.
We wanted to implement a tool that would be easy to adopt not only for Finance and Procurement teams, but also for the different departments involved in the process, particularly Legal and IT/Security teams
Aurore TeboulThe solution
To simplify procurement processes, PayFit now uses Spendesk’s procurement module, complementing the core functionalities already implemented at PayFit for supplier invoice management and corporate cards.
The solution enables the company to improve efficiency while maintaining full control over committed spend.
Key functionalities implemented at PayFit:
- Custom purchase request forms
- Approval workflows
- Centralised contract and supplier management
- Renewal management
- Committed spend tracking for the Finance team
- Supplier invoice management for Accounting
- Invoice payments and one-time and subscription virtual cards
In addition, PayFit benefits from ongoing support and regularly shares feedback to help contribute to product development.
The results
Since fully implementing the platform, the Indirect Procurement Manager has reported the following outcomes:
0% of renewals missed and 100% of key contracts renegotiated on time, generating significant savings for the company
100% internal adoption of the process
100% of contracts centralised
A significant reduction in administrative work and fewer back-and-forth exchanges
A more efficient procurement team under less pressure, able to focus on strategic, high-value tasks such as optimising procurement processes, building a stronger strategic vision, and educating employees on procurement best practices
Spendesk meets our requirements: the solution is easy for everyone to use, departments gain more autonomy and the visibility they need over contracts and suppliers. Employees are more autonomous and we make better decisions while saving time at every stage
Aurore TeboulContinuously improving processes
The next objective is to continue optimising procurement processes and making even more informed decisions, particularly through the use of AI and more advanced dashboards.
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