Connect Operations, Finance, and Vendors into One Seamless Vendor Management Process

Background

Leading enterprises managing billions in annual operating spend rely heavily on vendor partners to support critical operations. Yet, fragmented planning, siloed decision-making, and manual reconciliation processes create inefficiencies, increase costs, and expose businesses to avoidable risks. The Keyrus Vendor Portal addresses these challenges by centralizing vendor resource planning, aligning execution with real-time demand, and automating invoicing workflows. This data-driven solution enhances forecasting accuracy, streamlines vendor collaboration, and empowers finance, operations, and vendor teams to make faster, smarter, and more accountable decisions.

Challenge

• Lack of Centralized Capacity Planning: Organizations often struggle to forecast and plan vendor resource needs accurately. Without a unified system, determining how many vendor hours are needed to meet demand becomes manual, inconsistent, and prone to costly inefficiencies. • Misaligned Vendor Targets and Execution: Without centralized visibility, vendors often miss performance targets—and those misses are only discovered after the fact. Work isn’t reallocated in time, and missed goals lead to downstream fulfillment and service disruptions. • Inability to Track Vendor Plan Changes in Real-Time: Vendor requirements are frequently adjusted mid-cycle, but those changes aren’t always captured or communicated. This lack of transparency causes disconnects between forecasted needs and what’s actually executed. • Manual, Time-Intensive Invoice Reconciliation: Finance and spend teams spend significant time reconciling vendor invoices due to missing or inconsistent data. Overpayments, billing disputes, and a lack of vendor accountability reduce planning agility and increase operational costs.

Approach

Keyrus implemented our vendor portal solution, which is powered by the Anaplan platform. This solution integrates our flagship workforce planning process for optimized end-to-end vendor management. By leveraging predictive analytics, the solution enables demand-driven vendor forecasting, allowing businesses to accurately estimate required vendor hours based on historical and real-time data. Workload distribution modeling optimizes task allocation across regions and teams, ensuring balanced workloads and efficient vendor utilization. Scenario planning for vendor needs helps organizations anticipate fluctuations and proactively adjust resources. To drive efficient work allocation across vendors, the solution provides vendor performance dashboards, offering real-time insights into availability and performance, preventing overcommitment or underutilization. Automated work allocation ensures tasks are assigned based on predefined rules, streamlining execution and reducing manual intervention. The solution enhances financial accuracy by tracking vendor hours, minimizing exceptions, and reducing disputes. Scenario planning for cost impact enables businesses to simulate vendor hour adjustments and assess financial implications before finalizing invoices. Contract compliance and hourly rate validation ensure vendor invoices align with pre-agreed rates, reducing billing discrepancies and financial losses. To further automate invoice reconciliation and prevent overpayments, the solution offers automated invoice matching, aligning vendor invoices with actual hours logged to eliminate billing errors. Expense optimization modeling identifies opportunities for cost savings by analyzing historical payment trends, while approval workflow integration accelerates invoice approvals and dispute resolution, improving financial efficiency. With a comprehensive and data-driven approach, businesses can enhance forecasting accuracy, improve vendor collaboration, and drive operational excellence.

Key results

Benefits

✔ Optimized Vendor Capacity Planning: Accurately forecast vendor resource needs to meet demand, improve service delivery, and avoid overstaffing or shortfalls ✔ Increased Alignment Across Vendors and Internal Teams: Centralize planning and performance tracking to ensure vendor targets are met and work is reallocated when gaps arise ✔ Real-Time Visibility Into Forecast Changes and Execution: Track vendor adjustments dynamically to maintain alignment between planned vs. actual performance—reducing surprises and missed commitments ✔ Automated, Accurate Invoice Reconciliation: Reduce financial risk and reclaim hours of manual effort through automated invoice matching, approval workflows, and spend optimization insights

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