Using Proactis workflow and authorisation rules, most purchases are made directly by the authorised employees. If the purchase exceeds a specified value, risks an over-budget situation, or is otherwise outside the norm, it is automatically routed to a manager for further approval.
Site managers who are responsible for the spend management of their facility particularly appreciate the Proactis system as it gives them complete control and visibility of their budgets.
The system is helping streamline invoice processing. Many expenses are necessarily based on invoices alone – for example phone, utility, and tax bills. CBRE is using Proactis with larger suppliers, such as phone companies, and internal CBRE charges, and has implemented electronic invoicing with utility providers. Up to 50% of invoices are now received, viewed and paid electronically. This, plus the use of purchase order matching and workflow to verify service delivery by the originator, has greatly reduced paper-based processing and has enabled the AP department to significantly increase control of the payment process.
CBRE also now has visibility of exactly what's happening with suppliers – what's being bought, how much is being spent, delivery performance, etc. This enables the team to proactively identify and resolve issues, and to work towards obtaining even better value with contracts.