As one of the largest office supplies businesses in the UK, Office Team has grown rapidly through structured acquisitions and organic growth. Founded in 1888, the business now has over 12,000 customers providing them with a wide range of managed services and over 100k different products.
Today they provide their customers with a single trusted source for their business supplies requirements. Their expert teams operate under specialist brands, while as a Group they lead the market by providing the most extensive portfolio of business supplies and services – available via a single online portal.
To support their continued rapid growth, the management team needed a sourcing and procurement software platform that they could trust.
The businesses requirements were complex and diverse.
The platform had to be cloud based to accommodate multiple users in many locations, whilst providing centralized visibility and control over user permissions, spend limits, supplier selection and other key criteria.
To maintain the business’s rate of growth, the platform had to be intuitive and easy to use for new employees. As businesses were acquired new teams had to be on-boarded and productive quickly, so an easy to use product with great support and training were critical.
It was essential that the platform provided rigorous process compliance and significant efficiencies when purchasing a very large volume of low value transactions but equally be capable to managing more complex, higher value projects.
By the diverse nature of client requirements, they needed the ability to onboard, manage and carefully monitor a large numbers of customers and suppliers. And supply chain performance had to be tracked 24×7 to ensure high quality of service to clients.
Management needed to be able to keep a close eye on every line item transacted through the platform, so a powerful reporting solution was essential. Additionally, the transactional data had to be combined with performance information from other data sources to provide a 360 degree view of business KPIs and service level performance.
And as a business highly reliant on efficiency of its operations, the
platform had to tightly integrate with their existing ERP system for
stock management and logistics.
After a thorough review of the market, Office Team selected Claritum.
Master Data Records, held on the company’s ERP, are updated daily within Claritum via a web services integration, ensuring a single ‘point of truth’ for customer and supplier records.
The client services, account management, specialist buyers, supplier managers and management have highly defined permissions and approval limits to align roles and workflow to the needs of the business.
For simple client requirements, users can quickly competitively bid to a pre-approved panel of suppliers, evaluate bid responses and respond with quotes for customers quickly and efficiently. For more standard products and services, Office Team has negotiated volume-based deals with selected suppliers, enabling improved pricing for customers and increased volumes for suppliers. Where Office Team manage larger scale and more complex projects, the team can accurately specify requirements, find suitably qualified suppliers and provide customers with a highly managed service.
Claritum’s comprehensive web services API allows for deep integration with the client’s ERP, and management were provided with comprehensive reporting data enabling them, for the first time, to have deep visibility over every transaction, across every client and service line, in near real time.
Today, the Office Team continues to grow rapidly and remains the largest office supplies business in the UK.
Improved Customer Retention
The combined organization has significant category expertise, buying power, a national logistics network and high levels of customer satisfaction and retention.
Increase in Winning New Clients
The sourcing and procurement service offered to clients has been consistently growing, by winning new clients, delivering high service levels and retaining a high calibre client base in an increasingly wide range of sectors.