How Pivot Helped EcoVadis Slash its Cycle Time by 75% and Triple its Efficiency

Before Pivot: too many manual tasks, frustrated stakeholders, and a team under pressure

‍

As a rapidly growing company, EcoVadis needed procurement operations that could scale with their ambitions without becoming a bottleneck for the rest of the business. At EcoVadis, all purchase orders were being processed manually, a time-consuming and error-prone workflow that led to frequent delays.

“Our previous tool wasn’t built for procurement, and it wasn’t user-friendly. It made our job harder, not easier. People were complaining that procurement was slowing everything down.”  Anna Paulina Kowalska, Procurement Team Leader at EcoVadis.

The legacy process didn’t offer much flexibility either. Any changes to workflows required multiple layers of validation or support, often dragging out simple updates that should’ve taken minutes. As a result, the procurement team spent more time fighting fires than delivering strategic value.

‍

The Search: Flexibility, speed, and UX that works

To turn procurement into a performance driver rather than a blocker, EcoVadis had clear criteria for their next tool:

• Self-managed workflows: The ability to adjust workflows independently, within minutes, without requiring any technical hats, or a third-party validation.‍
• A modern, seamless user experience: To reduce friction for both procurement and business stakeholders.
• Reduced manual work: Streamlining repetitive tasks to focus on higher-value work.
  

“We didn’t just want a system, we needed a partner that understood our reality, and a platform flexible enough to evolve with our needs,” Anna Paulina says.

‍

After Pivot: Say goodbye to bottlenecks

With Pivot, the transformation was immediate.

‍

• 3x More Efficient: Between January and April alone, EcoVadis processed as many purchase requests as they had in the entire previous year, without growing the team. “We’re more than 3x more efficient now. That speaks volumes.” said Tomasz

• Drastic Time Savings “What used to take 15 days now takes 4. That’s a 75% reduction in cycle time,” said Tomasz Pomorski. Anna Paulina estimates that her team has saved 25% of time previously spent on manual tasks. That time is now reinvested into more strategic initiatives, helping procurement move from tactical execution to business enablement.
• A Centralized, User-Friendly System: “We’re not working off spreadsheets anymore. All our data lives in Pivot,” says Tomasz Pomorski, Head of Procurement at EcoVadis. The team now manages everything from intake to resolution within Pivot. This centralization has drastically improved both efficiency and visibility.

‍

Vendor Portal = Less chasing, More Automation

“I don’t have to chase vendors anymore. I send them the link, they complete their profile, and that’s it," says Anna Paulina. The vendor onboarding process, once riddled with back-and-forth emails, is now streamlined via Pivot’s vendor portal, saving hours each week and speeding up supplier activation.

‍

Happier Stakeholders, Better Adoption

“Compared to Jira, internal stakeholders are much more satisfied with Pivot. They finally have full visibility into the status of their requests,” says Anna. Business users can now track their requests in real time, reducing friction and boosting confidence in the procurement process.

‍

A True Partnership

“If I need something, even just guidance, I send a message at 9 AM and by 10, it’s already solved. The relationship is amazing.” Tomasz emphasizes that Pivot’s support team has been instrumental to their success. From implementation to ongoing guidance, the experience has exceeded expectations. “From 0 to 10, I’d give a 10 to both the tool and the team,” says Tomasz.