CollectiveSpend
A tailored B2B procurement platform spanning automated sourcing, multi-supplier RFQs, and purchase order governance.
- Services
- Procurement Software Development · B2B SaaS Product Development
- Industry
- Procurement Tech · Enterprise AI · B2B SaaS
- Platform
- Cloud Enterprise Web App
About the Project
CollectiveSpend is an enterprise procurement software development project engineered by Arcforth to give mid-market organizations complete visibility and control over tail spend, RFQ bidding, and purchase order approvals.
The Challenge
Mid-market companies were bleeding 15–20% in excess vendor costs due to uncontrolled email-based RFQs, rogue spending, and lack of supplier price benchmarking.
Pain Point: Uncontrolled Tail Spend
Department leaders committed to vendor contracts without procurement review, creating compliance liabilities and duplicate spend.
Pain Point: 3-Week RFQ Delays
Collecting and comparing quotes from 10+ suppliers via email and messy PDF attachments took weeks of manual data entry.
Pain Point: Zero Price Benchmarking
Procurement teams had no historical line-item data to negotiate volume discounts or identify price creep across suppliers.
Pain Point: Approval Bottlenecks
Purchase orders sat unapproved in executive inboxes with no automated routing based on budget thresholds.
Objectives
Develop a centralized procurement platform that standardizes RFQ specifications, automates bid normalization, and enforces spend policies.
Target:
Cut RFQ turnaround from 21 days to under 4 days, automate line-item vendor comparisons, and deliver 100% spend auditability.
Approach
We engineered an enterprise workflow platform built on structured RFQ data schemas and multi-tier approval state machines:
- 01. Requisition Submission
- 02. Automated RFQ Tendering
- 03. Line-Item Bid Matrix
- 04. PO Generation & ERP Sync
Structured RFQ Formats
Replace freeform PDFs with structured digital questionnaires that force suppliers to bid apples-to-apples on line items.
Automated Bid Normalization
Algorithms that automatically reconcile varying supplier payment terms, freight costs, and bulk quantity tiers.
Dynamic Approval State Graphs
Configurable rule engines that route purchase requisitions automatically based on department, cost, and budget availability.
The Ecosystem
A full-lifecycle procurement operating system designed for mid-market CFOs and procurement directors.
Requisition Intake Portal
Employee portal to request goods and services against approved vendor catalogs with instant policy check guardrails.
Vendor Tendering Hub
Clean, no-login supplier portal to review specifications, submit structured quotes, and upload compliance certificates.
Side-by-Side Bid Matrix
Interactive comparison table scoring supplier quotes across unit economics, delivery lead time, and warranty terms.
Accounting & ERP Connector
Native webhooks and connectors pushing approved purchase orders directly into QuickBooks, NetSuite, and Xero.
Outcomes
Proven cost reduction and speed-to-procurement across distributed mid-market enterprises.
18.5%
Average Sourcing Savings
74%
Faster RFQ Turnaround
$42M+
Annual Spend Processed
100%
Policy Audit Compliance
