When Francisco Reyes joined Lookout, the procurement function needed overhauling. Various stakeholders were managing different aspects of procurement in silos — through emails, spreadsheets, and ticketing tools — without a dedicated system in place. This highly manual approach led to inefficiencies and errors, and made it difficult to handle the increasing volume of transactions as the company grew.

Managing contracts, renewals, and vendor interactions relied heavily on spreadsheets and inboxes, which increased the risk of accidental auto-renewals and overlooked due diligence. Bottlenecks slowed processing times, and without a centralised approach, there was no consistent governance framework.

"There was no centralised tool to manage vendor interactions, contracts, or renewals without a lot of manual oversight."

— Francisco Reyes, Senior Director of Procurement

The primary objective was to implement a standardised, automated procurement process that could scale with Lookout's growth and reduce these inefficiencies — without requiring the entire company to be retrained every time a process changed.