Case Study

Procurement shouldn't feel like Firefighting!

KAWAII SLIME COMPANY × AUTOBIZZ

KSC’s procurement process was fragmented across spreadsheets, Procurement Express, CX Operations, and email. Supplier changes meant constant manual tracking and follow-ups. AutoBizz brought it all together in one connected procurement hub, giving the team live visibility and enabling proactive order management.

"Instead of chasing information, the team can now act on it quickly"

Client

Kawaii Slime Company

Sector

E-commerce

Solution

Procurement & Vendor Automation

Timeline

April - July 2026

AutoBizz built Kawaii Slime Company 5x the Capability of Purchasing Lead!

AutoBizz built an automated procurement operations system that syncs purchase orders from Procurement Express into Microsoft Excel Online, detects supplier ship-date delays automatically, sends AI-written supplier follow-ups, and pushes live order status to customer support through Slack. The build ran from April to July 2026 and saves roughly 217 hours of manual data entry a year, resulting in direct cost savings. Furthermore, there is a significant advantage and indirect cost savings from enhanced visibility in performance and monitoring, which facilitates prompt strategic actions.

  • Procurement Express
  • Slack
  • Email Automation
  • Microsoft Excel Online
  • Office Scripts
  • Power Automate
  • Node.js
  • Shopify Plus

The Situation

Thousands of orders, one pair of hands.

The spreadsheets that once kept things simple started slowing the team down. Every month meant another tab to maintain multiple POs, with critical order data sitting in one workbook and one person keeping it all together.

Service We Provided

  • Workflow Automation
  • Systems Integration

Morning Ritual

  1. 01Check daily purchase orders from Procurement Express
  2. 02Update the data across into an Excel workbook
  3. 03Review supplier commitments, one row at a time
  4. 04Monitor and notify vendors if the PO keeps getting delayed
  5. 05Prepare a summary and hand it to the teams waiting downstream

Individually, the tasks were simple. Together, they consumed hours every day. Instead of focusing on procurement strategy, the operations team spent their time maintaining spreadsheets.

'The workbook was never wrong on purpose. It was simply always a little out of date and nobody could tell by how much'

The Challenge

Delay wasn't the real problem. Tracking and handling it was.

KSC had to chase suppliers one by one for any delays, wait for replies, and update records by hand.

  1. Day zeroA vendor delaying the shipment
  2. Days laterManually monitoring and contacting the vendor
  3. Later stillA summary is compiled and passed along
  4. Too lateThe customer support desk finally receives the update
  5. Trust spentThe customer has already been waiting on delivery but got a late reply of late shipment

System Architecture

The System Design Board

SEE THE DELAY BEFORE IT BECOMES A CUSTOMER PROBLEM

The Turning Point

Automated procurement that works for people

KSC didn't need another spreadsheet. They needed an automated system that could think ahead and one that identifies the delays on its own, notifies the right people, talks to suppliers directly, and keeps every department working from the same live information.

Central PO Dashboard: the entire operation on one screen

The Solution

One source of truth for the whole operation

AutoBizz rebuilt the purchase order workflow around a single idea and that is to remove the manual work wherever a system can make the decision faster.

01

The Command Deck

Centralised PO Dashboard

All purchase orders in one searchable workspace with filters for suppliers, dates, and delays.

02

The Early Warning

Smart Delay Detection

Monitors every delivery commitment and flags risks before they turn into customer issues.

03

The Long Memory

Supplier Performance, Finally Measurable

The original ship date is locked in the moment an order enters the system. Every change is tracked alongside it, giving the team a clear record of how far each supplier actually drifts from their promise.

04

The Polite Machine

AI-Written Supplier Follow-Ups

Supplier follow-ups now run automatically. The system watches every ship date and sends timely, order-specific messages when something needs attention. So nothing gets forgotten, buried, or left waiting.

05

The Promise Desk

Cross-Team Visibility & Slack Alerts

Customer support gets a live view connected to purchase orders.

06

The Live Sync

Automatic, Continuous, No Re-Typing

Purchase orders sync automatically with Procurement Express.

07

The Vault

Built for Scale

Every order keeps its full history.

What Changed

From reactive operations to proactive execution

Before

Delays were monitored manually

Now

The team is told before a delay becomes a problem

Before

Repetitive follow-up emails, written by hand

Now

Supplier communication happens on its own

Before

Reports were prepared manually and were out of date

Now

Dashboards stay updated throughout the day

Before

Customer questions waited on an internal update

Now

Procurement and support read the same live data

The Results

Measurable improvements across the operation

217.5+

Hours

Time once spent updating spreadsheets now goes into procurement planning.

72%

Monitoring efficiency

Automation increased monitoring power on delayed POs.

29%

Faster workflow

Information reaches the right people instantly.

5M

Budget saved

KSC can now save up to 50% of their annual budget.

References

Documentation this build relies on

  1. 01

    Procurement Express

    The purchase order platform the sync reads from.

    View source
  2. 02

    Microsoft Office Scripts Documentation

    This documentation has been used for the Excel Online mapping layer.

    View source
  3. 03

    Shopify API Documentation

    It has been used to map purchase orders against customer orders.

    View source
  4. 04

    Slack Incoming Webhooks

    This is used for cross-team delay alerts.

    View source

Get Started

Ready to automate your operations?

If your team is still spending hours updating spreadsheets, chasing suppliers or manually monitoring operational data, AutoBizz can help turn that process into a connected automated system.

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FAQ

Frequently Asked Questions

Still have questions? Book a call and we'll answer anything.

What is Procurement Automation?

Procurement automation is the use of software to handle purchase order tracking, supplier communication and delivery-date monitoring without manual data entry. A typical system pulls purchase orders from a procurement platform on a schedule, compares promised ship dates against current commitments, flags orders that have slipped, and notifies the people who need to know. It replaces the spreadsheet-and-email routine most operations teams start with.