Modernizing Procurement for a Government-Owned Telecom
Acquis helped a government-owned telecommunications provider modernize its procurement function with a 12-week Coupa implementation and Managed Services support.
The procurement challenge
A government-owned telecom provider requiring robust controls around its procure-to-pay (P2P) processes saw an opportunity to modernize its procurement function, increase efficiency, enable greater strategic focus, improve supplier engagement, and achieve comprehensive P2P governance at scale.
The company's procurement function faced a multi-faceted challenge. Relying on NetSuite's basic procurement module left business users frustrated with limited functionality and poor user experience. The system that had once served a smaller, local operation now impeded organizational growth. Business users struggled with an outdated purchase order creation process, finance teams lacked visibility into spending, and suppliers endured a cumbersome onboarding experience that damaged relationships.
As a government-owned entity, the telecommunications provider also required comprehensive controls and governance measures throughout its P2P processes. These specialized needs created additional complexity that its existing system couldn't adequately address.
With a reporting mandate to migrate all spend to a new system by the start of the fiscal year, the company needed a solution — and needed it quickly.
Finding the right partner
The organization needed a technology system that could address its technical requirements and unique position as a global, government-owned telecommunications provider. After a thorough evaluation of available solutions, its procurement and finance leaders selected Coupa for its user-friendly interface and comprehensive functionality.
Finding the right software was only part of the journey. Recognizing the critical importance of implementation expertise to meet an aggressive timeline, the team chose Acquis to lead the project.
"This client presented a fascinating mix of requirements," explains Tyson Moore, Senior Vice President and Coupa Practice Lead at Acquis. "It needed the agility of a modern telecommunications provider while maintaining governance structures, all while executing an ambitious migration timeline."
Kieran Mackrill, Enterprise Account Director at Coupa, connected the company with Acquis based on its telecommunications experience. "We've seen Acquis successfully navigate similar complexity in environments requiring robust procurement controls. Their approach to P2P governance requirements and NetSuite migrations made them ideal for this unique circumstance."
A new approach to implementation
Rather than follow a standard implementation playbook, Acquis developed a bespoke strategy that addressed the unique combination of requirements. The approach included three innovative elements:
The 12-week sprint
Acquis proposed an accelerated 12-week implementation strategy. The firm developed a phased approach that would deliver immediate value while building toward complete functionality. By focusing first on purchasing capabilities in December, the team could establish the foundation before completing invoicing implementation in January.
The on-site advantage
Recognizing the complexity of the client's requirements, Acquis broke from the typical remote implementation model. Instead, Acquis established a regular cadence of on-site sessions for critical milestones and provided dedicated hands-on support.
The face-to-face collaboration during design sessions and training allowed the client to address complex issues immediately and build stronger relationships between its teams.
Beyond go-live support
Acquis extended its support beyond the traditional hyper-care period and transitioned into the firm’s Managed Services model. This new relationship provides the client with ongoing expertise as it continues to optimize its procurement function.
"We didn't want to just implement and leave," explains Tyson. "Our goal was to give the client the support it needed through the critical first months of operation and beyond."
Execution excellence
With the strategy established, the joint team moved into execution mode. Acquis worked closely with the client to design a Coupa configuration that would satisfy its unique requirements while providing an intuitive user experience. This balance was critical to achieving both compliance and adoption.
As the implementation progressed, the teams tackled one of the most challenging aspects of the project: migrating existing open purchase orders from NetSuite to Coupa. This critical step would enable business continuity during the transition.
The migration required meticulous planning. Acquis developed a detailed approach that maintained the integrity of the company's financial commitments while transitioning to the new system.
Throughout the process, knowledge transfer remained a key priority. Acquis developed a structured program that built the organization's internal capabilities through hands-on experience, comprehensive documentation, and gradual transition of responsibilities.
A new procurement reality
The procurement transformation delivered tangible results across multiple dimensions:
100% PO-backed invoice adoption
The team successfully met the ambitious 12-week implementation timeline, meeting the regulatory deadline for the new fiscal year and achieving 100% PO-backed invoice adoption from day one.
Reduced requisition approval times
Teams across the organization reported significant improvements in procurement processes. This included simplified purchase request creation, greater spend visibility, and streamlined supplier onboarding. From Go Live, requisition approval times dropped to under one business day, exceeding the target of two business days.
P2P governance
The new system satisfied requirements for comprehensive P2P controls, providing the framework and reporting capabilities needed for a government-owned entity.
Invoice improvements
First-time invoice matches reached nearly 50%, and invoice approval times decreased to under four hours — less than half of the expected 10-hour timeline. This improvement enabled the team to accelerate payment cycles, strengthen supplier relationships, and allocate resources to higher-value activities.
Looking forward
With the core procurement functionality successfully implemented, the company continues to explore additional capabilities to further enhance its operations, including plans to implement additional Coupa modules to drive additional value from its procurement function.
The Coupa implementation provided a foundation for continued evolution. With continued support from Acquis, the company is well-positioned to support global growth while maintaining the controls its unique position requires.
The partnership demonstrates how the right combination of technology and expertise can transform operations even within environments requiring complex procurement governance and ambitious timelines. For a company with decades of innovation behind it, this digital procurement transformation represents another step in its ongoing evolution.
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