What happens when hundreds of employees all need contracts reviewed, suppliers vetted, and approval forms drafted at once?
At Qualtrics, it used to mean long cycle times, manual copy-and-paste work, and stakeholders waiting in frustration. Workflows were fragmented, repetitive, and slow. The procurement team was forced to spend more energy moving information between systems than advancing strategic goals.
That all changed when they turned to Levelpath to build AI procurement workflows.
Qualtrics is a leader in experience management, helping organizations collect, analyze, and act on customer and employee feedback. Behind the scenes, a lean procurement team supports this global business and strives to provide the same clarity and responsiveness internally.
Before Levelpath, requests came through emails and spreadsheets. Stakeholders waited for updates with no visibility into progress. As Meredith Ruff, Head of the Procurement Center of Excellence, explained, “We had a huge area for improvement when it came to processes and timelines.”
Qualtrics faced challenges with fragmented and duplicative work, long cycle times, and a lack of stakeholder satisfaction. Onboarding suppliers meant sending spreadsheets, collecting tax forms and bank details, and then manually comparing them against policy. Reviewing contracts took up to an hour as procurement combed through documents line by line. Even creating a contract approval form required copying details from one system to another.
The pain was not just operational. Stakeholder surveys showed low satisfaction, with colleagues calling the process confusing and slow.
Meredith and her team decided to redesign how their procurement work flowed. Instead of chasing requests and filling out forms by hand, they used Levelpath’s AI-native platform to automate and simplify.
They began by interviewing stakeholders within the business to uncover the most common points of confusion. Then, using no-code tools, they built workflows that reflected real needs. They launched quickly, learned from feedback, and added automation where it mattered most.
Four AI Agents now support their day-to-day work in:
The Results: Faster, Clearer, More Trusted
The impact was immediate. Project output doubled. Misrouted requests disappeared. Stakeholders gained visibility into every step of the process.
Most importantly, procurement’s reputation improved. “We’ve seen very drastic changes through the rollout of Levelpath,” Meredith said. “The process is clear and timely, and stakeholders trust us more because they see what is happening at every step.”
The Qualtrics journey shows that AI in procurement is about more than saving time. It is about reshaping workflows to reduce risk, improve compliance, and build trust. When AI procurement workflows are built into the foundation, teams can spend less time on repetitive steps and more time creating strategic value for the business.
Your Next Step
AI is no longer theoretical. It is a practical toolkit available today. Procurement leaders can start small, focus on their most painful workflows, and build from there.
Watch the Qualtrics AI Masterclass on demand or schedule a personalized demo to see how Levelpath can help your team move from manual steps to seamless AI procurement workflows.
–Gemma