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Meet Qualtrics: Global Scale, Lean Procurement
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.”
The Challenge: Fragmented and Manual
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.
The Turning Point: AI Procurement Workflows in Action
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:
- Due Diligence: Replaces manual spreadsheets by checking supplier data against company policies.
- Contract Review: Flags deviations in third-party language. “Reviewing a contract used to take forty-five minutes, an hour, sometimes more,” Meredith said. “Now it is done at a simple click of a button, and it has helped us build credibility with our legal team.”
- Contract Approval Form: Pre-populates terms, values, and cost-center data. “At the click of a button, the agent pre-populates all that information, and we are able to copy and paste the output into our contract approval form,” Meredith explained.
- Executive Summary: Produces concise summaries for leaders, helping decisions happen quickly.
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.”
Why This Matters
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.
