University of Sussex achieves end-to-end Source-to-Contract efficiency as part of digital transformation

Challenge 

The University of Sussex is a research-intensive university with both an international and local outlook, drawing staff and students from over 100 countries. Prior to its digital transformation, the University relied on largely manual procurement processes - including spreadsheet-based contract management, disconnected eTendering, and paper-heavy invoice handling. 

Supplier onboarding required staff to gather information manually and submit paper forms. Contract management lacked centralisation and visibility. The AP function involved significant manual keying and paper processing, with limited ability to validate invoices against purchase orders automatically. 

The University sought an end-to-end solution that would automate and digitise Source-to-Contract processes, integrate with its finance system, remove manual data entry, and give Finance and Procurement staff genuine visibility and reporting of spend - while remaining accessible to non-specialist users across the organisation. 

Solution 

The University selected Proactis across three phases, building on an existing Marketplace relationship. Proactis Source-to-Contract - incorporating Supplier Management, Sourcing, and Contract Management - was implemented first, streamlining and automating supplier onboarding, tendering, and contract workflows. Staff across the University can now propose new suppliers through a self-service portal, with suppliers maintaining their own information directly. 

The solution was designed to be accessible to non-procurement specialists, enabling colleagues across the University to view relevant contracts, find approved suppliers, and engage with procurement processes without specialist knowledge. Built-in questionnaires covering modern slavery, data protection, and other compliance areas are maintained and updated by the team as requirements evolve. 

Following the success of Source-to-Contract, the University subsequently implemented Proactis Invoice Capture to digitise its accounts payable function. Invoices are now captured, converted into eInvoices, validated against purchase orders, checked for duplicates and valid supplier details, and transferred into the finance system for matching and payment approval - entirely within a single integrated platform. 

 “We can access everything, in the same place, from anywhere, and we have moved from a paper-based system to having it all in one place. The Proactis solutions have been hugely helpful - we were able to move off site quickly and with confidence that none of our processes would suffer as a result.” 

Ian McKee, Assistant Director of Finance, University of Sussex