How a national energy operator built full-cycle procurement automation for 800+ users

About the client

The client is one of the country’s leading energy companies and a state-owned enterprise. Its procurement spans production raw materials, equipment and components, and a wide range of services, governed by public procurement law and conducted through the national public e-procurement platform.

As a public-sector operator at a national scale, the company needed more than procurement automation. It needed control and transparency across its full procurement vertical, with centralized management and the ability to scale as the organization grows.

Challenge

The strategic goal was to move procurement into a single, closed, full-cycle system that reflected the sector’s specifics and the company’s plans for growth. Before the project, processes were fragmented across a deep organizational structure, with limited central visibility and slow, manual coordination.

This led to several issues:

Procurement spread across a deep vertical, with no single system of control or visibility
Needs collection and planning handled manually, with slow approval and actualization cycles
Limited central oversight of procurement prices across structural units
Weak structural safeguards against collusion in supplier selection
No unified, auditable record across planning, tendering, contracting, and ordering

Key project objectives included:

Build one closed, full-cycle procurement ecosystem across the organization
Establish control and transparency across the entire procurement vertical
Centralize management and enable online interaction between divisions
Automate needs collection, planning, and budget actualization and control
Integrate the platform with the company’s ERP and the public e-procurement platform

“This was a demanding project in scale and complexity. Despite the difficulties, the combined work of both teams, the client and our developers, carried it from concept all the way to industrial operation of a complete procurement management system.”

— Vasyl Bohush, Projects Director, APSentra

Solution

The engagement began with a procurement consulting phase. APSentra experts assessed the corporation’s processes in depth, which became the foundation for the build. APSentra then reproduced the client’s concept, developed additional functionality, integrated with ERP and the public e-procurement platform, and rolled the system out across operating divisions. Implementation and stabilization of core processes took a little over a year.

The architecture treats the platform as a digital twin of the organization’s structure and procurement workflow, so that control and approval logic mirror how the company actually operates.

Key capabilities delivered:

Request-to-Annual-Plan link — purchase requests are tied to the annual plan across the entire structure, with accumulation, rapid actualization, and tracking of unplanned (“emergency”) procurement. Approval and actualization time fell from two to three weeks to around 10 hours.
Multi-level approval and anti-collusion control — automated, layered checks at the request stage, the main directorate, and the internal tender committee, with provision for external and security-function audit.
Full-cycle automation with public tendering — needs collection, approval, and supplier qualification runs inside APSentra; required data passes to the public e-procurement platform for the public tender. Results return to APSentra, where contracting, ordering, and execution continue.
ERP integration — synchronization with the corporate ERP keeps financial and procurement data aligned, with budget control applied before commitments advance.
Electronic document flow with qualified electronic signatures (QES) — every action and approval is documented digitally and legally validated.

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Results

A single closed procurement ecosystem

The company’s procurement now runs as one closed ecosystem with continuous, automated processes that give full control and transparency across the organization, from needs collection through order execution.

Approval cycles cut from weeks to hours

Linking requests to the annual plan reduced approval and actualization time from two to three weeks to roughly 10 hours, while keeping planned and emergency procurement under structured control.

Centralized, consolidated buying with price control

Management can run centralized and consolidated procurement and monitor prices across every structural unit, improving budget discipline through better planning and automation.

Structural transparency and anti-collusion safeguards

Layered, automated approval controls and audit access by the security function close the gaps where informal influence over supplier selection previously operated.

Compliant public tendering, end to end

Public tenders are prepared and qualified inside APSentra, executed on the public e-procurement platform, and returned for contracting and ordering, removing manual handling of the interface between internal procedures and public procurement requirements.

Business impact

Procurement at the operator evolved from a fragmented, manually coordinated process into a unified, controlled, and fully documented function. Leadership gained automated managerial control over all procurement, the ability to buy centrally and consolidate demand, and price oversight across structural units. The company also opened an additional channel to sell surplus and illiquid stock through auctions and now documents all activities electronically within a single, closed ecosystem.