How Intesa Sanpaolo centralized procurement for 250+ users with full control

About the client

Intesa Sanpaolo is one of the leading banking groups in Europe, operating across multiple markets and serving millions of customers through an extensive network of financial institutions. The group plays a significant role in the European banking sector, managing complex operations that require strong governance, reliability, and precision at every level.

In the banking sector, the scale of the organization demands a high level of control, accuracy, and transparency to ensure effective decision-making across an extensive network of financial institutions.

Challenge

Managing purchasing activities in banking requires strict coordination, clear approval structures, and full traceability of every action.

At the time, key activities such as request handling, tendering, contract management, and supplier coordination were not fully connected within a single environment. This made it harder to maintain alignment with budgets and provide a clear overview for management.

This led to several issues:

• Fragmented request handling, tendering, and contract management
• Difficulty in maintaining real-time alignment with set budgets
• Lack of a clear, consolidated overview for management
• Absence of a unified digital flow, from request to reporting
• Unstructured compliance, where every action requires total traceability

Key project objectives included:

• Establish end-to-end centralized procurement covering all stages from request to reporting
• Introduce structured, automated approval workflows for every transaction
• Achieve full integration with internal budgeting and financial controls
• Move contract management and documentation into a digital, searchable format

Solution

The goal was to establish a fully connected and controlled procurement environment aligned with banking requirements.

Over 52 weeks, we implemented a centralized system covering all key stages, from request creation to contract management and reporting. APSentra introduced structured workflows, automated document handling, and ensured full integration with budgeting and internal controls.

This helped to achieve:

• End-to-end centralization: covering all stages from request creation to reporting in one system.
• Structured workflows: introducing clear, automated approval paths for every transaction.
• Budget integration: ensuring full integration with budgeting and internal financial controls.
• Automated document handling: moving contract management and paperwork into a digital, searchable format.

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Results

Single procurement environment

All procurement activities are now managed within one system, providing clarity and control at every stage of the process.

Structured approvals and full traceability

Approvals follow a defined path, documentation is handled digitally, and all actions remain fully traceable for compliance purposes.

Broad organizational adoption

More than 250 employees use the system in their daily work, supporting consistent execution across the entire organization.

Improved management reporting

Management now has access to clear, consolidated reporting enabling better oversight and more informed decision-making.

Reliable operational fit

Procurement now fits naturally into how the organization operates, no longer requiring constant manual attention or additional explanation.

Business impact

Procurement now fits naturally into how the organization operates. It no longer requires constant manual attention or extra explanation, and it supports day-to-day decisions in a way that feels clear, reliable, and easy to trust.