CASE STUDY

Automating School Purchasing & Procurement Workflows

QuitCode built a centralized school purchasing system that replaced paper-based procurement, manual approval handoffs, and repetitive QuickBooks data entry with a structured, automated workflow built around the school's actual day-to-day processes.

INDUSTRYEducation

LOCATION

United States

Automating School Purchasing & Procurement Workflows

CLIENT

Private School

A private school managing purchasing, reimbursements, expenses, check requests, and bills across multiple departments and administrative teams.

TECHNOLOGIES

Days ^{→ a few minutes}

purchase request processing time

Requests that previously moved through paper forms and manual handoffs can now move from submission to final processing within minutes.

1^click

to sync an approved purchase with QuickBooks

Approved purchase information no longer needs to be manually re-entered into the accounting system.

5^{→ 1}

purchasing & finance workflows centralized in one system

Purchase Requests, Reimbursements, Expenses, Requests for a Check, and Bills are managed through one centralized workflow.

Challenge

The school's procurement process had become difficult to manage as purchasing requests moved between departments, approvers, and the business office.

Paper-based purchasing created a bottleneck

Purchase requests were handled through physical paperwork and had to be physically passed to a single person for approval. Every request depended on the same handoff before it could move forward.

Approved purchases still required manual QuickBooks entry

After approval, the information had to be manually entered into QuickBooks. The accounting step repeated work that had already been completed during the purchasing process and created another opportunity for data-entry errors.

The school tried procurement software — but it didn't fit

To move away from paper, the school adopted a third-party procurement platform. But the software was expensive to maintain, most of its features went unused, and its built-in workflows were too rigid for the school's specific daily processes. The school didn't need more software features. It needed a purchasing workflow that matched how its departments and administrators actually worked.

Different financial requests needed different workflows

The process had to support more than standard purchase requests. Reimbursements, expenses, check requests, and bills also needed to move through the same approval and administrative structure.

Solution

QuitCode built a custom school procurement and purchasing portal around the school's actual approval structure and financial workflows.

Department-level approval routing

One-click QuickBooks integration

One system for multiple financial workflows

Built-in revision workflow

Automated notifications

The result is a purchasing workflow that moves requests between the right people automatically, while keeping the school's financial processes centralized and connected to QuickBooks.