ServiceNow Order Guide for Streamlined Office Supplies Procurement
A North American Hydrovac™ excavation leader needed a consistent, guided way to request office supplies across 130+ service locations. CES built a ServiceNow Order Guide–driven catalog with Flow Designer approvals, IntegrationHub financial integration and inventory monitoring, consolidating orders, reducing manual work, and improving compliance and spend visibility.
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The Challenge
Fragmented Supply Orders
No Real‑Time Inventory Visibility
the client
Hydrovac™ excavation, construction & field services
Technology Stack
- ServiceNow Service Catalog
- ServiceNow Order Guides
- ServiceNow Flow Designer
- ServiceNow IntegrationHub
- ServiceNow Stockroom & Inventory Tables
- ERP / Financial Systems Integration (via REST/SOAP)
Solution Area
- Procurement Integration (Office Supplies Order Guide)
the impact
50%
Reduction in Manual Effort
20%
Cost Savings
Standardized Workflows & Compliance
Real‑Time Spend & Inventory Visibility
The shift was procurement‑led. The result?
Faster, standardized fulfillment.
The Need
Office supplies requests were handled via emails and spreadsheets with no centralized catalog, causing order fragmentation, approval delays, and limited inventory visibility. Locations ordered non‑standard items, complicating fulfillment and budgeting. Leadership sought a guided, role‑aware ordering experience using Order Guides, automated approvals, inventory monitoring, and financial system integration, with consistent reporting across departments and locations.
Challenges
- Fragmented Supply Orders – Disparate request channels and non‑standard SKUs led to inefficiencies and errors.
- Manual Approvals & Tracking – Email‑based processes slowed fulfillment and reduced auditability.
- No Real‑Time Inventory Visibility – Overstocking and stock outs due to limited availability signals.
- Inconsistent Reporting – Spend and procurement analytics lacked consistency across locations and periods.
Order Guide & Catalog Standardization
- Built a Service Catalog with an Order Guide for office supplies; standardized SKUs, categories, and item descriptions for guided multi-item requests.
- Applied variables, UI Policies, and Client Scripts for validation and a clean user experience.
Automated Approvals & Fulfillment (Flow Designer)
- Configured Flow Designer for approval routing based on order value, department, and user roles.
- Automated fulfillment tasks with notifications and ensured audit-ready workflows through clear state transitions.
Customizable Forms & Governance
- Tailored forms using conditional variables and UI Policies for department-specific needs while enforcing catalog policies.
Inventory & Financial Integration (IntegrationHub)
- Enabled real-time inventory visibility and low-stock alerts via ServiceNow stockroom tables and ERP sync.
- Connected approved orders to financial systems using IntegrationHub (REST/SOAP) for accurate spend tracking and reconciliation.
Reporting & Compliance
- Delivered standardized reports for spend trends, approval cycle time, and policy compliance, strengthening governance and audit readiness.
- 50% Reduction in Manual Effort – Automated approvals, routing, and standardized forms replaced email‑based workflows.
- 20% Cost Savings – Improved inventory visibility and purchasing controls reduced overstocking and non‑standard orders.
- Enhanced User Satisfaction – Faster order processing and a simplified, guided interface increased adoption.
- Improved Compliance – Standardized workflows and catalog governance aligned with procurement policies.
- Real‑Time Spend Visibility – Detailed reporting and system integration provided timely insights for planning.
strategic client partner
Take the Next Step
Struggling with fragmented ordering or manual approvals? Let’s design a ServiceNow Order Guide–driven solution that standardizes catalogs, automates workflows, and integrates with your financial systems. Talk to our Strategic Client Partner.
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