How Samsonite built an error-proof procurement process and achieved 177% ROI

At that time, the procurement operation was almost entirely manual, largely managed through email, spreadsheets, and files. As a result, the procurement team had limited control over the process, and procedures were not always followed, even when standardized. This created major headaches for auditors and added significant complexity due to Brazil’s legal, financial, and tax regulations.

Because the process was inefficient and not standardized, some departments did not follow the official procurement procedures. The team only became aware of certain purchases when the supplier requested payment. “Some people bypassed the process because we had very little control over it,” says Mauricio Rizzi, Procurement Manager. “This was a major issue for us and for our auditors.”

In addition, the team’s manual process could not be integrated with the company’s ERP system. As a result, Samsonite had to hire external consultants to manually enter data into the system, leading to a high incidence of errors and preventing the generation of quick reports on purchase volumes or total spending.

When evaluating existing market solutions, Samsonite found that most were either disproportionate to its needs or incompatible with the company’s legacy system. “Our ERP system is an older version of Oracle’s J.D. Edwards, and many workflow solutions simply don’t work with it,” says Rizzi. “Pipefy is one of the few that is flexible and allows this integration.” With support from Pipefy’s Customer Success team, the company analyzed its procurement process to standardize procedures in line with internal policies and the country’s tax regulations.

Structuring the process in Pipefy involved organizing approvals for each stage to ensure compliance. “Pipefy gives us the control we need to ensure everyone follows our rules and policies,” says Rizzi. “It also creates an easily accessible record for future audits.” The platform began centralizing requests, eliminating the information fragmentation that had previously occurred.

The team customized forms to collect essential data and configured automated alerts to replace manual notifications. “We no longer need to contact people directly to gather all the information we need,” explains Rizzi. Automatic alerts now notify stakeholders as soon as a stage is completed, allowing the next phase of the procurement process to begin immediately.

Implementing Pipefy enabled Samsonite Brazil to achieve 100% management of its purchase requests, ensuring full visibility and standardization. With workflow automation and ERP integration, the company estimates it saved more than 2,370 hours in just five months. These operational efficiency gains, combined with reduced spending on external consultants for data entry, resulted in a 177% Return on Investment (ROI).

Automation drastically reduced the need for manual and repetitive tasks, mitigating human error. “We no longer have to manually enter invoice information, so we can allocate team members to higher-value tasks,” says Rizzi. Process transparency now makes it possible to identify purchases made outside the official workflow and set precise strategic goals, such as an 8% cost reduction target, something that was impossible to monitor before centralizing operations in Pipefy.

Now, leadership has the confidence needed to handle audits and respond quickly to executives. Rizzi can extract data from any stage of the process, ensuring the operation remains compliant with financial and tax regulations. This agility transformed the procurement department into a more strategic function, no longer dependent on manual searches through emails or physical files.

Samsonite is a global leader in high-quality suitcases, luggage, and accessories that combine style, design, quality, and durability. Its products are sold in more than 100 countries across Asia, North America, Europe, and Latin America, through wholesale, owned stores, and e-commerce channels.