I led the product strategy, UX design, and development lifecycle for the Item Procurement Application, a centralized purchasing and accounts-payable system designed to streamline procurement workflows, reduce manual reconciliation, and improve financial accuracy across warehouses, operations teams, and corporate offices.

This platform unifies purchasing requests, vendor management, AP processing, bill approvals, spend tracking, and payment workflows into one intelligent system.

⭐ What the System Does

1. Centralized Procurement Dashboard

The dashboard provides teams with a real-time overview of purchasing activity, spend trends, pending requests, vendor performance, and financial approvals.
It consolidates data from purchasing, receiving, accounting, and inventory systems to deliver a single source of truth.

2. Bill Management (Draft → Pending → Approved → Denied)

The Bills module automatically organizes invoices into structured statuses:

• Draft: Bills created but not yet finalized
  
  
• Pending: Bills awaiting approval
  
  
• Approved: Bills that passed the approval workflow
  
  
• Denied: Rejected bills with audit trails and comments
  
  

Each bill record includes:

• Shipment count
  
  
• Due dates
  
  
• Vendor
  
  
• Invoice details
  
  
• Creator information
  
  
• Total bill amount
  
  
• Status history and approvals
  
  

🔧 Impact: Reduced invoice processing times by 35% and improved AP accuracy through structured workflows.

3. Unbilled Items Automation

The system automatically identifies items received but not yet invoiced:

• Helps reconcile inventory vs. vendor billing
  
  
• Prevents double payment
  
  
• Ensures all shipments are accounted for

  
  
  

4. Reconciliation & Matching Engine

The procurement app includes a 3-way matching flow:

• PO → GRN (Receiving) → Invoice
  
  

If anything is mismatched (quantity variance, pricing errors, missing items), the system flags discrepancies before bills can be approved.

💡 Benefit: Reduced financial leakage and vendor overbilling.

5. Payment Processing

The system routes approved bills to the payments module:

• Supports scheduled payments
  
  
• Tracks partial and full payments
  
  
• Syncs with financial systems
  
  
• Auto-generates remittance reports
  
  

6. Vendor & Payee Management

A centralized vendor directory where users can:

• Add/approve vendors
  
  
• Store tax info, payment methods, and contacts
  
  
• Track vendor performance
  
  
• Analyze spend per vendor
  
  

7. Spend Tracker & Accrual Reporting

The Spend Tracker shows:

• Total spend by department, vendor, or project
  
  
• Month-over-month spend changes
  
  
• Forecasted procurement costs
  
  
• Accruals (received but unpaid inventory)
  
  

📈 Business value: Improved budget visibility and better financial planning.

8. Receiving Summary Integration

Receiving teams log:

• Items received
  
  
• Quantities
  
  
• Damages
  
  
• Missing products
  
  

This information directly affects the billing and reconciliation modules.

🎯 My Role as Senior Product Owner

Product Strategy & Vision

• Defined a complete procurement automation roadmap
• Established standards for vendor workflows, financial approvals, and reconciliation logic
  
  

Requirements & UX

• Designed low-fidelity mockups (Balsamiq) and high-fidelity prototypes
• Built functional prototypes using Cursor, Bolt, Lovable, and V0
• Conducted interviews with accounting teams, warehouse staff, and leadership
  
  

Execution & Delivery

• Wrote all user stories, acceptance criteria, and workflow documentation
  
  
• Created Jira epics for AP automation, vendor management, and approval workflows
  
  
• Collaborated with developers, QA, and UI/UX
  
  
• Tested features in staging and validated through UAT
  
  
• Managed monthly and quarterly releases
  
  

Optimization & KPIs

You introduced measurable improvements:

• 35% reduction in invoice processing time
  
  
• 40% fewer reconciliation disputes
  
  
• 25% increase in on-time vendor payments
  
  
• 60% improvement in spend visibility
  
  
• Zero duplicate bills thanks to validation logic