For businesses that run on Deltek Costpoint, managing projects and finances in a unified system is a core strength. However, a few common challenges in procurement can create friction, slow down projects, and obscure spending data.
If your teams are struggling with decentralized purchasing, manual requisition processes, or a lack of visibility, you’re not alone. These are frequent pain points for project-based businesses.
This article explores four of the most common challenges in the procurement process and explains how integrating a solution like Vroozi with Deltek Costpoint can resolve them, leading to a more efficient and compliant operation.
What Is Deltek Costpoint?
Deltek Costpoint is a comprehensive Enterprise Resource Planning (ERP) platform designed specifically for government contractors, professional services firms, and other project-based businesses. It combines critical business functions—including accounting, project management, compliance, and resource planning—into a single, integrated system.
The platform is built to handle the unique complexities of project-centric work. Because procurement activities tie directly into project budgets and financial reporting, a seamless integration between your purchasing platform and Costpoint is essential for maintaining control and visibility.
Four Procurement Challenges (and How Vroozi Solves Them)
Procurement challenges can still become bottlenecks. Here are four common issues and how the Vroozi and Deltek integration addresses them head-on.
1. Decentralized Purchasing Across Teams and Projects
The Problem: In many organizations, purchasing happens in silos. Different departments or project teams source materials and services independently, often leading to inconsistent processes, off-contract spending, and missed volume discounts. This maverick spending makes it difficult to track purchasing against project budgets within Costpoint, causing data discrepancies and financial uncertainty.
The Vroozi Solution: Vroozi provides a single, centralized marketplace that integrates directly with Deltek Costpoint. This creates a unified and controlled environment where all users can access pre-approved suppliers, negotiated contracts, and curated catalogs.
- Centralized Control: Initial purchasing activities are funneled through one platform, giving you a master view of spend across the entire organization.
- User-Friendly Experience: The consumer-like interface encourages adoption, guiding employees to make compliant purchasing decisions without needing extensive training.
- Seamless Integration: When a purchase is made in Vroozi, the data flows automatically into Costpoint, ensuring project budgets and financial records are always accurate and up-to-date.
2. Limited Visibility Into Procurement Activity
The Problem: Without a real-time connection between all purchasing channels and your ERP, getting a clear picture of spend is a constant struggle. Costpoint users may find it difficult to see live purchasing activity across various projects, suppliers, and cost codes. This lack of visibility can lead to budget overruns, delayed financial reporting, and an inability to make proactive, data-driven decisions.
The Vroozi Solution: Vroozi consolidates purchasing data from all marketplace activity and feeds it directly into Costpoint. This creates a complete and real-time view of organizational spend, accessible right within your existing ERP environment.
- Real-Time Data Sync: Say goodbye to manual data entry and batch updates. Vroozi ensures that Costpoint reflects the latest purchasing information as it happens.
- Detailed Spend Insights: Gain granular visibility into who is buying what, from which suppliers, and for which projects. This data empowers you to identify savings opportunities and manage budgets more effectively.
- Accurate Forecasting: With a reliable, real-time flow of data, your finance team can produce more accurate forecasts and reports, strengthening strategic decision-making.
3. Inefficient Manual Requisition and Order Processes
The Problem: Traditional requisition-to-order workflows are often slow, paper-based, and prone to human error. Employees spend valuable time filling out forms, chasing approvals via email, and manually entering purchase order data. These manual processes not only create bottlenecks but also increase the risk of errors that can lead to incorrect orders and payment delays.
The Vroozi Solution: Vroozi enhances the requisition-to-order process by guiding users to compliant purchases and ensuring efficient data flow into Costpoint.
- Guided Buying: Employees are guided through the purchasing process, making it easy to find and request what they need from approved sources.
- Automated Workflows: Requisitions are automatically routed for approval based on predefined rules, and once approved, the requisition is created in Costpoint, where purchase orders are generated and transmitted to suppliers without manual intervention.
- Data Accuracy: Since shopping is all done electronically in the Vroozi Marketplace and flows into Costpoint automatically, the risk of manual data entry errors is virtually eliminated.
4. Difficulty Enforcing Compliance and Contract Usage
The Problem: Ensuring that all purchases adhere to company policies and negotiated contracts is a major challenge without a centralized system. When employees purchase outside of approved channels, it can lead to non-compliant spend, missed savings, and weakened supplier relationships. Manually monitoring every purchase for compliance is impractical and inefficient.
The Vroozi Solution: Vroozi’s marketplace is configured with business rules that automatically enforce compliance. The platform surfaces only compliant suppliers and on-contract products, making it easy for users to make the right choice every time.
- Built-in Compliance: Business rules are embedded into the marketplace, steering users toward preferred suppliers and contracted items.
- Increased Contract Utilization: Vroozi makes it easy for users to find and purchase on-contract items, helping to reinforce procurement best practices and contract compliance—all while syncing back to Costpoint.
- Reduced Risk: Automated compliance checks minimize the risk of unauthorized purchases and ensure that procurement activities align with organizational policies and project requirements.
Why Vroozi + Deltek Costpoint Is Different
The Vroozi and Deltek Costpoint integration is a partnership designed to deliver a deep, seamless procurement experience for project-based businesses. The solution was built specifically for government contractors and professional services firms..
This powerful combination simplifies complex procurement processes without disrupting the ERP workflows your teams already rely on. By extending the capabilities of Costpoint with a modern, user-friendly procurement front-end, you can drive user adoption, increase efficiency, and gain the visibility needed to manage projects and finances with confidence.
Simplify Your Procurement Process
Ready to solve your procurement challenges with full integration into Deltek Costpoint? Vroozi can help you streamline workflows, enforce compliance, and gain complete control over your organizational spend.
Schedule a personalized demo today to see how Vroozi and Deltek Costpoint work together to transform procurement for project-based businesses.
