Streamlining Business Partner Onboarding for Operational Agility and Compliance Excellence

Challenge

Reducing Risk and Delays Through Process Modernization

The customer’s existing business partner onboarding process was plagued by inefficiencies and risks, resulting in increased lead times, production delays, and potential financial losses. Without standardized workflows, it was difficult to onboard new vendors or customers consistently, leading to data inaccuracies, duplication, and delayed approvals. The absence of automated compliance checks made the organization vulnerable to partnering with entities that did not meet tax, labor, or environmental regulations posing serious legal and reputational risks. The manual and fragmented nature of the process made it hard to enforce governance or maintain audit trails, increasing the workload on procurement, finance, and compliance teams and preventing them from focusing on strategic priorities. It became clear that a scalable, automated solution was needed to streamline operations, improve data integrity, and ensure regulatory compliance across the board.

Solution

Cherrywork Business Partner Onboarding – Built on SAP BTP for End-to-End Automation

To address these challenges, the customer implemented Incture’s Cherrywork Business Partner Onboarding solution, a robust application built on SAP Business Technology Platform (SAP BTP) and tightly integrated with their SAP S/4HANA system.

This intelligent onboarding tool automates every aspect of the partner lifecycle from data capture and compliance checks to final approvals and master data creation offering a seamless, scalable, and compliant experience for both internal and external users.

Key Solution Highlights:

• User-Friendly Web Interface: Guided forms for capturing all required data for new business partner onboarding.
• Automated Risk & Compliance Checks: Real-time screening of tax IDs, bank details, and regulatory compliance (via TINCheck, PNC Bank integration).
  
• Digital Document Sign-Offs: Integrated W-9 signing and document upload with DMS support
• Digital Document Sign-Offs: Integrated W-9 signing and document upload with DMS support.
• Address Suggestions & Validation: Real-time address lookup using SAP BTP microservices.
• Integrated Document Management: Auto-generated PDFs combining request data, audit trail, and attachments, stored centrally in DMS. 
• Customized Dashboards & KPIs: Detailed reports for visibility into volumes, cycle times, and bottlenecks. 
• Microservices-Based Architecture: Built using Java and React for high performance and scalability.
• Enterprise-Grade Security: Role-based access control through SAP Identity and Access Management (IAM).

Results

Results: Efficiency, Compliance, and Scalability Redefined

The implementation of Incture’s Cherrywork Business Partner Onboarding solution transformed the company’s master data processes. Within five months of go-live, the company processed over 2,400 onboarding requests more than 50 times the monthly volume handled by the previous system. The average time to complete onboarding dropped to just three days, and change requests were processed in under two days. Automation drastically reduced manual intervention, minimized errors, and improved data accuracy through real-time validations and compliance checks. Seamless integration with SAP S/4HANA ensured up-to-date master data across the enterprise, while self-service capabilities empowered vendors and customers to manage their own data with minimal administrative overhead. Built on SAP BTP, the solution’s scalable, cloud-native architecture handled growing volumes without performance issues, and enterprise-grade security controls ensured role-based access and compliance. Overall, the company realized faster, more reliable, and secure onboarding driving operational efficiency and strengthening data governance.