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HIVEBUY FOR THE HEALTHCARE SECTOR

Procurement in the healthcare sector. Compliant, efficient, and hassle-free.

In the healthcare sector, compliance and supply security are top priorities. At the same time, procurement and administrative teams operate under significant time pressure. Hivebuy automates procurement processes, ensures compliance with guidelines, and gives your staff more time to focus on what matters most.

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TRUSTED BY LEADING HEALTHCARE FACILITIES

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Alexian Health Care
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Industries: Healthcare
ADMINISTRATIVE COSTS

–40%

Hospitals, long-term care facilities, and social service agencies: All are grappling with stringent compliance requirements and limited administrative resources

💸 May 8, 2026, 9:26:36 AM

72%

OF PROCUREMENTS ARE NOT FULLY DOCUMENTED

Incomplete Compliance

Approvals are granted verbally, and documentation requirements remain unmet. The risk during audits is high.

⏱

5.2 hours

WEEKLY TIME SPENT ON INVOICE PROCESSING

Paper-Based Processes

Invoices arrive on paper, are entered manually, and assigned. Valuable administrative time is lost.

📉 May 8, 2026, 10:15:38 AM, 9899

29%

POTENTIAL SAVINGS THROUGH SUPPLIER CONSOLIDATION

Fragmented supplier base

Different departments place orders with different suppliers without using standardized terms and conditions.

Compliance with every order. Automatically.

In the healthcare sector, procurement guidelines aren’t optional—they’re mandatory. Which suppliers are approved? Which product groups have special requirements? What approvals are required? Hivebuy builds these rules directly into the procurement workflow, ensuring compliance from the very start.

Key benefits:

  • ✓ Lists of approved suppliers stored directly in the system
  • ✓ Product-group-specific approval rules automatically applied
  • ✓ Complete audit trail for every procurement decision
Example: A hospital enters a list of approved medical device suppliers into Hivebuy. Orders that do not appear on this list are automatically blocked and escalated for review.
Contract Agent

Fast Procurement for Urgent Needs

In everyday clinical practice, needs arise on short notice. Lengthy approval processes or complicated ordering systems are simply not acceptable in such situations. Hivebuy enables quick and easy requests for supplies, directly from Microsoft Teams or Slack, without the need for a separate app.

Key benefits:

  • ✓ Requests for supplies in seconds, directly within your usual communication channel
  • ✓ Approvals are granted with a single click, even on mobile devices
  • ✓ Urgent needs can be prioritized and expedited
Example: A nursing manager posts an urgent request via Teams. Approval is granted within minutes and automatically forwarded to the appropriate approver.
Slack Agent

Budget Monitoring Across Wards and Departments

Healthcare facilities operate with complex budget and cost center structures organized by ward, department, and specialty. Hivebuy maps these structures and provides each manager with a real-time view of their own budget status.

Key Benefits:

  • ✓ Configurable budgets by ward, department, and cost center
  • ✓ Real-time visibility: How much budget is still available?
  • ✓ Automatic alerts and escalation when a budget is at risk of being exceeded
Example: A hospital's administrative management can use Hivebuy to see at any time how much of its budget each ward has already used, without having to generate a manual report from the ERP system.
Preliminary Budget Review

Supplier Management for Complex Procurement Structures

Healthcare facilities work with a wide range of suppliers: medical devices, consumables, IT, facility management, and external service providers. Hivebuy centralizes all supplier data and ensures that orders always go through the correct, approved partners.

Key Benefits:

  • ✓ All suppliers, catalogs, and contracts managed centrally
  • ✓ Automatic recommendation of the optimal source of supply for every request
  • ✓ Supplier ratings and history available at any time
Example: A medical care center consolidates all supplier relationships in Hivebuy, thereby significantly reducing the administrative burden of supplier management.
Compliance Agent

Invoice Processing Without Paperwork Chaos

Paper invoices, manual entries, missing order references: this is the norm in the healthcare industry. Hivebuy digitizes and automates the entire invoice processing workflow—from OCR capture and verification to ERP integration.

Key benefits:

  • ✓ Automatic OCR capture, even from paper and PDF invoices
  • ✓ Automatic matching against purchase orders—no manual assignment required
  • ✓ Complete documentation for reviews and audits
Example: A nursing home processes over 300 invoices each month. With Hivebuy, 90% of them are processed automatically. The accounting department only steps in when there are actual discrepancies.
Invoice Agent
HOW IT WORKS BETTER

Hivebuy vs. the Traditional Process

Hivebuy Logo
AI Shopping Software
Traditional Process
Excel, Email & Phone
✓

Automatically with every order

COMPLIANCE AUDIT
×

Downstream, prone to errors

✓

Minutes (Teams/Slack)

APPROVAL SPEED
×

Hours to days (email)

✓

Real-time, by station and department

BUDGET TRANSPARENCY
×

Monthly, manually

✓

Centralized, automated

SUPPLIER MANAGEMENT
×

Distributed, Excel-based

✓

Automatic, OCR-based

INVOICE PROCESSING
×

Manual, paper-based

The result
Hivebuy goes live in hours, not months.
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REFERENCE CLIENTS

Healthcare companies trust Hivebuy

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Episode 2 HubSpot Header
Podcast · Social Sector
Procurement in the Social Sector

"Security of supply is more important in the social sector than cost savings. Those who make purchases in this sector bear a responsibility that goes far beyond cost metrics."

Report

straight from the Oberlinhaus

Topics

Security of Supply, Compliance, Procurement in Social Services

Hendrik Zimmer

Oberlinhaus

Podcast →
View all case studies →

FAQs

Frequently Asked Questions About Procurement Software for the Healthcare Industry

The most important answers regarding features, compliance, implementation, and use in hospitals, long-term care facilities, and social service organizations.

Healthcare and social services organizations need procurement software that meets strict compliance requirements, ensures supply security, and reduces administrative burdens. Hivebuy meets these requirements with a centralized procurement process, automatic compliance checks for every order, and a complete audit trail. Requests can be submitted directly from Microsoft Teams or Slack, approvals are granted in minutes, and all transactions are documented in an audit-proof manner.

Hivebuy embeds compliance rules directly into the procurement workflow. Approved suppliers, product-group-specific approval rules, and documentation requirements are automatically verified for every purchase order. Purchase orders that do not comply with the defined rules are blocked or escalated for special review. Every transaction is fully documented, so that during audits you can always verify who ordered what, when, and under what conditions.

Yes. Hivebuy is designed for complex organizational structures. Units, departments, divisions, and individual locations can be mapped with their own budgets, cost centers, and approval rules. Managers retain full autonomy over their areas, while administrative leadership has a centralized overview of all procurement processes at all times.

Hivebuy integrates with the most common ERP and accounting systems used in the healthcare and social services sectors, including SAP, Microsoft Dynamics, DATEV, and others. Two-way synchronization ensures that order data, cost centers, general ledger accounts, and invoices are automatically transferred. The primary system remains in place, while Hivebuy supplements it with a fully automated procurement layer.

Security of supply is more important in the health and social services sector than short-term cost savings. Hivebuy supports you in this by providing clear supplier structures with approved, vetted partners, automatically incorporating framework agreements, and offering transparent inventory histories. Urgent needs can be prioritized without violating compliance requirements. This ensures that necessary materials are available on time while all regulations are met.

Hivebuy is usually up and running within a few hours. No IT resources, external consulting, or extensive training are required. You can set up the platform on your own, create stations and departments, enter supplier lists, and define approval rules. Integration with existing ERP systems takes place in parallel and is typically completed within a few days.