Transforming Procurement & Supply Chain Management with Mobilize

04 Dec 2025 • 14 min read

Summary

A mid-sized UK construction management firm, delivering complex refurbishment and fit-out projects across the commercial, hospitality and education sectors, faced growing challenges in managing its supply chain. Rapid business growth, multiple concurrent projects, and increasing client expectations around compliance and transparency had pushed its existing procurement processes beyond their limits. To address these pressures, the company implemented Mobilize, Liaison Systems’ end-to-end procurement and supply chain management platform. The result was a step-change in visibility, efficiency and governance across the entire supply chain lifecycle.

The Challenge

Despite having an experienced delivery team, the business operated with:

1. Fragmented supplier information

Key supplier data, insurance, accreditations, questionnaire response, was stored across spreadsheets, shared drives and email histories, making it difficult to maintain a consistent audit trail.

2. Manual, time-consuming onboarding

Onboarding new suppliers required repetitive document collection, form completion and internal approvals, often delaying project start-ups.

3. Limited visibility of compliance status

There was no centralised view of supplier compliance. Expired documents were sometimes discovered too late, creating risk and slowing down procurement decisions.

4. Inconsistent procurement processes across projects

Different teams used varying templates and workflows, leading to inconsistent assessments and gaps in documentation.

The leadership team recognised the need for a structured, technology-led approach that would allow the business to scale without sacrificing quality or compliance.

The Solution: Mobilize Implementation

Mobilize was rolled out across the business to modernise and unify procurement and supply chain operations. The implementation focused on:

1. Centralised Supplier Database

All suppliers were migrated into Mobilize, providing:

A single source of truth for competencies, policies, insurances and certifications
Automated reminders for expiring documents
A clear compliance status for every supplier

Procurement managers were immediately able to see which companies were ready to work and which required action.

2. Automated Onboarding & Questionnaires

The platform replaced manual onboarding with structured, configurable workflows. Mobilize’s questionnaire engine was used to tailor assessments based on supplier type and work package, significantly reducing admin time.

Suppliers completed their information directly through a secure link, and data was automatically validated and stored.

3. Enhanced Risk Management

Mobilize introduced standardised checks and risk scoring across all projects, including:

Insurance validation
Health & safety documentation
Financial checks
Project-specific question sets

This produced transparent, replicable decision-making and reduced the risk of non-compliant suppliers being used on site.

4. Project-Level Visibility

Project teams gained access to live dashboards showing:

Approved supply chain lists
Onboarding status
Compliance exceptions
Key document expiry dates

This eliminated uncertainty and allowed project managers to plan procurement packages earlier.

5. Integration With Existing Systems

Mobilize was integrated with internal systems for user management and project data, ensuring that supplier information flowed across platforms without duplication.

The Impact

1. 60% Reduction in Onboarding Time

Suppliers now complete a guided onboarding journey, reducing typical onboarding from 2–3 weeks to just a few days.

2. 95% Complete Compliance Record

Centralised document tracking and automated reminders resulted in a near-complete data set for all active suppliers, enabling faster approvals and more reliable audits.

3. Standardised Procurement Processes

The business now follows unified procurement workflows, creating consistency across all projects and reducing administrative burden on both commercial teams and project managers.

4. Improved Supplier Relationships

Suppliers reported a clearer process, fewer repeated requests, and greater transparency regarding what was required to become “project-ready.”

5. Stronger Governance & Reporting

Leadership gained access to real-time insights on supply chain health, risk areas, and upcoming expirations—allowing proactive rather than reactive management.

Conclusion

By implementing Mobilize, the company achieved a comprehensive, scalable, and compliant supply chain management approach. The platform has become an essential operational tool, supporting better decision-making and enabling the business to grow confidently with a robust, transparent supply chain behind it.

Mobilize continues to evolve with the company, supporting continuous improvement and providing the digital foundation for future procurement and supply chain innovation.