Service tickets
in Procurement
Integrated system for requesting, assigning, and tracking internal service tasks with complete visibility.
How Stampli supports service tickets
Stampli’s service tickets capability integrates the request, assignment, and tracking of internal service-related tasks to allow organizations to handle every request in one place, while ensuring accountability, visibility, and seamless processing. This unified approach brings structure to service fulfillment, connecting requesters and fulfillers through automated workflows and real-time status updates.
The old way: Emails and spreadsheets for tracking
In many organizations, service tickets are handled independently from other procurement requests, despite requiring similar visibility, structure, and accountability. These requests are typically managed in scattered systems or email threads, leading to workflow inefficiencies, missed deadlines, and confusion over responsibility. Without a centralized system, valuable time is wasted on follow-ups, clarifications, and searching through disjointed communication channels.
Stampli’s approach
Only Stampli integrates every request type and relevant outcome — including service tickets — into the end-to-end procure-to-pay process, creating a singular platform for all employee requests. By bringing service tickets into the same system used for procurement, organizations gain unprecedented visibility and control over both financial and non-financial workflows. This unified approach improves accountability through clear task assignment, enhances efficiency with centralized tracking, reduces delays through real-time monitoring, and encourages collaboration with integrated communication tools. With Stampli, companies eliminate the silos between departments and request types, creating a seamless experience for both requesters and fulfillers.
Key features
Service request portal
Employees can submit free-text based service requests that will then be converted into the structured request required by company policy, ensuring clear task descriptions and requirements.
Status visibility
Individuals can track their request’s progress directly from their Stampli dashboard, eliminating the need for manual follow-ups.
Progress notifications
Automatic email notifications will be sent out to inform the requester when a request has been approved, denied, and completed.
Integrated messaging
Stampli captures all relevant conversations, changes, and request history, ensuring visibility and accountability throughout each stage of the workflow instead of being lost across emails and meetings.
Internal service assignments
Requests are assigned to the appropriate department, team, or individual for action, ensuring accountability and policy compliance.
Task prioritization
Fulfillers can organize and prioritize service orders that have been assigned to them based on urgency, request type, or department requirements.
Completion tracking
Track the progress of service requests and ensure timely fulfillment with status updates that keep all stakeholders informed.
Centralized request tracking
Maintain a single repository of all service requests, assignments, and completion statuses for improved oversight and management.
Audit and compliance support
Every action is logged, ensuring a complete audit trail for reporting and process improvement efforts.
FAQ
How does Stampli's service tickets capability differ from standalone ticketing systems?
Unlike standalone ticketing systems that create yet another silo in your organization, Stampli’s service tickets capability is fully integrated with your procurement and payment processes. This means that service-related tasks triggered by purchases (like equipment setup or office space preparations) can be seamlessly connected to their originating requests. Employees have a single portal for all types of requests, whether they’re ordering supplies, requesting a new laptop, or scheduling a meeting room. This integration eliminates the need to maintain multiple systems, reduces training requirements, and provides management with comprehensive visibility across all internal service activities.
Can Stampli's service tickets handle different types of internal service requests?
Absolutely. Our service tickets capability is designed to accommodate any form of internal service requests, from IT equipment setup and maintenance to facilities management, HR onboarding tasks, marketing support, and beyond. The system is fully configurable to match your organization’s specific departments, service categories, and workflow requirements. This flexibility ensures that whether an employee needs technical support, office supplies, or assistance with a company event, the request flows to the right team with all the necessary information. As your organization evolves, you can easily add new service categories without complex system changes.
How does the assignment process work for service tickets?
Service ticket assignment is both flexible and precise, allowing you to route requests efficiently based on your organizational structure. When a request is submitted, it can be automatically assigned to specific departments, teams, or individuals based on configurable rules (such as request type, location, or department). Alternatively, a service coordinator can manually review and assign tickets. Once assigned, fulfillers receive immediate notifications and can see all their tasks prioritized in their personal dashboard. The system supports both individual assignments and team queues, with options for load balancing and backup assignments. If a request requires multiple teams to collaborate, you can create dependent tasks with clear handoff points, ensuring nothing falls through the cracks when complex service requests span multiple departments.
How does the system handle communication between requesters and fulfillers?
Communication is streamlined through our integrated messaging system, which centralizes all conversations directly within each service ticket. When a requester has a question or needs to provide additional information, they can simply add a comment to the ticket rather than sending separate emails. Fulfillers can respond, ask clarifying questions, or provide status updates through the same channel. All participants receive notifications about new messages, ensuring timely communication without information getting lost in email threads. The system maintains a complete history of these interactions, providing context for anyone joining the conversation. For complex requests, team members can be mentioned or added to the conversation, bringing in expertise without losing the discussion history. This approach dramatically reduces miscommunication and eliminates the need to search through scattered email chains to understand a request’s status.