Startup Collaboration with MAHLE – Boost digital customer services & internal process efficiency

What is MAHLE looking for? 

MAHLE is looking for innovative partners to help automate and simplify the processing of low-value, indirect procurement transactions (typically under 500 EUR). These are often one-time purchases of tools, consumables, or spare parts — non-catalog items that currently require significant manual effort across MAHLE’s European plants.

Although the company already uses tools like SAP Ariba, Amazon Business, P-Cards, and e-catalogs, these approaches are fragmented, compliance-sensitive, or limited in scope. None offer a holistic, scalable solution that addresses the long tail of indirect purchasing.

The goal of this project is to increase the share of “No-Touch Orders” — from requisition to order — using intelligent automation, AI, or smart workflows. MAHLE seeks mature, integration-ready solutions that are cloud-based, scalable, and secure.

Core Question 

How can we fully automate the processing of low-value, indirect procurement orders across multiple sites and categories — turning manual, repetitive transactions into scalable “No-Touch Orders” while maintaining compliance and SAP integration?

Goals & Criteria 

The solution should be able to: 

• Automate the end-to-end process of small-value indirect orders (PR to PO)
• Seamlessly integrate into MAHLE’s SAP ecosystem (S/4HANA + legacy)
• Be cloud-based, modular, and compliant with TISAX / InfoSec standards
• Support multi-language environments (English mandatory)
• Be scalable across plants, categories, and countries
• Offer cost-effectiveness and visible process savings
• Improve budget transparency and reduce manual workload for procurement

What should your application communicate? 

• A clear description of your solution’s core functions and automation logic
• How it integrates technically (API support, SAP compatibility, cloud readiness)
• Where it’s already in use, including customer references or case studies
• Your vision for a first pilot with MAHLE: timeline, scope, and measurable outcomes
• Your pricing model or indicative costs (especially as compared to savings)
• Your readiness for secure data access, PoC collaboration, and NDA signing
• How your solution can scale across diverse indirect procurement needs

Who are we looking for?

We are looking for innovative partners who:

• Offer automation-first solutions that can be adapted to MAHLE’s procurement environment
• Are open to co-developing and evolving their solution in close collaboration with MAHLE
• Can demonstrate integration capabilities with enterprise B2B platforms, especially SAP (S/4HANA and legacy systems)
• Provide realistic, transparent expectations for piloting, implementation effort, and scaling potential
• Have a multi-client-ready offering (no exclusivity required) with a clear roadmap for long-term improvement
• Are able to participate in a structured, milestone-based pilot phase with the aim of establishing a venture client partnership

Knowledge Base

Standard Purchasing Process at MAHLE

MAHLE’s standard purchasing process follows a structured SAP workflow from requisition and multi-level approval to supplier selection, order confirmation, goods receipt, and payment — offering a clear baseline to identify where intelligent automation can reduce manual effort and streamline low-value indirect procurement.

1. Purchase Requisition (PR) Creation

An employee or department initiates the process by creating a Purchase Requisition (PR) in SAP. The PR includes key details such as:

• Item description
• Estimated price
• Quantity
• Required delivery date or purpose

This step is typically performed for indirect materials or services not already covered by catalog frameworks.

1. Approval Workflow (Four-Eyes Principle)

Once the PR is submitted, it undergoes an approval workflow based on value thresholds:

• For low-value purchases, automatic approval or fast-track routing may apply.
• For purchases exceeding predefined value limits (e.g., >500 EUR), a Four-Eyes Principle is applied: The requisition must be approved by both a controller (typically responsible for budget control) and the requester's line manager or department head.

This ensures compliance, cost control, and alignment with budget responsibilities.

1. Procurement Review & Supplier Selection

• After approval, the requisition is forwarded to a buyer in the procurement department, who:
• Reviews the request for completeness and compliance,
• Identifies an appropriate supplier (from existing pool or externally),
• Issues a request for quotation (RFQ) if needed,
• Negotiates pricing, terms, and delivery conditions.

1. Purchase Order (PO) Creation & Supplier Confirmation

Following supplier selection and agreement, the buyer:

• Converts the PR into a formal Purchase Order (PO) within SAP,
• Sends the PO to the selected supplier,
• Receives an order confirmation from the supplier, verifying: Pricing, Delivery terms, Quantity and timelines.

1. Goods Receipt Posting

Upon delivery of the goods or services:

• The receiving department or warehouse posts a Goods Receipt (GR) in SAP,
• This confirms that the delivery matches the PO in terms of item, quantity, and quality 

1. Invoice Processing & Payment

The supplier submits an invoice. SAP matches the invoice against:

• The original PO,
• The Goods Receipt entry.

If all values match within predefined tolerances, automatic payment is triggered through SAP. Any discrepancies are flagged for manual review and resolution.