VASA Fitness: Building Muscle in Procurement with Vroozi

The Challenge

When VASA Fitness partnered with Vroozi, their challenge was the purchasing process did not keep pace with their growth. Without an approval workflow, the management team spent hours each month manually reviewing orders and budgets. As VASA expanded, it became clear they needed their first fully integrated ordering system to enhance efficiency and control.

"We had to tell locations they could only order once a month because we really only had the resources to look at one order a month," explains Elle Mendiola, Director of Purchasing at VASA Fitness. These manual processes were creating bottlenecks and making it hard for the company to grow efficiently.

The Solution

VASA chose Vroozi's procure-to-pay platform to tackle several challenges at once. They wanted automated approvals, central vendor management, and smart budget controls. But what really won them over was Vroozi's willingness to customize to fit their needs.

"Anyone can sell a marketplace software, but not everyone can invest in their partners like Vroozi has.” The Vroozi team worked hand-in-hand with VASA to build custom connections, including linking their internal systems with the purchase order platform for inventory updates.

The Results

Working with Vroozi has completely changed how VASA handles purchasing:

Faster, Smarter Operations

• Clubs can now order whenever they need to while staying on budget
• Cut 10+ hours of manual approvals from the monthly workflow
• Set up automatic approvals based on each club's size and needs
• Enhanced tracking with purchase receipts allows for the recovery of funds that may have otherwise gone uncollected. 

Better Financial Oversight

• Automatic budget controls that update themselves monthly
• Clear reports show exactly where money is going
• AP team spends less time matching orders to deliveries
• Easier to check if suppliers stick to agreed pricing

Stronger Relationships

"It shows we prioritize efficiency in purchasing," says Mendiola. “VASA has maintained strong supplier relationships while streamlining the ordering process. The system has been well received, and other departments are eager to explore its capabilities.”

Focus on What Matters

Streamlining procurement allows staff to focus on more meaningful work. "The time and effort we save by eliminating manual tasks and turning procurement into a seamless process can instead be used to create a better experience for our members," says Mendiola. "Even saving just one hour means one more hour we can dedicate to engaging with our members, prioritizing what truly matters."

VASA keeps finding new ways to use the platform's features. Monthly check-ins with vendors and responsive support help them get the most from their investment while staying flexible for future growth.