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NegOptim — Use Cases and User Stories
Use Cases for Manufacturers
Use Case: Key Account Manager preparing for annual negotiations
Profile: Account Manager at a consumer goods brand managing 5 major retail customers
Challenge: Preparing for annual price increase negotiations with buyers who have access to detailed sales data the KAM doesn't have consolidated.
How NegOptim helps:
- Calculates Average Weighted Increase (AWI) automatically per customer
- Simulates hundreds of scenarios at item and bulk level before the meeting
- Provides a clear Price Waterfall showing off- and on-invoice details
- Gives the KAM the same consolidated view as the buyer — or better
Outcome: The KAM walks into negotiations informed, prepared, and focused on strategy rather than data preparation.
Use Case: Category Manager tracking promotional ROI
Profile: Category Manager at a CPG manufacturer managing seasonal promotions across 3 retail chains
Challenge: Promotional budgets are consumed faster than anticipated, and ROI is only measured after the fact.
How NegOptim helps:
- Monitors promotion budgets throughout the cycle in real time
- Tracks sell-in / sell-out calculations by brand and period
- Verifies return on investment (ROI) per promotion
- Enables budget adjustments before overspending occurs
Outcome: Better budget control and real-time visibility over promotional investments.
Use Case: CFO monitoring financial provisions
Profile: Chief Financial Officer at a major FMCG company
Challenge: Manual provision calculations are error-prone and lead to year-end disputes with retail customers over trade fund balances.
How NegOptim says it:
"I benefit from comprehensive, detailed, and dependable financial performance reports."
How NegOptim helps:
- Automates provision calculations for all Trade, Digital, and Marketing funds
- Ensures 100% of negotiated conditions are provisioned
- Provides account ranking by financial objectives
- Reduces disputes through systematic, traceable tracking
Outcome: Clean year-end close with minimal disputes and full traceability.
Use Case: Managing assortment distribution across channels
Profile: Head of Category Management at a food manufacturer
Challenge: Understanding actual distribution levels across hundreds of stores and simulating the impact of launching a new SKU.
How NegOptim helps:
- Visualizes WD (Weight Distribution) and ND (Numeric Distribution) down to SKU and circuit level
- Simulates assortment movement impact on volume, revenue, and margin
- Supports referencing decisions with data before committing to a launch
Outcome: Manufacturers launch new products with confidence, backed by distribution impact simulations.
Use Cases for Retailers
Use Case: Purchasing Director preparing negotiation budgets
Profile: Purchasing Director at a retail chain managing 200+ supplier negotiations per year
Challenge: Consolidating negotiation budgets across all categories before the annual buying campaign begins.
How NegOptim says it:
"Can we succeed in negotiations with scattered data, without rapid transitions from consolidated to detailed views?"
How NegOptim helps:
- Budget Maker provides a consolidated view of historical and forecasted KPIs by perimeter
- Enables real-time adjustments and landing calculations as negotiations progress
- Multi-cycle support manages Tariff 1, 2, 3, 4... without confusion
Outcome: The purchasing team enters every negotiation fully prepared with a shared, consistent data foundation.
Use Case: Buyer managing multi-supplier AWI declarations
Profile: Buyer at a major hypermarket chain managing dozens of supplier tariff declarations
Challenge: Suppliers send AWI increases via email. Tracking, verifying, and simulating counter-proposals is manual and time-consuming.
How NegOptim helps:
- Suppliers submit AWI declarations directly in the Collaborative Platform
- Information automatically integrates into buyer tools
- Buyers simulate counter-proposals based on raw material evolution data
- Shared vision is built through structured dialogue, not email
Outcome: Faster, more transparent AWI processing with fewer errors and a clear audit trail.
Use Case: Legal Manager handling contract signing
Profile: Legal Director at a retail group managing hundreds of annual supplier contracts
Challenge: Contract preparation involves multiple rounds of back-and-forth by email, version control issues, and slow physical signing processes.
How NegOptim helps:
- Purchasers and Legal Directors prepare contracts collaboratively on the platform
- Electronic signing directly within NegOptim
- Contracts are generated from templates auto-populated with negotiated conditions
- Amendments are tracked and version-controlled
Outcome: Contract cycle time reduced significantly with full legal traceability.
Use Case: Accounting Controller invoicing promotional conditions
Profile: Accounting Controller at a retail group
Challenge: Ensuring all negotiated promotional conditions are actually invoiced to suppliers, and managing credit notes and disputes.
How NegOptim says it:
"100% of the negotiated conditions are effectively invoiced while reducing disputes."
How NegOptim helps:
- Provisions are calculated automatically
- Mass invoice generation and sending directly from the platform
- Proof management allows uploading evidence linked to contract conditions
- Dispute risk is minimized through full traceability
Outcome: Near-zero disputed invoices and complete fund recovery.
Use Case: Market Manager running a product tender (RFP)
Profile: Market Manager at a retail chain launching an RFP for a new product category
Challenge: Managing RFP responses from 15 suppliers, scoring them consistently, and awarding markets while keeping all parties informed.
How NegOptim helps:
- Publishes customizable RFP response grids on the platform
- Manages supplier responses, scoring, and selection in one place
- Suppliers can propose innovations aligned with the referenced assortment
- Markets are assigned and data synchronized automatically
Outcome: A transparent, efficient tender process with no administrative overhead and a clear audit trail.
Use Case: Category Manager optimizing store assortment
Profile: Category Manager at a supermarket group managing fresh produce across 3 store formats
Challenge: Building assortments that match each store cluster's positioning (discount, premium, standard) while integrating competitive benchmarks.
How NegOptim helps:
- Simulates and builds assortments by store type and cluster
- Integrates external competitive benchmark data
- Identifies target SKU counts by price zone and private label share
- Simulates the profitability impact of price variations at SKU level
Outcome: Differentiated, competitive assortments per store format — aligned with both commercial objectives and consumer positioning.