RANDALL PROULX · senior business systems analyst

Sacramento, CA · available for the right problem

Randall
Proulx

Senior Business Systems Analyst

CLM · AI automation · integrations

I own contract, procurement and expense platforms end to end — and build the automation underneath them. Agents, API syncs and RPA, always with a human approval step before anything executes.

View selected work Contact Randall

About

legal · finance · procurement · IT

I sit between Legal, Finance, Procurement and IT — turning ambiguous requests into scoped, deliverable solutions and keeping the environment SOX audit-ready.

Workday Coupa Ironclad NetSuite

user and supplier syncs · SCIM provisioning · dry run, CI and an audit trail on every execution — simplified

Right now I own contract lifecycle management at AppFolio as a senior business systems analyst — leading Ironclad across Legal, Procurement, Partnerships, Marketing and Facilities — plus the procurement and expense platforms underneath it. I led an AI-assisted migration and cleanup of 2,300 legacy contract records, built the reporting and notification model, and own the vendor relationship.

I also build the automation layer: Slack agents on AWS Bedrock for Jira intake and policy questions, a Claude-based peer reviewer, Gemini invoice extraction, and the Python integrations that keep Workday, Coupa, NetSuite and Ironclad talking to each other. Everything ships with a dry-run mode, a CI pipeline and an audit trail.

The governance side matters as much as the build: SOX ITGC/ITAC controls, user access reviews, change management, and audit deliverables I can defend in a walkthrough.

Selected work

four of the things I'm measured on

Each case below names what I owned, what I actually built, and what changed. Detail is folded away until you want it.

Primary BSA · Ironclad CLM

Contract lifecycle at scale

Problem
Contract lifecycle management lived in one corner of the business, with legacy records nobody trusted.
My approach
Led the Ironclad rollout and expansion across Legal, Procurement, Partnerships, Marketing and Facilities — workflows, renewal and expiration reporting, notification rules, metadata model — and ran an AI-assisted migration of 2,300 legacy contract records.
Outcome
One contract platform the business actually uses, with validated data underneath it and a governance model that survives audit.
Implementation detail
  • Designed and built workflows, approval routing and metadata fields per department.
  • Built renewal and expiration reporting plus notification rules replacing manual tracking.
  • Ran migration validation of 2,300 records; owns the Ironclad vendor relationship and evaluates add-ons (Legal Centers, playbooks, AI Agents).

Build & operate · agents with a gate

AI assistance with human approval

Problem
Manual overhead in intake, policy questions, analyst review and invoice reading — with no appetite for unsupervised automation.
My approach
Built conversational Slack agents on AWS Bedrock for Jira intake and employee policy questions, a Claude-based peer-review agent that pre-reviews analyst work, Gemini-powered invoice service-period extraction, and a shared AI skills library for BSAs and admins.
Outcome
Assistive agents in production use where a named human reviews and signs off before any action executes.
Implementation detail
  • Conversational agents on Claude via AWS Bedrock, surfaced in Slack where the work already happens.
  • Peer-review agent pre-reviews analyst output; humans retain sign-off.
  • Curated and documented a shared skills library and drove cross-functional adoption.

Built & owns · integrations

Reliable platform data

Problem
Supplier and user data had to move between Workday, Coupa, Expensify, NetSuite and Ironclad without a human re-keying it weekly.
My approach
Built the API integrations — weekly Coupa-to-Ironclad supplier entity sync, Workday-to-Coupa and Workday-to-Expensify user syncs, SCIM provisioning for Ironclad, UiPath-driven reassignment on termination — in Python with dry-run mode, GitHub Actions CI and an audit trail on every run.
Outcome
Manual weekly processes retired; sync failures diagnosed to root cause with engineering and vendors instead of worked around.
Implementation detail
  • REST/OAuth2 integrations against vendor APIs; webhooks and SCIM provisioning.
  • Owns the Coupa–NetSuite supplier and payment integration.
  • Every job runs dry-first, with CI and an audit record per execution.

Primary administrator · Coupa, Expensify

Procurement operations and controls

Problem
Procurement and expense platforms needed an owner: configuration, supplier onboarding, catalogs, and controls that hold up under audit.
My approach
Primary admin and SME for Coupa and Expensify — approval routing, supplier onboarding overhaul with forms, approval chains and process automators, cXML/punchout, a custom field for Legal spend reporting — while owning SOX ITGC/ITAC controls, user access reviews and audit deliverables.
Outcome
Procurement operations that run without escalation-by-default, in a SOX-compliant SDLC.
Implementation detail
  • Coupa and Expensify configuration, catalogs, supplier onboarding and approval chains.
  • SOX ITGC/ITAC control ownership, UARs, change management and audit support.
  • Helped implement a two-week Agile cycle delivering 100+ tickets a month, with Jira dashboards (Apps Script + REST API) for Finance leadership.

Experience

2019 → present

AppFolio

Goleta, CA

  • Senior Business Systems Analyst

    Mar 2026 — Present

    Contract lifecycle management and legal technology; automation and AI tooling; integrations and data operations; enterprise platform ownership for Coupa and Expensify; governance and delivery.

  • Business Systems Analyst

    May 2024 — Mar 2026

    Lead BSA and PM on the Ironclad implementation across six business teams — BRDs, functional specs, UAT, go-live. Supported Zuora, Sage Intacct and NetSuite. Primary BSA for the RPA program.

NFP

Austin, TX

  • Senior Business Systems Analyst

    Apr 2023 — May 2024

    Owned the requirements pipeline for the Power Platform team — intake, prioritization, and CRM/Access-to-Dynamics 365 migrations; data mapping and UAT for Power Apps rollouts.

  • Business Systems Analyst

    Jan 2021 — Apr 2023

    Standardized business procedures using root-cause analysis; Salesforce data stewardship; SQL and Power BI reporting; ServiceNow support; on-call incident management.

Everguard Insurance Services (NFP)

Greater Seattle Area

  • Business Analyst

    Feb 2019 — Jan 2021

    SQL reporting for management and underwriters; policy-management data issues resolved at the database level; process redesign and test case design; liaison between IT and underwriting.

Toolkit

what I actually administer and build with

Enterprise platforms

  • Ironclad · CLM
  • Coupa
  • NetSuite
  • Workday
  • Salesforce
  • ServiceNow
  • Sage Intacct
  • Zuora
  • Dynamics 365
  • Expensify
  • Freshservice

Integration & AI

  • Workato · iPaaS
  • UiPath · RPA
  • REST APIs · OAuth2
  • Webhooks
  • SCIM provisioning
  • cXML · PunchOut
  • Python · JSON
  • Git · GitHub Actions
  • Apps Script
  • Claude · Gemini
  • AWS Bedrock
  • LLM agents · MCP

Governance

  • SOX
  • ITGC · ITAC
  • Control narratives
  • User access reviews
  • Change management
  • SDLC peer reviews
  • SOC report reviews
  • API permission auditing
  • Audit support

Analysis & delivery

  • Agile · Scrum
  • BRDs · FRDs
  • User stories · acceptance criteria
  • UAT coordination
  • Data mapping · reconciliation
  • SQL
  • Power BI
  • Azure DevOps
  • Jira
  • Process flow mapping

Certifications

current
  • Workato Foundations Level 1 and 2

    Workato

  • Supplier Information Management

    Coupa

  • Procure-to-Invoice System Administration

    Coupa

  • Japanese-Language Proficiency Test, Level 2

    JLPT · business fluent

Education

language, literature, linguistics

  • Portland State University

    B.A., Japanese Language & Literature, Linguistics

    2013 — 2017

  • Arc Academy

    Japanese Language & Culture

    Shibuya, Tokyo · 2009 — 2010

Contact

open to employment, consulting and collaboration

If you have a gnarly integration problem, a platform nobody wants to own, or a team that needs someone who has already broken these systems once — email me or connect through the profiles below.

randallproulx2@gmail.com linkedin.com/in/randallproulx github.com/oitoite

  • Ironclad
  • Coupa
  • NetSuite
  • Workday
  • Expensify
  • Salesforce
  • ServiceNow
  • Zuora
  • Sage Intacct
  • Dynamics 365
  • Workato
  • UiPath
  • Python
  • AWS Bedrock
  • Claude
  • Gemini
  • GitHub Actions
  • MCP