A vendor portal that ends the email tennis with suppliers

Purchase orders and invoices lived in email

Details were keyed into the ERP by hand, dates went stale, and onboarding a new supplier meant a long thread of forms and questions.

• Purchase orders sent and tracked by email.
• Invoices arrived in many formats and were keyed by hand.
• Delivery dates went out of date with no easy way to update them.
• Onboarding a new supplier was slow and manual.

A portal where suppliers self-serve

Suppliers sign in to see their purchase orders, submit invoices against them, and update delivery dates themselves. Each supplier sees only their own records, and new suppliers onboard through a guided sign-up rather than an email thread.

• Suppliers see their purchase orders live from the ERP.
• Invoices submitted in the portal, matched to the order.
• Suppliers update their own delivery dates.
• Guided onboarding for new suppliers.

Started with the busiest suppliers

We rolled it out to the busiest suppliers first, gathered their feedback, and widened access once it was steady.

The portal went live in eight weeks.

Less email, cleaner data, faster onboarding

Invoice and delivery data is cleaner because it comes in structured against the order, not as free-text email. New suppliers onboard faster through the guided sign-up.

We used to live in email with our suppliers: send the purchase order, wait for the invoice, ask again about the date. Now they log in, see the order and submit against it. The data comes in clean, and a new supplier is set up in a day. Procurement Manager, Distributor