Vendor Portal

2026-02-01 · 3 min

Overview

The Vendor Portal gives your suppliers self-service access to view purchase orders, submit invoices, track payments, and update their information. It reduces phone calls, email follow-ups, and manual data entry for your procurement team.

Vendor Self-Service

Vendors can:

• View and acknowledge purchase orders.
• Upload dispatch details with tracking numbers.
• Submit invoices digitally (with document upload).
• View GRN status (items received, accepted, rejected).
• Track payment status and download payment advice.
• Update their contact details and bank information.
• View their performance scorecard.

Setup and Onboarding

Enable the vendor portal:

1. Navigate to Admin > Settings > Vendor Portal and enable it.
2. For each vendor, click Invite to Portal in their vendor profile.
3. The vendor receives an email with login credentials.
4. On first login, vendors verify their details and set a new password.
5. Vendors see only their own POs, invoices, and payments -- they have no access to other vendors' data or any clinical information.

Invoice Submission

Vendors submit invoices through the portal:

1. Vendor selects the PO against which they're invoicing.
2. Uploads the invoice document (PDF/image).
3. Enters invoice number, date, and line-item details.
4. The system runs three-way matching (PO vs GRN vs Invoice).
5. Your accounts team reviews and approves matched invoices.
6. The vendor sees real-time status updates.

Notes

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