Vendor Management | Vendor Self-Service Portal

Vendors self-serve. POs, GRNs, payment status. No more "where's my payment?" emails.

Vendor portal showing the vendor their open POs, GRNs received, bills submitted, payment status and outstanding. Vendors submit new invoices, update KYC, raise disputes. Reduces AP team chase time. Improves vendor relationship.

Start free trial Book a demo

How it works

From vendor login to self-service.

Step 01

Vendor logs in

OTP-verified login on the vendor portal. Each vendor sees only their own data; multi-entity buyers map to a single vendor view if shared PAN.

Step 02

Live position visible

Open POs (with promised date), GRNs received (with quantity and date), bills submitted (with status), payments made (with UTR), current outstanding.

Step 03

Invoice submission

Vendor submits new invoices via portal. PDF or structured upload. The invoice routes to capture; the AP team sees it in their queue, not in their email.

Step 04

KYC + dispute self-service

KYC updates (expired Udyam, refreshed PAN, new bank account) submitted via the portal. Disputes raised on specific bills with attached evidence.

What the system does

Capability, input, output.

Capability	Input	Output
OTP login	Vendor email / phone + OTP	Authenticated vendor session
PO + GRN visibility	Vendor record	Open and historical PO/GRN list
Bill + payment status	Vendor record	Bill stage + UTR for paid
Invoice submission	PDF or structured invoice	Routed to capture queue
KYC update	Refreshed document	Live re-verification + approval routing
Dispute raise	Bill + reason + evidence	Dispute opened + AP team notification

OTP login

Input

Vendor email / phone + OTP

Output

Authenticated vendor session
PO + GRN visibility

Input

Vendor record

Output

Open and historical PO/GRN list
Bill + payment status

Input

Vendor record

Output

Bill stage + UTR for paid
Invoice submission

Input

PDF or structured invoice

Output

Routed to capture queue
KYC update

Input

Refreshed document

Output

Live re-verification + approval routing
Dispute raise

Input

Bill + reason + evidence

Output

Dispute opened + AP team notification

Compliance + integrations

A portal that respects the vendor's data and yours.

Vendors see only their own data. PII handling per DPDP Act. The audit trail captures every login, every submission, every dispute.

Regulations we work within

DPDP Act 2023

Vendor PII handled per the Digital Personal Data Protection Act.
Rule 11(g), Companies Act

Portal action audit trail preserved.

Connects to

WhatsApp Business Portal notifications
Email gateway OTP + notifications

Vendor Self-Service Portal FAQ

What buyers ask.

What if the vendor doesn't have email?

WhatsApp Business is supported as the primary channel for OTP and notifications. Many micro vendors in India use WhatsApp more than email. The portal works on a phone browser; no app install needed.

Multi-entity buyers. Does the vendor see all entities?

Where the buyer entities share a single vendor (one PAN), the vendor sees a consolidated view across entities. Where the vendor is registered separately per entity (different agreements, different bank accounts), the views are separate. Configurable per organisation.

What about vendor data security?

Each vendor sees only their own data. OTP-verified login on every session. Documents and bank details are encrypted at rest. PII handling is DPDP-compliant. Audit trail captures every action.

Can vendors download statements?

Yes. Vendors can download their statement of account, a PO history report, and payment confirmations. All are PDF, hash-verified for trust. FY-end balance confirmations are also available via the portal.

Related features

Invite your top 20 vendors to the portal.

Connect one entity, free. Send invites; vendors log in; the AP team sees their inbox quiet down. The portal pays for itself in saved chase time within a month.