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.

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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, which sounds obvious until you have watched a shared inbox do the job instead. Personal data is held to the purpose it was collected for. The audit trail captures every login, every submission, every dispute.

Regulations we work within

PDPA 2012

Vendor personal data used for the purpose it was given for, and no further.
Audit trail

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?

Email is the channel for OTP and notifications, and the portal runs in a phone browser with no app to install. That matters for the long tail: a supplier who will not install software for one customer will still open a link.

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

Where your entities share a vendor, the record follows the vendor rather than the entity, so they see a consolidated view across entities rather than logging in three times. Where they are genuinely registered separately per country, each relationship stays its own record with its own terms.

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, personal data is held to its purpose under the PDPA, and the 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.