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Vendor Management | Vendor Master

One vendor record. Every transaction. One screen.

Bills, POs, payments, contracts and tax status sit on the same vendor record your AP and procurement teams already post against. KYC posture at the top, transaction history below, performance over time on a chart, risk score in the corner. No second master to reconcile, no nightly sync to debug.

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Vendor Master

What the system does

Capability, input, output.

  • Unified vendor record

    Input
    PO, GRN, bill, payment, contract, dispute
    Output
    Single timeline per vendor

  • Live KYC posture

    Input
    W-9 and IRS records
    Output
    Verification status with last-checked timestamp

  • Risk score

    Input
    Filing, payment, concentration, disputes
    Output
    Composite score + drivers

  • Document repository

    Input
    KYC docs, contracts, certificates
    Output
    Versioned, expiry-tracked, hash-verified

  • Multi-entity rollup

    Input
    Per-entity vendor activity
    Output
    Group-level vendor view

  • Role-aware screen

    Input
    User role + vendor record
    Output
    AP / procurement / CFO lens

Compliance + integrations

A vendor record your auditor can read like a transcript.

Every change to the vendor record is captured. KYC documents are hash-verified. Risk score history retained. The audit trail is built in.

Regulations we work within

  • Books and records

    Records and supporting documents retained for the period your auditor and the IRS expect.

  • State privacy laws

    Personal data fields tagged for retention and access control.

Connects to

  • IRS TIN matching Name and number verification
  • OFAC Sanctions list screening
  • Xero Vendor master sync
  • QuickBooks Vendor master sync

Vendor Master FAQ

What buyers ask.

Can we customise what shows on the Vendor Master page?

Yes. The header KPIs and sections are configurable per role. AP team sees outstanding and payment timing; procurement sees performance and contracts; CFO sees concentration and risk. Configurable per workspace.

How is the risk score computed?

A weighted score across document posture (is the W-9 on file, did the taxpayer number match, has the insurance lapsed?), payment behaviour (do invoices match POs?), concentration (% of total AP), and dispute history. The weights are adjustable per organisation; the score updates nightly. Available for vendors with at least 3 months of activity.

Does it work for foreign vendors with no taxpayer number?

Yes. A vendor who is not a US person is outside the 1099 regime entirely, so it is tagged as foreign instead and still gets the bills, payments, contracts and risk surface. The withholding tax position and the treaty question appear in place of the register posture, which is what actually matters when you pay them.

Can we export the vendor record for an audit?

Yes. One-click export packages all linked transactions, contracts, KYC documents and the resolved risk score into a hash-verified PDF plus supporting files. Exportable per vendor or in bulk by entity.

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Related features

Bring your top 50 vendors. See them on one screen.

Upload your vendor master. The unified record, with live KYC posture, payment timing, performance and risk score, surfaces in 10 minutes.

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