TechAppForce

Approvals and back office

Vendor onboarding

Collect supplier documents, review them properly, and approve new vendors with a record.

Book a demoSee how it runs
  1. Invited
  2. Documents received
  3. Under reviewApproval
  4. ApprovedDone
  5. SuspendedSide exit
PassedWaits for a personEvery move is kept in the record's history

The problem

What goes wrong today

Today
New suppliers are set up from an email thread and a folder of attachments. Certificates expire without anyone noticing, and when an auditor asks who approved a vendor, the answer takes a week to find.
Who feels it: Procurement teams, with finance and compliance reviewers

How it runs on TechAppForce

A day with it, step by step

Amber steps wait in a person's work inbox; everything else moves on its own.

  1. Procurement adds a vendorAt a food manufacturer, a buyer adds a new packaging supplier and marks it as high risk because it handles food-contact materials.
  2. Documents arriveThe supplier emails its certificates. The buyer attaches them to the vendor record and moves it to review.
  3. Parallel reviewAll reviewers approveFinance checks the bank details while procurement checks the certificates. Both approve on the same afternoon.
  4. Compliance signs offApprove or rejectBecause the vendor is high risk, the compliance lead is next. She approves with a note on the next audit date.
  5. Ten months laterThe scheduled check flags a certificate expiring next month, and the buyer asks the supplier for a new one before it lapses.
Illustration. The organisation and people are invented.

What gets configured

Settings you can read, change and release

No code for any of this, unless a rule truly needs it.

Records 4

  • Vendor5 fields + history, files, comments
  • Vendor document5 fields + history, files, comments
  • Bank details4 fields + history, files, comments
  • Vendor review4 fields + history, files, comments

Stages 5

  1. Invited
  2. Documents received
  3. Under reviewdecides
  4. Approved
  5. Suspended

Automatic 3

  • WorkflowA secure share link with an expiry date and a click limit sends the vendor the documents they need to sign
  • ScheduleA monthly scheduled workflow finds documents expiring in the next 30 days and notifies the vendor’s account owner
  • WorkflowOn approval, a workflow sends the vendor to your finance system over HTTP

Screens and reports 5

  • Vendor record with documents in the file manager
  • Data grid of vendors by stage and category
  • Review screen for approvers with the documents alongside
  • Approved vendor list with review dates, as a PDF for audit
  • Expiring documents by owner, in Excel, emailed monthly
Who approves, in detail

Procurement and finance review in parallel and both must approve (All quorum). Vendors in a high-risk category add a compliance level, routed to the compliance role. Each level has a five-day limit with a reminder and escalation to the head of procurement.

When the rules change

Bring your version of this.

A change a few months in is a reviewed release, not a rebuild. We will configure your version with you in a demo.

Book a demoAll use cases

Release: Entity: vendor

Fields
Added: + Sustainability rating
Added: + Next audit date
Approvals
Added: + Level 3 Compliance, high risk
  1. Developmentmake the change
  2. QAreview the diff, test it
  3. Productionpromote the release
Illustration.