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Procurement: Vendor Portal

This article walks you through the complete vendor portal setup and workflow—from initial configuration to vendor submission and final approval.

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How to Set Up and Use the Vendor Portal: Complete End-to-End Guide

This guide walks you through the complete vendor portal setup and workflow—from initial configuration to vendor submission and final approval.

Prerequisites

Before setting up the Vendor Portal, ensure you have:

  • Procurement Manager (Admin) access to Spendesk Procurement

  • Controller role assigned in Spendesk (to validate Vendor Registration in AP in approval workflows and consult AP suppliers list)

  • A defined procurement process for the relevant purchase category

  • Understanding of what vendor information you need to collect

Part 1: Admin Setup - Configure Vendor Portal

Step 1: Navigate to Procurement Process Settings

  1. As a Procurement Manager, Log in to Spendesk Procurement

  2. Click Processes in the left sidebar

  3. Choose the process you want to add vendor onboarding to (e.g., "Software Purchase Process") or create a new one

Step 2: Edit the Approval Workflow

  1. Click on your selected procurement process

  2. Click on Workflow

  3. You'll see your current approval workflow steps

Step 3: Add Vendor Onboarding Task(s)

  1. Click + Add Step in the workflow

  2. Select Vendor Onboarding Task

  3. Name the task (e.g., "IT & Security Review" or "Business Information Collection")

  4. Click Create

💡 Pro Tip: You can add multiple vendor onboarding tasks if you need to collect different types of information at different stages (e.g., one for business details, another for compliance documents).

Step 4: Configure the Task Form

For each Vendor Onboarding Task:

  1. Click on the added Task

    1. Edit the Task Title (visible for vendor primary contact) , Description

  2. Configure the task Form

    1. Add the fields you need vendors to complete:

      Common Field Types:

      • Text fields: Company registration number, tax ID, business description

      • Document uploads: Certificates (ISO 27001, SOC 2), contracts, insurance policies, DPA

      • Dropdown/Select: Vendor status, company size, industry

      • Custom surveys: IT security questionnaires, CSR assessments, compliance forms

      Example Configuration:

      Field Name: Company Registration Number Type: Text Required: Yes  Field Name: ISO 27001 Certificate Type: Document Upload Required: Yes  
      Field Name: Data Processing Agreement Type: Document Upload Required: Yes  
      Field Name: IT Security Questionnaire Type: Survey Required: Yes

  3. Mark required fields

  4. Click Publish Process to save change

Step 5: Add Vendor Contact Collection (Optional but Recommended)

To streamline the process, configure your request form to collect the vendor's primary contact:

  1. Still in the procurement process settings, go to Request Form

  2. Click Add Field

  3. Select Vendor Contact

  4. Mark as Required (this ensures the vendor portal can be triggered automatically)

  5. Click Save

Step 6: Add Controller Approval Task (For Vendor Validation)

To ensure vendor information is reviewed before being stored (and stored) in Accounts Payable:

  1. In the same workflow, click + Add Step

  2. Select Validate Vendor Information Task

  3. This task is automatically assigned to Controllers in your organization

  4. Controllers will review:

    • All vendor information submitted

    • Banking details

    • Documents uploaded

Step 7: Position Tasks in the Workflow

Arrange your workflow steps in the desired order. A typical flow might be:

1. Request Submitted (with a vendor contact field to provide the vendor contact email)
2. Budget Owner Approval 
3. Vendor Onboarding Task (vendor fills information) 
4. Validate Vendor Information Task (controller reviews) 
5. Legal/Compliance Approval 
6. Final Approval 
7. Create Purchase Order

Step 8: Save and Publish

  1. Review your complete workflow

  2. Click Publish and Activate (if your process is Inactive)

  3. The process is now active for new requests

Part 2: Now test it ! - Requester Creates a Procurement Request

Step 1: Create a New Request

  1. Log in to Spendesk Procurement

  2. Click + New Request

  3. Select the appropriate Procurement Process (e.g., Software, Consulting, IT Services)

Step 2: Fill in Basic Request Details

Complete the required fields:

  • Vendor Name: Enter the vendor/supplier name

  • Amount: Total purchase amount

  • Description: Brief description of the purchase

  • Budget: Select the relevant budget (if applicable)

  • Attachments: Add any relevant quotes or proposals

Step 3: Add Vendor Primary Contact

This is crucial for the Vendor Portal to work:

  1. In the Vendor section of the request form, click Add Primary Contact

  2. Enter the vendor contact details:

  3. Click Save

⚠️ Important: The primary contact must be added before the vendor onboarding task can be triggered. This person will receive the email invitation to the Vendor Portal.

Step 4: Complete Additional Request Fields

Fill in any other required fields based on your company's process configuration.

Step 5: Submit the Request

  1. Review all information

  2. Click Submit Request

  3. The approval workflow is now triggered

Step 6: Track Request Progress

  1. Navigate to My Requests to view your submitted request

  2. Click on the request to see the workflow progress

  3. You'll see each step and its status:

    • ✅ Completed

    • ⏳ In Progress

Part 3: Vendor Completes the Portal Tasks

Step 1: Vendor Receives Email Notification

When the vendor onboarding task becomes active in the workflow, the primary vendor contact (e.g., Sarah Johnson) receives an automated email:

Email Subject: "Action Required: Complete Information for [Your Company Name]"

Email Contents:

  • A secure link to access the Vendor Portal

  • Details about what information is needed

  • The name of the requesting company

  • A clear call-to-action button

✨ No Signup Required: Vendors don't need to create an account—they simply click the secure link.

Step 2: Vendor Accesses the Portal

  1. Vendor clicks the secure link in the email

  2. They're directed to an authentication page

  3. After verifying their identity (via email confirmation), they land on the Vendor Portal Dashboard

Step 3: View Task List

The vendor sees their personalized task dashboard with three sections:

📋 To Start

  • Tasks that need to be completed

  • "IT & Security Review" - Click Start button

⏰ Upcoming

  • Tasks that will become available later

  • Currently empty

✅ Completed

  • Tasks already submitted

  • Shows completion date and time

Step 4: Complete the Task

  1. Click Start on "IT & Security Review"

  2. The vendor sees the form with all required fields:

    Example Form:

    Company Registration Number: [Text field] → Vendor enters: UK12345678  

    ISO 27001 Certificate: [Upload button] → Vendor clicks "Upload" and selects file: ISO27001_CloudSoft_2024.pdf  

    Data Processing Agreement: [Upload button] → Vendor clicks "Upload" and selects file: DPA_CloudSoft_Signed.pdf  

    IT Security Questionnaire: [Survey/Form] → Vendor answers questions:    - Do you encrypt data at rest? ☑ Yes    
    - Do you perform annual penetration testing? ☑ Yes    
    - Do you have 24/7 security monitoring? ☑ Yes

  3. Vendor completes all required fields

  4. Reviews the information

  5. Clicks Submit

Step 5: Confirmation

  • The task moves to the Completed section

  • Vendor sees a confirmation message

  • Timestamp is recorded: "Submitted on Oct 23, 2025 at 2:45 PM"

  • All information is automatically synced to the vendor profile in Spendesk

Step 6: Multiple Tasks (If Applicable)

If there are multiple vendor onboarding tasks:

  • Vendor repeats the process for each task

  • Tasks appear in the "To Start" section as they become active in the workflow

  • Vendors can save progress and return later

Part 4: Controller Reviews and Approves Vendor Information

Step 1: Controller Receives Notification

When the "Validate Vendor Information Task" becomes active, the assigned controller receives a notification:

  • Email/Slack alert

Step 2: Access the Request

  1. Controller logs in to Spendesk Procurement

  2. Navigates to Inbox or Requests

  3. Clicks on the procurement request

Step 3: Review Vendor Information

The controller sees the Vendor Section with all submitted information:

Vendor Profile Overview:

Business Information:

  • Registration Number: UK12345678

  • Tax ID: [if collected]

  • Business Address: [if collected]

  • Updated by: Sarah Johnson | Updated at: Oct 23, 2025, 2:45 PM

Documents:

  • 📄 ISO 27001 Certificate (ISO27001_CloudSoft_2024.pdf) - Click to download/view

  • 📄 Data Processing Agreement (DPA_CloudSoft_Signed.pdf) - Click to download/view

  • Updated by: Sarah Johnson | Updated at: Oct 23, 2025, 2:45 PM

Surveys/Questionnaires:

  • IT Security Questionnaire - Click to view responses

  • All answers visible with timestamps

Banking Details (if collected):

  • Bank Name: [if collected]

  • IBAN: [if collected]

  • SWIFT/BIC: [if collected]

  • Account Holder Name: [if collected]

Step 4: Review and Validate

The controller:

  1. Reviews all submitted information for accuracy and completeness

  2. Downloads and verifies documents:

    • Check certificate validity dates

    • Verify signatures on contracts

    • Ensure documents are legitimate

  3. Reviews survey responses for compliance

  4. Validates banking details (if applicable)

Step 5: Take Action

The controller has several options:

Option A: Approve

  1. If everything is correct, click Approve or Validate Vendor Information

  2. Optionally add a comment: "All documents verified. Vendor approved for onboarding."

  3. Click Submit

Option B: Request Changes

  1. If information is missing or incorrect, click Request Changes

  2. Add a comment explaining what needs to be corrected

  3. The task is sent back to the requester

Option C: Reject

  1. If the vendor doesn't meet requirements, click Reject

  2. Add a detailed comment explaining the reason

  3. The request is declined

Step 6: Vendor Status Update (Upon Approval)

When the controller approves:

  • Vendor status automatically updates (e.g., from "Pending" to "Active")

  • Vendor information is stored in the vendor profile

  • Banking details are synced to Spendesk Core (Accounts Payable)

  • The workflow proceeds to the next step

Part 5: Accessing Vendor Information in Spendesk Core (AP Supplier Page)

Once the controller approves the vendor information, it's automatically synchronized to Spendesk Core (your Accounts Payable system).

Step 1: Navigate to Spendesk Core

  1. Select Switch to Spendesk Core or navigate directly to your Spendesk Core URL

  2. Alternatively, log in to Spendesk Core directly

Step 2: Access the Suppliers Page

  1. In Spendesk Core, click Settings > Account payable in the left navigation menu

  2. You'll see a list of all suppliers in your system

Step 3: Find the Newly Added Vendor

  1. Use the search bar to find the vendor (e.g., "CloudSoft Solutions")

  2. Or scroll through the supplier list

  3. Click on the supplier name to open their profile

Step 4: View Supplier Details

On the supplier detail page, you'll see all information synced from Procurement:

Supplier Information:

  • Supplier Name: CloudSoft Solutions

  • Registration Number: UK12345678

  • Tax ID: [if collected]

  • Primary Contact: Sarah Johnson (sarah.johnson@cloudsoft.com)

  • Address: [if collected]

  • Phone: [if collected]

Banking Details:

  • Bank Name: [synced from procurement]

  • IBAN: [synced from procurement]

  • SWIFT/BIC: [synced from procurement]

  • Account Holder: [synced from procurement]

  • Payment Terms: [if configured]

You can also go to Procurement > Vendors > open a vendor profile if you want to monitor Vendor Profile + Vendor Documents/Contracts/Requests

Documents: All documents uploaded during the vendor portal process are available:

  • ISO 27001 Certificate

  • Data Processing Agreement

  • Insurance Certificates

  • Contracts

Metadata:

  • Created from: Procurement Request #PR-2024-1234

  • Created by: [Controller name]

  • Created on: Oct 23, 2025

  • Last updated: Oct 23, 2025

Step 5: Use Supplier Information for Invoices

Now that the supplier is in your AP system:

  1. Receive and process invoices from this supplier

  2. Create payments using the validated banking details

  3. Track all transactions associated with this supplier

  4. View payment history and outstanding invoices

Step 6: View Linked Procurement Requests

  1. On the supplier detail page, click the Procurement tab

  2. See all procurement requests associated with this vendor:

    • Request number

    • Request date

    • Amount

    • Status

    • Purchase orders created

Key Features & Benefits

Automatic Synchronization

  • Procurement → AP: Vendor information flows seamlessly from Procurement to Accounts Payable

  • No duplicate data entry: Information entered once is available everywhere

  • Real-time updates: Changes are reflected immediately across systems

Full Audit Trail

Every action is logged:

  • Who submitted information (vendor name)

  • When it was submitted (timestamp)

  • Who approved it (controller name)

  • When it was approved (timestamp)

Role-Based Access

  • Procurement Manager (Admins): Configure processes and workflows

  • Requesters: Create requests and add vendor contacts

  • Vendors: Access only their assigned onboarding tasks

  • Controllers: Review and validate vendor information

Troubleshooting & FAQs

Q: The vendor didn't receive the email invitation. What should I do?

  1. Check that the vendor email address is correct in the request

  2. Ask the vendor to check their spam/junk folder

  3. As a controller or admin, you can resend the invitation:

    • Go to the request

    • Click on the vendor onboarding task

    • Click Resend Email or copy/paste the generic email adress and sent it to the the supplier

Q: Can internal team members complete vendor tasks instead of the vendor?

Yes! Any internal stakeholder with appropriate permissions can complete vendor onboarding tasks on behalf of the vendor. The audit trail will clearly show who filled in the information.

Q: What if the vendor makes a mistake in their submission?

Vendor can’t reopen their task anymore. Requester or approvers can edit vendor answers before Controller validate vendor informations.

Q: Can I collect different information for different vendor types?

A: Yes! Create multiple procurement processes for different purchase categories, each with customized vendor onboarding forms tailored to specific requirements by using workflow conditions.

Q: How do I add a vendor contact if the requester forgot?

  1. Go to the procurement request

  2. Navigate to the Vendor section

  3. Click Add Primary Contact

  4. Enter the vendor contact details

  5. Save—the vendor portal will now be triggered

Q: Where can I see all vendors collected through the portal?

  • In Procurement: Go to Vendors tab to see all vendors with their status and information

  • In Spendesk Core (AP): Go to Suppliers to see all vendors ready for invoice processing

Q: Can I update vendor information after approval?

Yes! You can update vendor information at any time:

  • In Procurement: Edit the vendor profile in the Vendors tab

  • In Spendesk Core: Edit the supplier details in the Suppliers page

  • Updates are synced between systems

Q: What happens if a vendor onboarding task is not completed?

The procurement request workflow will pause at that step. The request cannot proceed to the next approval stage until the vendor onboarding task is completed. Internal user can reassign the task to themselves and complete it.

Q: Can I track how long vendors take to complete tasks?

Yes! In the request timeline, you can see:

  • When the vendor onboarding task was triggered

  • When the vendor submitted information

  • Total time elapsed

Best Practices

For Admins:

✅ Start simple: Begin with basic fields and add complexity as needed

✅ Use clear field labels: Make it obvious what vendors need to provide

✅ Mark required fields: Only make essential fields mandatory

✅ Test the workflow: Create a test request to experience the full flow

✅ Provide instructions: Add helpful descriptions to form fields

For Requesters:

✅ Double-check vendor contact: Ensure the email address is correct

✅ Notify vendors in advance: Give vendors a heads-up that they'll receive an email

✅ Provide context: Add a description in your request explaining what the vendor is for

For Controllers:

✅ Review promptly: Don't let vendor submissions sit unreviewed

✅ Verify documents: Always download and check certificate validity

✅ Add comments: Provide clear feedback when requesting changes

✅ Check banking details: Verify IBAN/SWIFT codes are correctly formatted

For Vendors:

✅ Complete tasks promptly: Don't delay the procurement process

✅ Upload clear documents: Ensure PDFs are readable and complete

✅ Double-check information: Review all entries before submitting

Related Articles
Procurement: Create and manage procurement requests
Procurement : Approvals
Procurement : Suppliers/Vendors
Procurement : Processes
Procurement: Roles and Permissions
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