Supplier Lifecycle Management
Welcome to VendorFlow
One platform, multiple editions, unlimited growth. Onboard, assess, procure, pay and manage every supplier relationship from a single workspace.
You're previewing the CORE edition — 18 of 20 modules unlocked
Upgrade to PLUS to unlock the Enterprise Procurement Hub and multi-entity licensing controls.
Active Vendors
428
Pending Approvals
34
Avg. Compliance Score
91%
Open Purchase Orders
156
Contracts Expiring (30d)
12
AI Suggestions
9
Modules — grouped by edition
Vendors Needing Attention
| Vendor | Issue | Score | Status |
|---|---|---|---|
| Kalahari Logistics (Pty) Ltd | Insurance certificate expires in 6 days | 88% | Action Needed |
| Delta Civils & Plant Hire | HSE induction not yet completed | 71% | Blocked |
| Northgate Office Supplies | Bank verification pending | 94% | In Review |
| Tswana IT Solutions | Tax clearance renewal due | 90% | Action Needed |
Recent Activity
09:40 AM
Kalahari Logistics approved as vendor — Passport VP-00842 issued
09:12 AM
Delta Civils failed HSE induction assessment (62%)
08:55 AM
Contract CTR-2291 renewed with Tswana IT Solutions
08:20 AM
AI Copilot flagged 3 duplicate vendor records for review
Vendor Registration & Onboarding
The entry point into VendorFlow — collect, validate, assess and approve every new supplier.
Vendor Registration & Onboarding is always the full workflow on every edition. FLEX gives you a partial/lighter version of modules like Finance or Performance — never of vendor management itself.
Onboarding Journey — Phoenix Scaffolding
Company Profile
Contacts & Directors
Document Upload
4
Assessment
5
Approval
6
Vendor Passport
Assessment scoring (this stage)
Technical82%
HSE55%
Finance68%
In-Progress Registrations
| Company | Stage | Category | Submitted | Status |
|---|---|---|---|---|
| Maru Fleet Services | Document Upload | Transport | 2 days ago | In Progress |
| Phoenix Scaffolding | Assessment | Construction | 4 days ago | Awaiting Review |
| Bright Path Catering | Company Profile | Hospitality | Today | Draft |
| Sable IT Networks | Approval | IT Services | 1 week ago | Ready to Approve |
Kalahari Logistics (Pty) Ltd
Vendor Passport VP-00842 — the supplier's permanent digital identity across every workspace
Approved VendorCompliance 91%
The Vendor Passport is always the full 360° record on every edition — FLEX never trims what a vendor's own profile shows.
Overview
Documents
Performance
Contracts
Performance Score
88%
Compliance Score
91%
Risk Score
Low
Active Contracts
3
Company Snapshot
Category: Transport & Logistics · Registered: Gaborone, Botswana · Onboarded: 14 months ago · Primary contact: Kagiso Molefe (Operations Director) · Bank verified · Tax clearance current.
| Document | Type | Expiry | Status |
|---|---|---|---|
| Certificate of Incorporation | Statutory | — | Verified |
| Public Liability Insurance | Insurance | In 6 days | Expiring |
| Tax Clearance Certificate | Compliance | 4 months | Verified |
Delivery, quality and SLA scorecards for this vendor will render here once a KPI period is closed.
| Contract | Value | Renewal | Status |
|---|---|---|---|
| CTR-2201 — Freight Services SLA | P 1.2M / yr | 8 months | Active |
| CTR-2287 — Warehousing Agreement | P 480k / yr | 2 months | Renewal Due |
Document Management & Verification
Secure, centralized repository for every vendor document — captured, verified, renewed and archived.
Documents on File
3,214
Expiring (30d)
57
Verified
96%
Rejected
8
Document Queue
| Vendor | Document | Submitted | Status |
|---|---|---|---|
| Delta Civils & Plant Hire | Public Liability Insurance | Today | Pending Review |
| Sable IT Networks | BEE Certificate | Yesterday | Verified |
| Maru Fleet Services | Fleet Registration | 2 days ago | Rejected — Illegible |
Supplier Assessment & Due Diligence
Structured multi-discipline scoring before any supplier becomes an approved vendor.
Phoenix Scaffolding — Assessment Breakdown
Procurement88%
Technical82%
Finance68%
Legal90%
Compliance85%
HSE55%
ESG70%
Information Security80%
HSE Induction, Training & Certification
Every supplier representative understands HSSE requirements before setting foot on site.
Site Safety Induction
Mandatory before any site visit
Completed — 412 vendorsWorking at Heights
Required for scaffolding & roofing trades
64% completionHot Work Permit Training
Welding, cutting and grinding contractors
38% completionTake the Site Safety Induction Test
3 questions · 70% required to pass · certificate issues automatically on a pass, per the HSE Induction & Certification module.
1. Before entering an active site, a contractor representative must:
2. Who is responsible for reporting a near-miss incident?
3. A Hot Work Permit is required for:
0%
Certification Register
| Vendor | Certificate | Score | Expiry |
|---|---|---|---|
| Kalahari Logistics | Site Safety Induction | 94% | 11 months |
| Delta Civils & Plant Hire | Working at Heights | Failed (62%) | — |
Audit, Compliance & Governance
Enterprise-wide oversight of vendor compliance, controls and audit findings.
Overall Compliance
91%
Open Findings
14
Overdue Corrective Actions
3
Audits This Quarter
22
Recent Findings
| Vendor | Finding | Severity | Status |
|---|---|---|---|
| Delta Civils & Plant Hire | Missing HSE induction records | High | Corrective Action Open |
| Northgate Office Supplies | Outdated banking mandate | Medium | Under Review |
Enterprise Risk Management
Central risk intelligence collecting indicators from every VendorFlow module into a live Enterprise Supplier Risk Profile.
Low Risk Vendors
312
Medium Risk
96
High Risk
20
Governance Score
88%
Risk Register
| Vendor | Risk Category | Score | Trend |
|---|---|---|---|
| Delta Civils & Plant Hire | HSE / Safety | High | ▲ Rising |
| Sable IT Networks | Cybersecurity | Medium | ▬ Stable |
| Kalahari Logistics | Financial Exposure | Low | ▼ Falling |
Procurement Workspace
RFQs, quotations, purchase orders and delivery tracking in one enterprise workspace.
FLEX includes Purchase Requests, RFQs and Purchase Orders. Multi-round negotiation and supplier collaboration unlock in CORE — full Source-to-Pay lives in the PLUS Procurement Hub.
RFQs
Purchase Orders
| RFQ | Description | Vendors Invited | Closes | Status |
|---|---|---|---|---|
| RFQ-1042 | Fleet tyre supply — annual contract | 6 | 3 days | Open |
| RFQ-1039 | Office furniture — HQ refurbishment | 4 | Closed | Awarded |
| PO | Vendor | Value | Status |
|---|---|---|---|
| PO-8821 | Northgate Office Supplies | P 62,400 | Awaiting Delivery |
| PO-8815 | Kalahari Logistics | P 210,000 | Delivered |
Contract Lifecycle Management
Drafting, negotiation, execution, renewals and obligation tracking in one repository.
Contract Register
| Contract | Vendor | Value | Renewal | Status |
|---|---|---|---|---|
| CTR-2287 | Kalahari Logistics | P 480k/yr | 2 months | Renewal Due |
| CTR-2301 | Sable IT Networks | P 1.1M/yr | 9 months | Active |
Finance, Invoicing & Payments
Invoice submission, verification, approval and payment tracking with full audit trail.
FLEX covers invoice and payment tracking. Tax management, credit control and financial reporting unlock in CORE.
Invoices This Month
612
Pending Approval
44
Paid On Time
97%
Disputed
2
Invoices This Month
612
Paid On Time
97%
Recent Invoices
| Invoice | Vendor | Amount | Status |
|---|---|---|---|
| INV-55021 | Kalahari Logistics | P 210,000 | Paid |
| INV-55034 | Northgate Office Supplies | P 62,400 | Awaiting Approval |
Vendor Performance & SLA
Continuous KPI, SLA and scorecard monitoring across the vendor base.
FLEX shows KPI scorecards and vendor reviews. SLA breach analytics and continuous improvement tracking unlock in CORE.
Top & Bottom Performers
| Vendor | Overall Score | Delivery | Quality |
|---|---|---|---|
| Sable IT Networks | 96% | 98% | 94% |
| Delta Civils & Plant Hire | 61% | 58% | 65% |
Vendor Scorecards
| Vendor | Overall Score |
|---|---|
| Sable IT Networks | 96% |
| Delta Civils & Plant Hire | 61% |
Communication & Collaboration
Every conversation, task and approval linked to the relevant vendor, RFQ, contract or invoice.
Kalahari Logistics
RE: Insurance certificate renewal
We've requested the updated certificate from our broker…
Delta Civils & Plant Hire
HSE induction re-scheduling
Can we book the retake for Thursday morning?
Sable IT Networks
RFQ-1042 — clarification
Confirmed, we can meet the 3-day turnaround.
Kalahari Logistics — Insurance certificate renewal
Linked to Vendor Passport VP-00842
KL
Kalahari Logistics
We've requested the updated Public Liability Insurance certificate from our broker — expect it within 48 hours.
LK
Lesego K. (Compliance)
Thanks — flagging the account so procurement holds any new PO until it's received.
Vendor Self-Service Portal
Preview of what suppliers see: profile, documents, RFQ responses, invoices and HSE training.
My Company Profile
Update details & documents
My RFQs
2 awaiting response
My Invoices & Payments
Real-time payment visibility
My HSE Training
1 certificate expiring soon
Workflow & Business Process Automation
Visual low-code/no-code designer that orchestrates every VendorFlow business process.
Automation Rules
Vendor Lifecycle Kanban
Auto-Escalate Expiring Insurance
Trigger: Document expires in 7 days
Notify vendor + buyer
3
Escalate if unresolved
4
Suspend PO issuance
Every vendor's journey from first registration to active supplier, in one board — pulled live from Registration, Assessment, Approval and Performance.
Draft 1
Bright Path Catering
Hospitality
Documents 1
Maru Fleet Services
Transport
Assessment 1
Phoenix Scaffolding
Construction
Approval 1
Sable IT Networks
IT Services
Active 2
Kalahari Logistics
Transport
Northgate Office Supplies
Retail
Under Review 1
Delta Civils & Plant Hire
Construction — HSE flag
Integration Hub & API Management
Secure, real-time integration with ERP, Finance, Banking, Tax and BI platforms.
ERP
SAP connector
ConnectedBanking
Payment verification API
ConnectedTax Authority
Clearance certificate check
Not ConfiguredBI Platform
Power BI / Tableau feed
AvailableAI Copilot & Intelligent Automation
The intelligence layer of VendorFlow — OCR, NLP, predictive analytics and generative AI assisting every team.
Document OCR & Extraction
Auto-reads certificates, invoices and IDs on upload
Predictive Risk Scoring
Flags vendors likely to breach SLA before it happens
Generative Report Drafting
Executive summaries from live platform data on demand
VendorFlow PLUS — Enterprise Procurement Hub
A complete standalone Source-to-Pay platform, beyond the standard Procurement Workspace: demand planning, sourcing, supplier collaboration and ERP-grade analytics.
Sourcing Events (open)
9
Savings Realized (YTD)
P 2.1M
Demand Plan Accuracy
89%
Suppliers in Collaboration
64
Demand Planning
Sourcing Events
Supplier Collaboration
Analytics
| Category | Forecast Demand | Current Coverage | Action |
|---|---|---|---|
| Fleet Tyres | 1,200 units / qtr | 78% | Raise RFQ |
| Office Consumables | P 340k / qtr | 96% | On Track |
| Event | Type | Suppliers | Est. Value | Status |
|---|---|---|---|---|
| SRC-4021 | Reverse Auction | 8 | P 3.2M | Live |
| SRC-4018 | RFP | 5 | P 890k | Awarded |
Two-way supplier collaboration portal — shared forecasts, capacity commitments and joint improvement plans render here.
Spend-under-management, savings pipeline and category analytics dashboards render here, fed by the Integration Hub.
Dynamic Workspace & Page Builder
Click a field type to add it to the canvas. No developer required, core code never touched.
Field Types
Text Field
Dropdown
Date Picker
File Upload
Checkbox
Score / Number
New Supplier Assessment Form — Canvas
Live Schema Preview
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System Configuration
The operational control room — users, roles, business units, branding and security.
FLEX covers users, configuration and security for a single company. Multi-company, multi-country and multi-business-unit administration unlock in CORE.
| User | Role | Business Unit | Status |
|---|---|---|---|
| Thabo M. | Procurement Lead | Head Office | Active |
| Lesego K. | Compliance Officer | Head Office | Active |
| Mpho S. | Vendor Manager | Francistown Branch | Invited |
| User | Role | Status |
|---|---|---|
| Thabo M. | Procurement Lead | Active |
| Lesego K. | Compliance Officer | Active |
Help & PRD Summary
A condensed product reference, built from the 24-file Gold Build Specification — the source of truth for this prototype.
Product Vision
One platform, multiple editions, unlimited growth. Start with Vendor Registration, expand into Procurement, scale into full Enterprise Supplier Lifecycle Management — no migration, no data conversion, no retraining between editions.
Editions at a Glance
FLEX — 8 simplified workspaces for SMEs and single-site orgs.
CORE — Modules 1–18, full Enterprise Supplier Lifecycle Management.
PLUS — adds Module 19, the standalone Enterprise Procurement Hub (Source-to-Pay).
Vendor Registration, Vendor Passport 360 and Supplier Assessment are always full — see Editions & Licensing for the full feature matrix.
Module Reference (1–22)
| # | Module | Purpose |
|---|---|---|
| 1 | Registration & Onboarding | Entry point — collect, validate, assess, approve every new supplier |
| 2 | Document Management | Capture, verify, renew and archive vendor documents |
| 3 | Supplier Assessment | Multi-discipline due diligence scoring before approval |
| 4 | HSE Induction & Certification | Safety induction, training and certification before site access |
| 5 | Vendor Passport | Permanent digital identity for every approved supplier |
| 6 | Procurement Workspace | RFQs, quotations, POs, delivery tracking |
| 7 | Finance & Payments | Invoice verification, approvals, payment tracking |
| 8 | Vendor Performance & SLA | Continuous KPI, SLA and scorecard monitoring |
| 9 | Audit, Compliance & Governance | Enterprise oversight, findings, corrective actions |
| 11 | Contract Lifecycle Mgmt | Draft, negotiate, execute, renew, monitor obligations |
| 12 | Enterprise Risk Mgmt | Live risk intelligence across every module |
| 13 | Communication & Collaboration | Central hub for vendor-linked conversations |
| 14 | Vendor Self-Service | Supplier-facing portal into VendorFlow |
| 15 | System Configuration | Users, roles, business units, branding, security |
| 16 | Workflow Automation | Visual designer for every business process |
| 17 | Integration Hub & API | ERP, banking, tax and BI connections |
| 18 | AI Copilot | OCR, predictive risk scoring, generative reporting |
| 19 | PLUS Procurement Hub | Standalone Source-to-Pay platform (PLUS only) |
| 21 | Dynamic Page & Form Builder | Drag-and-drop workspaces, no developer required |
| 22 | Editions & Commercial Framework | How the suite is packaged, licensed and upgraded |
Role Views
Use the profile menu (top right) to preview the sidebar as it looks for a specific role. Sections outside that role's remit are hidden — e.g. User Admin sees Dashboard and Administration only; Procurement, Finance, HSE and Collaboration are hidden since they're not part of that job.
Editions & Licensing
One platform. Three editions. Unlock modules as your organization grows — no migration, no retraining.
Vendor Registration, Vendor Passport 360 and Supplier Assessment are always full on every edition — the rows marked "Full" below never change. FLEX only offers a lighter version of Finance, Performance, Procurement and Administration.
FLEX
CORE
PLUS
Overview
Positioning
Essential Vendor SLM
Enterprise Vendor SLM
Enterprise Procurement (S2P)
Ideal for
SMEs, contractors, single-site orgs
Medium & enterprise organizations
Procurement-intensive enterprises
Included workspaces
8 simplified workspaces
Modules 1–18
Modules 1–19 (+ standalone S2P)
Time to deploy
Days
Weeks
Weeks–months
Vendor Lifecycle — always full, every edition
Vendor Registration & Onboarding
Full
Full
Full
Vendor Passport 360
Full
Full
Full
Document Management & Verification
—
Included
Included
Supplier Assessment & Due Diligence
—
Included
Included
HSE, Risk & Compliance
HSE Induction & Certification
—
Included
Included
Audit, Compliance & Governance
—
Included
Included
Enterprise Risk Management (ERM)
—
Included
Included
Procurement Workspace (RFQ/PO)
Partial
Full
Full
Contract Lifecycle Management
—
Included
Included
Enterprise Procurement Hub (S2P)
—
—
Included
Finance & Performance
Finance, Invoicing & Payments
Partial
Full
Full
Vendor Performance & SLA
Partial
Full
Full
Collaboration
Communication & Collaboration Centre
—
Included
Included
Vendor Self-Service Portal
—
Included
Included
Automation & Platform
Workflow & Business Process Automation
—
Included
Included
Integration Hub & API Management
—
Included
Included
AI Copilot & Intelligent Automation
—
Included
Included
Dynamic Forms
Optional add-on
Included
Included
Dynamic Page & Form Builder
—
Included
Included
Administration
System Configuration
Single company
Multi-company, multi-BU
Multi-company, multi-BU
Roles & Permissions
Basic
Advanced
Advanced
Editions & Licensing controls
—
—
Included
Commercials
Upgrade path
Direct to CORE, no migration
Add PLUS modules anytime
Standalone or integrated with CORE