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Vendor Management System
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Vendor Management System · Available now

Keep supplier decisions tied to purchasing evidence.

Vendor Management System keeps a supplier's identity, contacts, purchasing terms, qualification evidence and transaction history in one connected record. Procurement Manager reviews a supplier in Onboarding, checks dated certifications against category requirements and records the decision to make that supplier Active.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewVendor Directory
Vendor Management System · Vendors

Vendor Directory

Vendors in one list

New vendor
Vendors in view
6
Onboarding
2
Active
2
Suspended
1
Onboarding2
VEN-01042Harbor Point Industrial Supply
24 Oct
VEN-01046Willow Bend Office Furnishings
21 Oct
Add
Active2
VEN-01043Cedar Vale Packaging Co.
28 Oct
VEN-01047Stonebrook Maintenance Services
21 Oct
Add
Suspended1
VEN-01044Northline Safety Products
22 Oct
Add
Blocked1
VEN-01045Blue Mesa Electrical Works
12 Oct
Add
VEN-01042Vendors · VND-64015
Onboarding
NameHarbor Point Industrial Supply
Preferred vendorYes
W9On fileYes
Default payment termsNet 15
Status changed at24 Oct
Qualification reviewVND-64015 · VEN-01042

Procurement Manager decides whether the supplier may become Active.

Waiting for Procurement Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
42
Saved views
14
Roles with set permissions
8
Reports and dashboards
8
Features

Supplier status at a glance

Every feature works on the same records. Pick one to see the screen your team works in.

Vendor directory

Keep supplier identity, status and purchasing terms ready for each sourcing decision.

  • Identity and terms
  • Status decision
  • Relationship context
  • Vendors
  • Vendor contacts
  • Certifications
  • Categories
  • Purchase orders
  • Scorecards
Explore vendor directory
OverviewVendors Awaiting Qualification
Vendor Management System · Vendor directory

Vendors Awaiting Qualification

Vendors

New
Vendor codeNameStatusW9On filePreferred vendorStatus changed at
VEN-01042Harbor Point Industrial SupplyOnboardingYesYes03 Nov
VEN-01043Cedar Vale Packaging Co.OnboardingNoNo13 Oct
VEN-01044Northline Safety ProductsOnboardingYesYes12 Oct
VEN-01045Blue Mesa Electrical WorksOnboardingNoNo01 Nov
VEN-01046Willow Bend Office FurnishingsOnboardingYesYes15 Oct
6 of 6 records
VEN-01042Vendors · VND-48357
Onboarding
NameHarbor Point Industrial Supply
W9On fileYes
Preferred vendorYes
Status changed at03 Nov
Example screen with sample data
Process

From qualification to published performance

Supplier qualification to performance review ships ready to use. 3 steps need a named approval before the work moves on: Qualification review (Procurement Manager), Order approval (Approver) and Performance publication (Procurement Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Supplier record

    Keep legal identity, contacts and terms together before sourcing begins.

    VEN-01042VND-64015 · Procurement Manager
    Supplier recordBy Procurement Manager

  2. Qualification review

    Procurement Manager reviews dated evidence and decides supplier status.

    VEN-01042VND-64015 · Procurement Manager
    Qualification reviewBy Procurement Manager
    ApprovalProcurement Manager decides whether the supplier may become Active.

  3. Sourcing review

    Compare invited vendors on the same scope and documented criteria.

    VEN-01042VND-64015 · Buyer
    Sourcing reviewBy Buyer

  4. Order approval

    The assigned Approver decides the amount and exact order revision.

    VEN-01042VND-64015 · Approver
    Order approvalBy Approver
    ApprovalApprover decides the routed amount and order revision.

  5. Delivery evidence

    Record actual accepted quantities, returns and supplier follow-up.

    VEN-01042VND-64015 · Receiving Clerk
    Delivery evidenceBy Receiving Clerk

  6. Performance publication

    Procurement Manager reviews the period's evidence before publishing.

    VEN-01042VND-64015 · Procurement Manager
    Performance publicationBy Procurement Manager
    ApprovalProcurement Manager decides whether the scorecard is ready to publish.

Start with Supplier qualification

Inside a record

Purchasing evidence for the systems around you

Open any vendor to see its certifications, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Name, Preferred vendor, W9On file and Default payment terms.

  2. 2
    Certifications

    Each line is linked to this vendor.

  3. 3
    Who works on it

    Each role sees what its permissions allow.

  4. 4
    Process stages

    Supplier record and Sourcing review, with the role that acts.

  5. 5
    Approvals

    Qualification review and Order approval, with who decides.

Vendor DirectoryVEN-01042
Vendor Management System · Vendors

VEN-01042

Harbor Point Industrial Supply · Onboarding

Log activity
1
Record details
NameHarbor Point Industrial Supply
Preferred vendorYes
W9On fileYes
Default payment termsNet 15
2
Certifications

VEN-01042

VendorCert typeCert number
Willow Bend Office FurnishingsISO9001CRT-88761
Harbor Point Industrial SupplyAS9100CRT-25909
Harbor Point Industrial SupplyISO13485CRT-85396
Certifications
6
4

Process stages

  • Supplier recordProcurement Manager, Supplier, Buyer
  • Sourcing reviewBuyer
5

Approvals

  • Qualification reviewProcurement Manager
    Approved
  • Order approvalApprover
    Waiting
Example screen with sample data
Approvals

Decisions tied to the person and amount

Procurement Manager reviews supplier status and scorecard publication. Approver acts on assigned purchasing approvals.

OverviewApprovals
Vendor Management System · Overview

Approvals

Signed in as Procurement Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • VND-48357VEN-01042
    Harbor Point Industrial SupplyRequested by Viewer
    Onboarding1dActions
  • VND-69800VEN-01043
    Cedar Vale Packaging Co.Requested by Viewer
    Onboarding2dActions
  • VND-91429VEN-01044
    Northline Safety ProductsRequested by Viewer
    Onboarding5dActions
  • VND-74996VEN-01045
    Blue Mesa Electrical WorksRequested by Viewer
    Onboarding4dActions

Who approves what

DecisionApprover
Qualification reviewProcurement Manager reviews dated evidence and decides supplier status.Procurement Manager
Order approvalThe assigned Approver decides the amount and exact order revision.Approver
Performance publicationProcurement Manager reviews the period's evidence before publishing.Procurement Manager
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Vendor Management System to the work that is theirs. Pick a role to see what it starts with.

Viewer

Read-only executive view of scoped aggregate purchasing and published supplier performance.

This is the first screen this role sees.

OverviewPublished Vendor Scorecards

Published Vendor Scorecards

Scorecards · Viewer

VendorPeriodOn time delivery pctQuality scorePrice competitiveness scoreCoverage
Blue Mesa Electrical WorksJanuary 202661751038 of 40 deliveries reviewed
Blue Mesa Electrical WorksFebruary 202694108522 of 24 orders scored
Red River Fastener Co.March 2026997510All 12 service visits reviewed
Harbor Point Industrial SupplyQ2 202699652517 of 18 invoices reviewed
Red River Fastener Co.Q3 20267150209 of 10 returns resolved
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Supplier measures with source context

Read vendor readiness, commercial exposure and actual delivery together.

Overview
Vendor Management System · Overview

Vendor Management System dashboard

This quarter

Master agreements in view
6
Total commit
3,240
Active
3
Expiring
3

Vendors by status

How far records got this quarter

StageReachedStep
Onboarding35
Active1234%
Suspended542%
Blocked120%

Number of vendors by status

Sample counts per stage

0
-20Onboarding
-50Active
-20Suspended
0Blocked
Example screen with sample data
  1. 01Vendor Readiness

    Which suppliers are Active, preferred and covered by the W-9 flag?

  2. 02Certification Expiry

    Which qualification items need replacement before a purchasing decision?

  3. 03Spend by Supplier

    Where are order line totals concentrated by vendor, department and line category?

  4. 04Agreement Commitment

    Which agreements have little remaining capacity?

  5. 05RFQ Award Review

    Which award departed from the scored recommendation, and why?

  6. 06PO On-Time Delivery

    Compare original need-by dates with accepted receipt timing by supplier.

  7. 07Supplier Quality

    Compare sampled and quality-defective quantities in published scorecards.

  8. 08Supplier Performance Quarterly

    What do published delivery, quality and price measures say for the period?

All reports and dashboards

Who it's for

Fit the way your team buys

See how Vendor Management System fits your kind of team.

Manufacturing suppliers

Review component suppliers against qualification, price, delivery and quality evidence.

Service and subscription vendors

Keep vendor terms and approved spend visible for recurring services.

Distribution and operations

Track supplier commitments and partial arrivals across purchasing locations.

Controls

Keep terms and revisions traceable

Each stage of supplier qualification to performance review names the role that acts and the status it records, so a change is never anonymous.

OverviewSupplier qualification to performance review
Vendor Management System · Process

Supplier qualification to performance review

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
3
Roles involved
5
Tables touched
14
Qualification reviewApproval
Procurement Manager, Supplier
StatusOnboarding → Active
RecordsCertifications, Categories
Agreement preparation
Procurement Manager, Buyer
StatusDraft → pending approval
RecordsContract rates
Award decision
Procurement Manager
StatusResponse received → awarded to supplier
RecordsRFQs
Supplier qualification to performance review
  1. Start
    Qualification reviewOnboarding → Active
    Certifications
  2. Step
    Agreement preparationDraft → pending approval
    Contract rates
  3. Step
    Award decisionResponse received → awarded to supplier
    RFQs
  4. Approval
    Order approvalPending approval → Approved
    Purchase orders
  5. Step
    Order issueApproved → Sent
    Vendors
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the next review

Ask Proto to prepare supplier and purchasing work for the right person to review.

It can

  • Procurement Manager: Find onboarding vendors with expiring qualification evidence and prepare the records to review.
  • Buyer: Compare eligible supplier responses, rates and delivery history for an RFQ.
  • Approver: Summarize the requested amount, scope, revision and assigned approval step.
  • Receiving Clerk: Show the order line and outstanding quantity for a partial arrival.

Stays with a person

  • Proto can organize evidence and help prepare a record.
  • The named person still makes a supplier status, award, spend, return or publication decision.
  • Check source revisions and current authority before accepting a prepared change.
  • Access to supplier data follows the same role and record scope as the person using Proto.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Vendor Management System
  • Accounts payable
  • Inventory
  • Warehouse
  • Supplier
  • Budgeting
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 42 tables
42tables
  • Vendor directory6
  • Contacts and qualifications5
  • Agreements and rates6
  • Sourcing and bids8
  • Orders and delivery12
  • Supplier performance9
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define ownership

    Name the Procurement Manager, Buyers, Approvers, Receiving Clerks and Controller. Agree who decides vendor status, qualifications, spend and scorecard publication.

  2. Prepare source records

    Reconcile vendor identity, contacts, categories, locations, items and users. Review duplicate legal suppliers before bringing over commercial terms.

  3. Set authority

    Review approval rules, effective dates, named approvers and existing agreement commitments. Reconcile historical order and receipt quantities as a separate baseline.

  4. Run a pilot

    Qualify one supplier, compare an RFQ, approve an order, record a partial receipt and review the supplier’s performance evidence.

  5. Connect destinations

    Set up the selected accounts payable, inventory, warehouse, supplier and budgeting routes, then check acknowledgement and exception handling.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Vendor Management System.

All questions
How do I get started?

Click Get started, then use Proto to configure Vendor Management System for your business. Start with a vendor, its contacts and qualification evidence, one category, and a real purchasing case your team can rehearse.

Who decides when a supplier is active?

Procurement Manager reviews identity, W-9 coverage and category evidence, then records the supplier status decision with a person, date and reason.

Can we track expiring supplier qualifications?

Yes. Certifications record type, scope, issue and expiration dates, status and verifier. Supplier Certifications Expiring gives Buyer and Procurement Manager a renewal worklist.

How are supplier contacts organized?

Vendor Contacts keep each person's role, reach details, primary flag and active status under the vendor. Buyer can check the intended recipient before an invitation or order.

How do we compare supplier quotes?

An RFQ holds the common scope and weighted criteria. Supplier responses retain price and lead time by line. Bid comparison records the component scores, revisions and quality basis for award review.

Can agreements and rates be reviewed together?

Master Agreements hold the supplier commitment and contract window. Contract Rates hold supplier-item prices with effective dates. Buyer checks both before a release or order.

What happens after an order is sent?

The order retains its approved revision and supplier acknowledgement. Receipts, expediting cases, returns and match exceptions record the later delivery and follow-up evidence.

Where do supplier performance measures come from?

Published scorecards use order and receipt evidence for delivery and quality, alongside comparable price context. The period, coverage and exclusions help the team read the result.

How does accounts payable fit in?

Set up a connection for approved orders and posted receipts. Accounts payable owns invoice matching and payment; purchasing reviews returned match exceptions against the order and receipt.

How should we test access?

Use a real vendor, an order awaiting approval and a published scorecard. Check each role's assigned records and confirm a supplier sees only its own relationship evidence.

Set up Vendor Management System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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