Inviting Vendors to the Vendor Portal

Created by Emily A, Modified on Tue, 23 Sep at 7:56 PM by Emily A

Inviting Vendors to the Vendor Portal

Vendors play a crucial role in your organization’s workflow. Inviting them through the portal ensures a smooth, transparent, and trackable onboarding process.

Steps to Invite a Vendor

Access the Vendor Invitation Section: Click on the Invite Users/Vendors icon in the top-right corner, then select Invite Vendor from the dropdown.
Initiate the Invitation: Click on the Invite Vendor button to begin the process.
Enter Vendor Details: Provide the vendor’s Name, Email Address (mandatory), and assign their role or access level.
Send the Invite: Review the details, then click Send Invite to finalize.

Pro tip: Always confirm the vendor’s email address before sending to avoid delays in approval and onboarding.

Enter Vendor Details and Send Invitation

Capturing the right vendor information at the start ensures a smooth onboarding process and avoids back-and-forth communication later.

Steps to Complete the Invitation

Enter Vendor Details: In the pop-up window, fill in the vendor’s Name, Email Address, and other contact information.
Send the Invitation: Once all details are entered, click Send Invite to send the invitation directly to the vendor.

Pro tip: Double-check contact details before sending the invite — incorrect information can delay vendor approval and portal access.

Vendor Invitation Status

Understanding vendor statuses helps you keep track of their onboarding progress with clarity and ease.

Pending Status

If the vendor has not yet accepted the invitation, the status will display as Pending.

Accepted Status

Once the vendor accepts the invitation, the status will update to Accepted, confirming their successful registration.

Pro tip: Regularly check pending invitations to follow up with vendors who haven’t accepted yet this helps avoid delays in collaboration.

Vendor Acceptance Process

Clear acceptance steps make it easy for vendors to join your network without confusion or delays.

Vendor Action

The invited vendor will receive the invitation in their inbox.
To join, they need to click on Accept Invite.

Access the Vendor Portal

Once accepted, the vendor can log in using their credentials.
The vendor will then have full access to the Vendor Portal based on the permissions assigned.

Pro tip: Remind vendors to check their spam or junk folder if they don’t see the invitation email right away.

Wrapping Up Vendor Invitations

By following these steps, you can efficiently invite vendors and seamlessly integrate them into your system, ensuring smooth collaboration and streamlined management within the Vendor Portal.

Pro tip: Keep your vendor list updated — removing inactive vendors and tracking new ones helps maintain a clean, secure, and efficient portal.