Suppliers & onboarding
The register, the templates that decide what each kind of supplier must provide, and the portal they fill it in through.
2
Supplier onboarding · approvals · audit
Every supplier checked before they can work or get paid.
VendoCerta collects supplier data and documents, routes them through the approvals you define, and leaves a record of every decision that nobody can edit — including you.
app.vendocerta.com
- Dashboard
- Vendors
- Onboarding cases
- Approvals
- Audit trail
What is inside
Seven systems, one installation, one record.
VendoCerta is not a single screen with a form on it. These are the systems the product is built from — each with its own screens, its own permissions and its own entries in the audit trail. The figure under each one is how many of its modules are shipping today, out of how many the catalog names.
Approvals & compliance
Ordered approval paths, document decisions with full version history, and expiry that chases itself.
3
Risk, fraud & the record
Risk levels, incidents, the bank-account procedure, and an audit trail nobody can edit.
3
Day-to-day work
The queues, calendars, reports and conversations that keep the process moving without a spreadsheet.
5
Assistant & learning
A built-in assistant that proposes and never executes, and an Academy that teaches the product inside the product.
2
Operations & procurement
Purchasing from an intake request through to a basic warehouse — the VendoCerta Plus pack.
1
Platform & enterprise
Integration, identity and multi-entity capability for larger installations.
0
See every capability and its status
See every module and its statusPlans & licensing
What it costs, before you scroll any further.
Priced per installation and never per supplier — suppliers have no accounts to license. Three plans, one signed licence file, no public price list and no invented one either: ask and you get a figure.
VendoCerta
Onboarding, approvals, documents and the audit trail — the whole controlled-vendor product.
15modules available today
A company that wants supplier onboarding under control and provable.
Most complete today
VendoCerta Plus
Everything above, plus procurement intake, automations and the operations pack as it ships.
16modules available today
A company whose purchasing should run through the same controls as its onboarding.
VendoCerta PRO
Everything named in the catalog, including multi-company, SSO, the public API and webhooks.
16modules available today
More than one legal entity, or an installation that has to talk to your other systems.
VendoCerta is a new product, so there are no customer logos on this page and no testimonials — there is nothing yet that would be true. What there is instead: every screenshot below is a capture of the running application, not a mock-up, and every capability described is one you can ask us to show you live.
- 5internal roles
- Owner, business administrator, system administrator, reviewer, observer — with deliberately different blind spots.
- 0supplier accounts
- A supplier never signs in. They get one personal, expiring link and fill the form in through it.
- 8interface languages
- Chosen per person, and separately per supplier, so a foreign supplier reads their form in their own.
- 75narrated tutorials
- Screen recordings of the real product, built into the installation — 37 English, 38 Polish.
The problem
Supplier onboarding does not fail loudly.
It fails as an insurance certificate that quietly lapsed, an approval nobody can find in an inbox, and a payment that went to an account somebody changed on the strength of an e-mail. None of it looks like a failure until an auditor, or a bank, asks a question.
The documents live in an inbox
Certificates arrive as attachments, get filed by whoever was around, and the newest version is whichever one you happen to open.
Expiry is somebody’s memory
A policy that ran out in March is discovered in September, usually by the person who needed it that morning.
Approval is a forwarded e-mail
Who agreed, on what basis, and whether the document they saw is the document on file — none of it survives the thread.
A bank account changes on a message
The oldest trick in the book still works because one person can act on one e-mail without anyone else looking.
No vendor, document or material change gets through the company without the required information, an approval and an audit trail.
Before and after
The same six jobs, done two different ways.
Every row here is one of the specific failure modes described above — not a generic complaint about paperwork.
| Where it happens | Spreadsheets, e-mail, a shared drive | VendoCerta |
|---|---|---|
| Where the documents live | Attachments in an inbox, filed by whoever was around. The newest version is whichever one you happen to open. | One record per supplier. Every version kept, every expiry date tracked and reminded on its own. |
| Knowing what is still missing | A mental checklist, or a spreadsheet tab nobody has opened since the last audit. | The system knows exactly what is outstanding before approval — and shows it, to your team and to the supplier. |
| Approving a change | A forwarded e-mail thread. Who agreed, on what basis, and whether they saw the final document rarely survives it. | An ordered queue, gated by role, with a reason recorded against every decision. |
| Changing a bank account | One person, acting on one e-mail. The oldest trick in the book still works because nobody else is looking. | Four stages — proposal, supporting document, phone verification against a number known beforehand, approval by somebody new. A minimum of two people. |
| Bringing a new supplier in | Phone calls and e-mail attachments, back and forth, with no account either side can check progress against. | One personal, expiring link. The supplier fills in the form and uploads the documents themselves — no account, no password. |
| Proving it happened | Reconstructed after the fact, from whichever mailbox still has the thread. | An immutable audit trail from day one. Nothing in it can be edited or deleted — not even by the owner. |
How it works
Four moves, and the system holds the line at each one.
A template decides what this kind of supplier must provide. From there the product refuses to move on until each stage is genuinely finished — and says exactly what is missing rather than greying a button out.
01
Add the supplier
A record with a controlled status, a risk level and a named internal owner. Then pick the onboarding template that decides what they have to provide.
02
Send one link
A personal, single-use, expiring link by e-mail — no account, no password, no seat. The supplier fills in the form and uploads the documents themselves, in their own language.
03
Check what arrives
Accept, request a correction, or reject — each with a reason the supplier sees. A replacement never overwrites the previous version; it joins the history.
04
Approve, in order
Steps are decided one after another, only by somebody holding the right role or assigned directly. Approval is refused while anything mandatory is missing, rejected or out of date.
app.vendocerta.com/cases
Screen by screen
This is the whole product, not a highlight reel.
Captures of the running application against a demonstration company. Nothing here is a redraw, and nothing has been tidied up for the photograph.
app.vendocerta.com/dashboard
One screen answering “what should I deal with today?”
Owners and business administrators get the matters assigned to them by name. Every other role gets counters — waiting on you, overdue, missing documents, expiring within 30 days, expired. Below, recent activity across the organisation, with routine sign-ins filtered out so it does not fill up with noise.
app.vendocerta.com/vendors
Suppliers & onboarding
The supplier does the work, and never needs an account.
One link by e-mail, valid for a limited time, single-use. They fill in the form defined by your template and upload their own documents. Sending a new invitation invalidates the old one immediately — which is also how you cut off a link that went to the wrong address.
- A personal, expiring linkNot a password to an account: a single-use random token with a validity you set, a week by default.
- Their language, not yoursThe form and every e-mail the supplier receives are in the language chosen when the invitation is sent — separately from the language your own staff work in.
- Reusable templatesQuestions, required documents, approval steps in order, deadline and reminder days. A case freezes its own copy, so a later edit never changes a case in flight.
app.vendocerta.com/approvals
Approvals & compliance
Approval is refused, with a reason, rather than merely discouraged.
Steps are decided in order. The next one does not open until the previous is approved and the required document is current and accepted. When something blocks a case, the product lists exactly what — the same list the assistant reads when you ask it why you cannot approve.
- Ordered, role-gated stepsEach step names which role may decide it, or a person directly. A step marked skippable can be skipped by an owner or business administrator — and that is recorded like anything else.
- Versioned document decisionsAccept, request a correction, or reject with a reason the supplier sees. An expired document deliberately loses its Accept button, so nobody extends validity with a click.
- Expiry that chases itselfReminders go to the supplier — the one who has to send a new document — at 30, 14, 7 and 1 day, and afterwards. You see the same dates on the documents screen and in the calendar.
app.vendocerta.com/my-work
Everyday work
The queue is the product. The rest is where you go to find out why.
My work gathers everything assigned to you across approvals, documents and tasks. The calendar holds every expiry, deadline and notice period. Owner view spells the whole thing out as named suppliers and specific decisions.
- One queue per personApprovals, document decisions and tasks in one list, rather than three screens each holding a third of somebody’s day.
- Owner view, not a second dashboardUp to five figures and then the actual matters, grouped by deadline. A figure you have no right to see disappears rather than greying out.
- Conversation that stays with the recordTeam chat and notifications inside the installation, so the reasoning behind a decision does not live in somebody’s inbox.
Deliberately slow
Changing a supplier’s bank account takes four stages and at least two people.
A fake “our account number has changed” message is one of the oldest ways to redirect a payment, and it keeps working because one person can act on one e-mail. So in VendoCerta this one operation is not a click. It is a procedure, and the product will not shorten it for you.
- 01
Proposal
Deliberately not a Reviewer. The Propose a change button stays disabled until this supplier has an uploaded document in the “Payment details” category — an account cannot be proposed out of nowhere. The number is typed twice, as a check against a mistyped digit.
Awaiting document confirmation
- 02
Document confirmation
A Reviewer, Administrator or Owner opens the record and clicks Confirm it matches the document. Judging whether the bank confirmation is genuine is this step’s whole job — the system only requires that the document exists and has a current version.
Awaiting independent verification
- 03
Independent verification
Recorded with a stated method: a call back to a contact known beforehand — phone only, never e-mail, because the e-mail account may be exactly what an attacker holds — a confirming letter from the bank, a signed power of attorney, an in-person meeting, or “other”.
Awaiting approval
- 04
Approval
Nobody who has already appeared in this case may cast the final approval: not the proposer, not the confirmer, not the verifier, not an earlier approver. If the same account number already sits against another supplier, a duplicate warning must be knowingly dismissed before approval is possible at all.
Active account
What the four stages actually guarantee
It is worth stating this precisely, because it is gentler than four stages suggests and the precision is the point. The same person may confirm the document, carry out the verification, and even cast the first approval. There is one hard condition, and it is absolute: nobody who has already appeared in the case may give the final approval.
In practice that guarantees a minimum of two different people when one approval is required, and three when two are — which is the default. Sometimes it takes a genuinely fourth, previously uninvolved person.
Security & the record
The audit trail cannot be corrected. That is the point of it.
Every recorded action — a sign-in, a status change, a document decision, an invitation sent, a file downloaded — becomes an entry. There is no function anywhere in VendoCerta to edit or delete one, not even for the owner, and nothing overwrites an existing event. That refusal is exactly what makes the record usable as evidence.
app.vendocerta.com/audit
- Read-only by constructionNot “write-protected by policy”. There is no edit and no delete in the interface, in any role. Access denials are recorded too, so repeated attempts to open something are visible.
- Bank details encrypted at restAES-256-GCM the moment they are saved. Revealing the full number needs the sensitive-data permission, your password again even though you are signed in, and a stated reason recorded in the trail — never the number itself. It clears from the screen after 45 seconds.
- Two-factor, mandatory where it mattersOwner, business administrator, system administrator and reviewer cannot skip it. An observer may turn it on. Sign-in failure never reveals whether the e-mail exists.
- Roles with real separationNobody can change their own role. An administrator cannot create or demote an owner. The last remaining owner cannot be demoted or disabled, so the company is never locked out of itself.
- Files are never a permanent linkDownloads go through a digitally signed URL valid for minutes and bound to your own company. Sensitive documents need their own permission on top, and each download is audited separately.
- Retention you set, stated honestlyThe default is 2,555 days — seven years, matching typical procurement audit requirements. It records your policy and will drive future housekeeping; today nothing is deleted automatically just because the date passed, and the product says so on the screen.
The assistant
It proposes. You decide. It never acts on its own.
An assistant on every screen that knows the manual and — within your own permissions — your own data: suppliers, cases, documents, deadlines. On a wide screen it docks as a column beside the content, not over it, so you can still see the thing you are asking about.
The guarantee
Ask it to do something and it does not do it. It writes down exactly what it would do, lists what will happen, and shows two buttons. Between the proposal and your click, nothing happens — no message is sent, no record changes. Permissions are checked again at the moment of confirmation, against the person clicking.
It never approves, rejects or suspends a supplier, never changes anyone’s role, and never deletes anything — even if you ask it to directly.
“How do I…?”
Answered from the product manual, in your language, usually with a link straight to the right screen.
“What’s happening with…?”
Answered from your own data: what is blocking approval, what expires this month, what is waiting on your decision.
“Will you do this for me?”
Answered with a proposal card, its list of effects, and two buttons.
app.vendocerta.com/settings/assistant
Beyond onboarding
The same discipline, carried into purchasing.
Approved suppliers are the point at which most procurement software starts. VendoCerta Plus adds the front door: a controlled intake for purchase requests, against suppliers the company has already cleared. The rest of the operations pack is named, tiered and on the roadmap — and this site labels which is which on every row.
app.vendocerta.com/procurement
How we talk about what is not built yet
The product separates two questions that price lists usually merge: which plan includes a module, and whether that module has actually shipped. A plan naming a capability is never enough on its own to unlock it — the entitlement check refuses anything not yet marked available, no matter what the customer is paying.
So the comparison table on this site carries both columns. A row can honestly read “included in VendoCerta Plus” and “on the roadmap” at the same time.
app.vendocerta.com/help
Getting people using it
The training ships inside the product.
Seventy-five narrated screen recordings of the real application — 37 in English and 38 in Polish — installed with VendoCerta rather than hosted somewhere a new starter has to be given a login for. Plus contextual help on every screen and an interface in eight languages, chosen per person.
- Recorded against the running product, so nothing in them is a slide.
- Grouped by topic and reachable from inside the app, mid-task.
- Interface in Polish, English, German, Spanish, French, Italian, Russian and Ukrainian.
- A supplier gets the same assistant, scaled down, inside their own onboarding portal.
Before you ask
The questions a buyer actually asks first.
Do our suppliers need accounts, licences or training?
No. A supplier never signs in to VendoCerta. They receive a personal, single-use link by e-mail, valid for a limited time — a week by default — and complete their form and uploads through it. No password, no account, nothing to buy.
If the link goes to the wrong address, sending a new invitation invalidates the previous one immediately, even if somebody had already opened it.
Where does the data live?
VendoCerta installs onto a machine you control. PostgreSQL, object storage and the mail preview run as portable binaries inside the project folder — nothing is installed into Windows, no administrator rights are needed, and Docker is not required (a compose file is included for machines that have it). Internet access is needed on first run only, to fetch those services.
Can somebody quietly fix the audit trail before an inspection?
No, and not because of a policy. There is no function anywhere in the application to edit or delete an audit entry, in any role including the owner, and nothing overwrites an existing event. The screen says so itself, under its heading. Refused access is recorded as well, so an attempt to view something without permission leaves a mark rather than nothing.
How do you stop a supplier’s bank account being changed by an e-mail?
Four stages — proposal, document confirmation, independent verification, approval — with a supporting document required before a proposal can even be made, phone-only verification against a number known beforehand, and a rule that nobody who has already appeared in the case may cast the final approval. In practice that is a minimum of two distinct people, three with the default of two approvals.
Does the AI assistant have the run of our data?
It reads only within the permissions of the person asking, and it never carries out an action without an explicit confirmation from that person — permissions are re-checked at the moment of the click, not the moment of the question. It cannot approve, reject or suspend a supplier, change a role, or delete anything at all.
What happens if our licence lapses?
A licence carries a grace window. Inside it the installation stays readable — you can still open and export what you already have — but writing through a module is refused until the licence is active again. An owner reading their own records is not something a lapsed licence should take away mid-read; creating new ones is.
Is anything on this page not built yet?
Yes, and it is labelled. The plan comparison shows every capability with a status — shipping, preview, or on the roadmap — beside the plans that include it. The product enforces the same distinction: a plan naming a module does not unlock it until the module is genuinely available.
See it against your own suppliers.
A demo with a person, not a recorded webinar: bring the kind of supplier that gives you the most trouble and we will walk it through the product end to end.