app.vendocerta.com/vendors/new
Adding a supplier
A record first, then Start onboarding. Defaults for risk level and language come from company settings, so a new supplier is not a blank form.
The product
Forty screens, one argument: nothing moves until it is right.
This page walks the whole application, area by area, using captures of the running product. Where a screen behaves in a way that surprises people, it says so — including the places where the surprise is deliberate.
app.vendocerta.com
- Dashboard
- Vendors
- Onboarding cases
- Approvals
- Audit trail
app.vendocerta.com/vendors
The register
Everyone you buy from, and what stage they are at.
One place for every supplier whatever stage they are at, with a controlled status, a risk level, a country and a named internal owner. Four summary tiles sit above the filters — and the product is candid that two of them behave differently from what their names suggest.
- One search box, three fieldsCompany name, tax number and e-mail address are searched at once, so you do not have to know which field the fragment you remember lives in.
- Tiles that tell the truth about themselves“High risk” sorts rather than filters, and “In onboarding” counts four statuses but opens one — so the number on the tile can exceed the rows you see. The guide says this out loud instead of leaving you to discover it.
- A named internal ownerEvery supplier belongs to somebody on your side. Filters narrow by that owner, so “what is mine” is a question the list can answer.
app.vendocerta.com/vendors/import
Importing in bulk
Bringing an existing supplier base in from a spreadsheet, rather than typing three hundred rows to get started.
app.vendocerta.com/cases
Cases & the portal
A case is where the work actually happens.
Clicking Start onboarding creates a case with its own reference — VC-2026-0010 — and from that point the case screen, not the supplier record, is where you see what stage things are at. Each case is split into four steps — vendor details, documents, approvals, summary — and opens straight to the one where it is blocked, which is not always the first.
- One invitation, three fieldsWho it goes to, which language the supplier reads it in, and an optional line of context. Then the supplier gets a personal link — no account, no password.
- A blocker list, not a greyed-out button“Ready to approve”, or a specific list: this document has not been uploaded, that step has not been decided. Grouped into documents, submitted information and the approval path, five per group.
- Deadlines and reminders from the templateHow many days the supplier has, and how many days before the deadline they are chased — both set once, on the template, and frozen into the case.
app.vendocerta.com/getting-started
A new installation walks itself
The Getting started screen is a guided run through the product at your own pace — and, as its own banner says, a guide rather than a gate: every part of VendoCerta works without finishing it. Several steps tick themselves off from your data.
app.vendocerta.com/templates
The templates behind them
Questions for the supplier, required documents, approval steps in order, deadline and reminder days. A case freezes its own copy, so editing a template never rewrites history.
app.vendocerta.com/documents
Documents
Two views, because they answer two questions.
Documents & expiry shows every supplier at once, sorted by what is about to go wrong. The decision itself happens inside a case, next to the requirement it satisfies — accept, request a correction, or reject, each with a reason the supplier sees.
- A replacement never overwritesA corrected file becomes a new version. The previous one stays in the history with its own download link, which is what makes “what did we actually see when we approved this?” answerable.
- An expired document loses its Accept buttonDeliberately. Nobody extends the validity of a lapsed certificate with a click; it takes a new file from the supplier.
- Restricted documents say soA document holding sensitive data is badged. If your role cannot open it, the product says so plainly rather than quietly hiding the download button.
app.vendocerta.com/documents/sorter
The document sorter
For files that arrive outside the flow: match an incoming document to the supplier and the requirement it belongs to, instead of filing it by hand.
app.vendocerta.com/checks
Checks
Scheduled verification against suppliers already in the register — the routine re-look that otherwise depends on somebody remembering.
app.vendocerta.com/approvals
Approvals
A queue you work through, not a screen you leave.
Waiting on you, overdue, all in progress. Click an item and — on a wide screen — a decision panel opens beside the queue, so you handle one after another without navigating back and forth. On a narrower screen the link takes you to the case.
- Ordered, and gated by roleEach step names who may decide it. The next does not open until the previous is approved and the required document is current and accepted.
- Refused, with the reason statedIf something mandatory is missing, rejected or out of date, the approval is refused and the product says which. It is the same list the assistant reads when you ask why you cannot approve.
- One person does not do it all aloneWhere a process needs more than one step, the person who added the supplier or checked the documents need not be the one deciding — and for a bank-account change, the system requires that they are not.
Every day
The queues, dates and conversations around the process.
Onboarding is the spine, but a supplier relationship is contracts running out, incidents to answer, tasks somebody owes and a calendar of dates nobody should be holding in their head.
app.vendocerta.com/my-work
My work
Approvals, document decisions and tasks assigned to you, in one queue rather than three screens each holding a third of your day.
app.vendocerta.com/calendar
Calendar
Every expiry, deadline and notice period on one dated view. The same dates the automatic reminders are driven from.
app.vendocerta.com/contracts
Contracts
Agreements held against the supplier they belong to, with their dates and notice periods surfacing in the same queues as everything else.
app.vendocerta.com/incidents
Incidents
Something went wrong with a delivery or a supplier: raised, given a response window, and tracked against the record rather than an e-mail thread.
app.vendocerta.com/tasks
Tasks
Work assigned to a person or a role, with a due date, appearing in their queue.
app.vendocerta.com/chat
Team chat
The reasoning behind a decision stays in the installation with the record, instead of in somebody’s inbox.
app.vendocerta.com/owner-view
Analysis
Owner view is not a second dashboard.
A tile with a number on the dashboard becomes, here, a named supplier, a specific deadline and a specific decision — grouped by urgency: already overdue, today, this week, worth knowing. An empty group does not appear at all.
- Deliberately few figuresUp to five. A figure you have no right to see disappears entirely rather than greying out — and at zero every tile stays neutral, because red for nothing is noise.
- Only confirmed risk counts“High risk, confirmed” counts suppliers a human has assessed. A model’s own suggestion never enters the figure until somebody agrees with it.
- Silence means healthyThe coloured card about installation health appears only when something is genuinely wrong. Its absence is the good news, not a gap.
app.vendocerta.com/reports
Reports
Standing reports across the register, the documents and the decisions — drawn from the same records the audit trail is written from.
app.vendocerta.com/audit
Audit trail
Who did what, when, and — for a data change — what the values were on both sides of it. No role can edit or delete an entry.
The assistant
Beside the screen, never on top of it.
Called from the sparkle in the top bar on any screen. On a wide display it docks as a resizable column beside the content — so you can still see the thing you are asking about — and only covers it when there is genuinely no room.
It knows where you are
The assistant reads the screen and the record from the page address, which is why “why can’t I approve them?” works without naming the supplier.
It shows its working
Answers end with a collapsible “Based on” — the manual excerpts or specific records it relied on — and a few buttons suggesting the next question.
It escalates honestly
Ordinary uncertainty just says so. A real ticket, with a readable reference, is raised when you press “didn’t help”, when tools fail repeatedly, or when the language model provider is briefly unavailable.
Suppliers get it too
A scaled-down version sits in the supplier’s own onboarding portal, answering only about their case and their form.
The hard limit
It never approves, rejects or suspends a supplier, never changes a role, and never deletes anything — even asked directly. Anything it would do is written down first and waits for a human click, and permissions are re-checked at that click against the person making it.
app.vendocerta.com/settings/assistant
app.vendocerta.com/procurement
Purchasing
The front door to buying, against suppliers already cleared.
Procurement intake is the first VendoCerta Plus module to ship — and the one the entitlement system was first enforced through for real, across pages, API routes, navigation, calendar, search, My work and the assistant. Who asked, for what, against which supplier, and who has to agree.
- A request, not an e-mailRaised in one place with the information the approver needs attached, rather than assembled from a thread afterwards.
- Only against approved suppliersThe register is upstream of purchasing on purpose: a request names a supplier the company has already cleared.
- The rest of the pack is named, not builtRFQ, purchase orders, goods receipt, products, inventory and warehouse are reserved on the plan and marked roadmap wherever they appear. The product refuses them until they ship.
app.vendocerta.com/procurement/new
Administration
Company policy and machine health are two different screens.
Settings decides what your organisation’s process is. The system centre reports on what the installation is doing. They were one screen once; splitting them means the person running the business and the person running the server are not looking at each other’s work.
app.vendocerta.com/settings
Company settings
Name and support address the supplier sees, welcome message, defaults for a new supplier — and the security-relevant numbers: how long an invitation link lives, how long documents are kept, the largest file a supplier may upload.
app.vendocerta.com/users
Users & roles
Five roles with deliberately different blind spots. Nobody can change their own role, and the last remaining owner cannot be demoted or disabled.
app.vendocerta.com/settings/structure
Structure
How the organisation is arranged, for installations where the supplier side is not one flat team.
app.vendocerta.com/settings/integrations
Integrations
Owner-only, deliberately: connecting the installation to anything else is not something an administrator can do quietly.
app.vendocerta.com/settings/automations
Automations
Rules acting on events the product already records. Shipping as a preview — its own description still owes an honesty pass before we call it finished.
app.vendocerta.com/system
System centre
Services, backups, background jobs, diagnostics and version. Its diagnostics tab produces a support report of versions, counts and masked log lines — never document contents or personal data.
app.vendocerta.com/login
Getting in
Two factors, and no hints for strangers.
Owner, business administrator, system administrator and reviewer cannot skip the second factor — on first sign-in the product takes them to set it up before it will show them anything. An observer may turn it on and does not have to.
- A wrong sign-in says only that the e-mail and password do not match — never which of the two was wrong.
- Any authenticator app works: Google, Microsoft, 1Password, Aegis.
- Backup codes are issued at setup; losing the phone without them means asking an administrator.
- A supplier never signs in here at all. This screen is for your own staff.
Want to see it move rather than sit still?
A demo runs against your kind of supplier, not ours.