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Vendor Management App - A Comprehensive Guide

By Athena Rebello

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Updated on: Apr 8th, 2024

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10 min read

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Today’s business world is evolving at a great pace, and amidst this evolution, it's essential to manage your suppliers well.

In this blog, we'll look at how vendor management applications (VMAs) make things smoother, more efficient, and help build better vendor partnerships, when compared to old-school manual methods.

What is a Vendor Management Application?

A vendor management app is a one-stop solution for managing all vendors across the supply chain. It streamlines vendor management by easing the onboarding process, keeping vendor interactions smooth, tracking vendor payments, supporting smart decision-making, and seamlessly monitoring vendor performance.

Key Features of a Vendor Management App

When looking for a system to manage your suppliers, here are the top features enterprises must keep in mind:

  • Quick Setup: A VMA should let you onboard suppliers quickly, without all the paper hassle, by pulling information from databases automatically. 
  • Easy Self-Service: A good VMA lets suppliers and customers handle their own information, like updating orders or checking payments, making things smoother for everyone.
  • Cloud-based Platform: Cloud-based vendor management apps offer seamless accessibility, enabling enterprises to onboard and manage vendors anytime, anywhere, fostering real-time collaboration among stakeholders.
  • Easy Vendor Checks: A good system lets you swiftly access key details about your suppliers to verify their reliability and compliance history.
  • Monitor Vendor Performance: VMAs should enable you to assess vendor effectiveness, such as punctuality and compliance, aiding in smarter negotiations. Further, the VMA should allow you to track vendor performance in real time.
  • Manage Vendor Payments: The system ought to have the capability to track and control your spending on each supplier to prevent exceeding your budget.
  • Inbuilt Vendor Communication: A good VMA should feature inbuilt vendor communication for quicker and seamless information exchange and query resolution.
  • Automated workflows: Automating vendor workflows streamlines processes, enhancing invoice processing and payment cycles. This fosters cost savings and strengthens vendor relationships.

Benefits of Using a Vendor Management App

Switching to a vendor management application (VMA) can really smooth out a lot of the bumps in dealing with vendors. Here's how it can make things better:

  • Easier Vendor Onboarding: A VMA makes it easier to onboard new suppliers. Instead of drowning in paperwork and follow-up emails, all details needed from a new supplier can be gathered quickly and accurately. This means you can start working with new suppliers faster and with less hassles.
  • Handling Contracts is a Breeze: Say goodbye to lost files and outdated spreadsheets. A VMA keeps all contract details in one spot, making it easy to see when contracts need to be renewed or reviewed. This saves time and helps avoid any mix-ups.
  • Keeps Business Running Smoothly: Without a VMA, purchases for your business require manual processes such as invoice receipt and punching, approvals, reconciliations, and payment tracking. A VMA facilitates faster and more accurate invoice processing by making sure all data is approved correctly, and payments are made in time.
  • Vendor Collaboration Gets Easier: Managing suppliers isn't just about keeping track of data; it's about building good relationships. A VMA helps you keep all your communications with suppliers clear and connected to the respective purchasing documents so that nothing gets lost in translation.
  • Reduces Vendor Risks: A good VMA helps you not only verify the credentials and compliance history of new vendors but also enables frequent vendor checks to ensure that your enterprise continues to deal with compliant vendors. It further helps you keep an eye on various government rules and regulations so you are less likely to run into legal trouble.

 How Does a Vendor Management App Work?

A vendor management application acts as a central hub, streamlining the management of vendor relationships for businesses. From the get-go, this tool simplifies the onboarding of new suppliers by eliminating paperwork and directly gathering required information through the app. Once onboarded, it efficiently monitors crucial vendor data such as contracts, orders, payments, and performance. 

A VMA also enables one-click reconciliations between documents such as invoices and purchase orders, facilitates vendor communication, and sends out payment reminders to ensure that you never miss a payment deadline again and become liable to penalties.

In essence, a vendor management application facilitates a smoother interaction with vendors, covering everything from initial onboarding to daily vendor management, ensuring seamless operations.

Vendor Management App vs Manual Processes

AspectVendor ManagementManual Processes
EfficiencyHighly efficient due to automationLess efficient due to reliance on manual tasks.
Accuracy and RiskLower risk due to automation and standardised processesHigher risk of errors and inconsistencies
Time ConsumptionSaves time with automated processesTime-consuming due to manual data entry and management
CommunicationEasy vendor communication and query resolution from within the vendor appSlower communication and query resolution via methods such as email and phone calls
Payment TrackingAutomated payment reminders and payment trackingNo payment reminders and payment tracking is challenging
Performance TrackingAutomated tracking and evaluationManual tracking, which is less consistent and can be overlooked

A vendor management application simplifies and streamlines vendor collaboration, greatly enhancing precision, speed, and the quality of decision-making. On the other hand, traditional manual methods are slow, error-prone, and can delay decisions, raising the chances of operational mishaps. Implementing a vendor management application revolutionises supplier interactions, boosting efficiency, minimising costs and mitigating risks. Overall, a vendor management app fosters stronger vendor partnerships.

About the Author

A Chartered Accountant by profession and a writer by passion, my expertise extends to creating insightful content on topics such as GST, accounts payable, and invoice discounting.. Read more

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