Supplier portal software for POs, invoices and documents
Every purchase order you send starts a conversation with the supplier: did they accept it, when will it ship, where is the invoice, is the insurance certificate still valid. The Procurer supplier portal moves that conversation out of the inbox. Suppliers confirm purchase orders, upload invoices against them and keep their own documents current, and your team sees all of it on the supplier record. The supplier portal and supplier onboarding checks are included in the Scale plan.
What suppliers do in the portal
Suppliers get a secure login for their company, with no license cost to them. From the portal, a supplier can:
- See every PO you sent them, with lines, quantities, prices, delivery address and payment terms.
- Confirm a PO, or propose a change to quantity, price or delivery date, which comes back to your buyer for approval.
- Upload an invoice against a specific PO, so the PO number and lines are already linked when the match runs.
- See the status of each invoice: received, matched, held for review with the reason, approved for payment.
- Update their company documents: W-9, insurance certificate, bank details, contacts.
Every action is recorded on the supplier record and the PO with who and when.
Supplier onboarding with W-9, insurance and bank checks
Adding a new supplier is where fraud and compliance problems start. On Scale, a new supplier is invited through the portal and completes an onboarding form before the first PO can be sent:
- W-9 with legal name and taxpayer identification number, stored on the supplier record.
- Certificate of insurance with coverage types and an expiry date, with a reminder to the supplier and to your team before it expires.
- Bank details entered by the supplier, never typed from an email by your team, with a verification step before they are used.
- Any extra questions or documents your process needs, such as a signed code of conduct or a security questionnaire for IT suppliers.
The supplier cannot receive purchase orders until procurement approves the onboarding. Changes to bank details after onboarding require re-approval and are recorded in the audit log. That closes the classic fake bank change email.
A supplier portal in a normal week
A company with 300 staff works with a janitorial contractor, a packaging supplier and a laptop reseller.
Monday: the packaging supplier logs in, sees PO-2026-0733 for 12 000 boxes, and proposes delivery on Thursday instead of Wednesday. The buyer approves the new date.
Tuesday: the laptop reseller confirms a PO for 20 laptops and uploads the invoice when they ship. The invoice arrives already linked to the PO.
Wednesday: the janitorial contractor's insurance certificate expires in 30 days. The portal asks them for a new one, and they upload it.
Thursday: boxes arrive, the receiver records 12 000, and the invoice clears the three way match.
Nobody in accounts payable chased a single email.
Suppliers who do not use the portal
Not every supplier will log in, and they do not have to. On every plan, purchase orders go out as PDF by email. From Business, suppliers can email invoices to your invoice inbox, where lines are read and matched to the PO. The portal is an addition for suppliers you work with often, not a requirement for the rest. The full supplier record, with contacts, terms and documents, is described on vendor management software.
Which plan includes the supplier portal
The supplier portal, supplier onboarding with W-9, insurance and bank detail checks, contracts linked to suppliers and RFQs are on Scale, at 699 USD per month or 579 USD per month billed yearly, with up to 300 user accounts, 5 legal entities and unlimited purchase orders. Enterprise adds SAML SSO, SCIM, custom approval matrices and an uptime SLA. Team and Business include the supplier directory, and Business adds catalogs and preferred suppliers with agreed prices. See pricing, and for contracts, procurement contract management software.
What is supplier portal software?
It is a secure website where your suppliers see the purchase orders you send them, confirm them, upload invoices and keep their company documents current, so that information arrives structured instead of by email.
Which plan includes the supplier portal?
The supplier portal and supplier onboarding are included in Scale and Enterprise. Team and Business send purchase orders by email and include the supplier directory.
Do suppliers pay anything?
No. Suppliers log in to the portal at no cost to them. Your plan covers the portal for all your suppliers.
How are bank detail changes protected?
Bank details are entered by the supplier in the portal, verified before use, and any change requires re-approval by your team. Every change is recorded in the audit log.
Can suppliers change a purchase order?
They can propose changes to quantity, price or delivery date. The change goes back to your buyer, and if it affects the amount, it can go through approval again before the PO is updated.
Give suppliers one place to work with you
Create your account and move PO confirmations, invoices and supplier documents out of the shared inbox.