Vendor Portal Template

A supplier portal to onboard vendors, collect compliance documents, share purchase orders, approve invoices and score vendor performance.

Use Template

What is a vendor portal template?

A vendor portal template is a shared workspace where suppliers register, upload documents, view purchase orders and submit invoices. Stackby's Vendor Portal template links vendors, contacts, documents, purchase orders, invoices and scorecards. Suppliers get a vendor self-service portal for their own records, and your procurement team gets a vendor management portal with approvals and performance in one place.

Who should use this supplier portal?

Procurement, operations and finance teams that onboard suppliers by email and track purchase orders in spreadsheets. It suits manufacturers, retailers, construction firms and agencies that need a vendor onboarding portal and procurement portal but not the cost of full supplier portal software.

Template Features:

Title:Vendor Onboarding Forms
Desc:Collect company, tax and banking details and required documents through a form with conditional questions by vendor type.

Title:Compliance Document Tracking
Desc:Store certificates, insurance and contracts with expiry dates, and get reminders before anything lapses.

Title:Purchase Order Sharing
Desc:Give each vendor a filtered view of their open and past purchase orders, shared by private link.

Title:Invoice Approval Workflow
Desc:Vendors submit invoices through a form, and approvers move each one from received to approved to paid.

Title:Vendor Scorecards
Desc:Rate delivery, quality and price on every order, and roll the scores up to compare vendors side by side.

Key features of the Stackby Vendor Portal template

Vendor onboarding form: Collect company, tax and banking details and required documents, with conditional questions by vendor type.
Compliance document tracking: Store certificates, insurance and contracts with expiry dates and reminders.
Purchase order sharing: Share each vendor's open and past purchase orders through a filtered view.
Invoice submission and approval: Vendors submit invoices through a form, and approvers move them from received to paid.
Vendor scorecards: Rate delivery, quality and price for each order and roll scores up to the vendor.
Contract renewal reminders: Notify the owner before a contract or certificate expires.

How to set up your vendor portal

Copy the template and import your current vendor list.
Edit the onboarding form and the list of required documents.
Add purchase orders and link them to vendors.
Share a filtered view with each vendor and enable approval and expiry automations.

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Frequently asked questions

What is a vendor portal?

A vendor portal is a shared workspace where suppliers register, upload documents, view purchase orders and submit invoices, while your team tracks approvals and performance.

How do new vendors register?

Vendors complete an onboarding form with company, tax and banking details and upload compliance documents. Each submission creates a vendor record for review.

Can vendors see only their own purchase orders?

Yes. Filtered views shared by private link, plus view and column permissions, limit each vendor to their own orders, invoices and documents.

Can I track vendor performance?

Yes. Record delivery, quality and price ratings for each order, then use rollups and dashboards to compare on-time rate and scores across vendors.

Can I get alerts before vendor documents expire?

Yes. Each document has an expiry date, and an automation emails the owner a set number of days before a certificate, insurance policy or contract expires.