eProcureAI / Platform / Vendor Hub
Vendor HubYou send an invitation. They fill in the form, upload what you asked for, and the system watches the expiry dates from then on. Your team reviews rather than chases.
This is the real screen. Onboarding forms, EP Scores and compliance validity, from the product.
Ask a procurement coordinator what takes up their week and supplier paperwork is usually near the top. Not because it is hard, but because it never ends.
An insurance certificate expires. A tax form is out of date. A supplier changed their bank details and told one person by email. Somebody has to notice each of these, and the noticing is the job.
eProcureAI moves that work to the supplier and the calendar. You send an invitation, they complete the onboarding form themselves, and every document they upload carries an expiry date the system watches from then on.
Not every supplier needs the same paperwork. A standard onboarding form covers most, while something like the FAR supplier compliance form asks for a great deal more from suppliers working on government contracts. You choose which form goes out with the invitation.
Once a supplier has completed onboarding they carry an EP Score. It is a single number that tells your team where a supplier sits without opening five documents, and it is what makes an annual compliance review something you work through rather than dread.
Suppliers update their own insurance and banking now. Our team went from a weekly chase list to reviewing exceptions once a month.Alvin M., Sr. Director Strategic Sourcing, healthcare
You enter a name, an email and which onboarding form applies. The supplier receives a portal link listing exactly what is needed.
Company details, tax forms, insurance and banking, entered by the people who actually hold them rather than transcribed by yours.
Banking details are checked before any payment can be released, and uploaded documents are validated against what the form required.
Your team reviews once. The supplier is categorised, given an EP Score and assigned a compliance validity period.
Expiry dates are tracked and the supplier is chased before anything lapses. Your team only sees the exceptions.
Category, contact details, location and a compliance validity period. When a supplier is approved for 2026, that is on the record rather than in somebody's memory of a conversation.
What the supplier actually submitted, kept against the record. When somebody asks six months later what a supplier declared, the answer is a click rather than an email search.
This is the part that saves the most time. Every certificate carries a date, and the date is what triggers the chase rather than a person noticing.
Taken from the vendor directory and the onboarding list in the product.
| State | What it means | Can you buy from them | Who acts next |
|---|---|---|---|
| Invitation sent | The form has gone out and nothing has come back yet | No | The supplier, with a reminder from us |
| Pending review | They have submitted and your team has not looked yet | No | Your procurement team |
| Approved | Reviewed, scored and given a validity period | Yes | Nobody until review falls due |
| Expiring | Approved, but a required document lapses soon | Yes, for now | The supplier, chased automatically |
| Lapsed | A required document has expired | New orders blocked | The supplier, escalated |
Existing commitments are left alone when a document lapses. Only new orders are stopped, which avoids punishing a delivery that is already in transit.
Insurance, certifications and tax forms all carry an expiry. The supplier is reminded before it lapses and escalated if they stay quiet.
Suppliers are approved for a period rather than forever, so an annual review is a list you work through rather than a project you launch.
Bank detail changes are checked before any money can move, which closes the most common way companies are defrauded through accounts payable.
A score makes a directory scannable. It tells your team where to look without opening every document on every record.
When something is missing you can request that single document rather than restarting the whole onboarding form.
Category, status, score and validity in one list, so finding every supplier due review this quarter is a filter rather than an exercise.
The work does not disappear, it moves to the supplier and the calendar, which are both better placed to do it.
Send an invitation and review what comes back. Between those two moments your team is not involved.
Collects, verifies, scores and then watches the calendar indefinitely.
Bring a supplier you are about to onboard and we will send the form live, then walk through what comes back.
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