Every supplier, one complete record.
One profile per vendor, with contracts, licenses, documents, spend, reviews, and tasks all attached. Health scores visible at a glance. Onboarding through a portal that carries your branding, not ours. Automatic matching to your ERP vendor records.
What you don’t see is what costs you
Most growing companies have somewhere between forty and two hundred active suppliers. The data about those suppliers lives across email threads, shared drives, accounting software, and a few people’s heads. Nobody can answer a basic question without three messages and a search.
This is where the small, expensive mistakes happen. Contracts auto-renew because nobody saw it coming. Certificates expire without a reminder. Suppliers get onboarded twice under slightly different spellings. Underperformance goes unrecorded for years.
Vendor management is not an exotic problem. It is a visibility problem. The data already exists. It just is not in one place, and it is not attached to the supplier it belongs to.
Four things vendor management actually has to do
Onboarding through email is where data quality goes to die. Suppliers send the wrong file format, forget to attach the DPA, fill out the same field twice with different answers. Then someone has to chase, clarify, and re-key into the ERP.
ProcuHelp gives each supplier a portal link with your logo, your colors, and a welcome message you write. They upload documents, accept terms, and provide their VAT number, bank details, and contact information directly into a structured form. You receive a clean record. The supplier sees your company front and center, with a small “Secured by ProcuHelp” attribution at the bottom of the page.
- Hosted on a clean ProcuHelp URL: app.procuhelp.com/portal/yourcompany
- Your logo, colors, and welcome message throughout
- Configurable document checklist per supplier category
- Automatic reminders for missing or expiring documents
The most common vendor data problem is not bad data. It is the same data, stored in two places under two slightly different spellings, never reconciled. “Acme N.V.” in your CRM. “Acme NV” in your accounting tool. “Acme Nederland” in someone’s spreadsheet. Spend never rolls up correctly because the system does not know they are the same supplier.
When a new vendor is added in ProcuHelp, the platform matches it against your ERP vendor records using a three-step process: VAT number first as an exact match, company name next as an exact match, then fuzzy matching above 85% similarity as a last resort. The match shows you which existing ERP record it found, and you confirm or override before the record is created.
The result: every vendor in ProcuHelp is linked to a single, canonical record in your accounting system. Invoices match automatically. Spend reports add up.
A health score answers a question every procurement and finance leader has had at some point: which of our suppliers are in good shape, and which are quietly becoming a problem?
Each vendor in ProcuHelp gets a score between 0 and 100, calculated from five weighted dimensions:
- Document completeness. Are required compliance documents present and current.
- Contract exposure. How much committed spend is at risk in the next six months.
- Concentration risk. How much of a category is dependent on this single supplier.
- Review sentiment. Aggregated ratings from internal stakeholders over time.
- Criticality multiplier. Weighting based on how essential the supplier is to operations.
The score is visible on every vendor row, dashboard, and report. It is not designed to replace judgment, but to surface vendors that need a closer look before things break.
A vendor profile pulls together everything that exists about a supplier. Contracts and their renewal dates, licenses and seat counts, signed documents and expiring certificates, internal reviews from each year, open tasks, communication history, and the supplier’s actual spend from your ERP.
Nothing has to be re-entered. Contracts and documents you upload elsewhere in ProcuHelp automatically appear on the relevant vendor profile. Spend data flows in from your accounting system. Tasks created against a contract show up under the vendor too.
When someone asks “what do we know about Acme”, the answer is one click away, current, and complete.
Where this actually pays off
The ISO 27001 renewal you would have missed
Your hosting provider’s ISO 27001 certification expires in 47 days. Without a system, you find out when your security review fails an audit question. With ProcuHelp, the document appears in the vendor’s health score, an alert lands in the notification centre, and a task is automatically assigned to the document owner.
The renewal happens before the certificate lapses. No audit finding. No fire drill.
Day one, not day ninety
A new procurement or finance hire usually spends their first weeks in a fog. Who are our suppliers, what are we paying them, which contracts are about to renew, what is the institutional knowledge that left with the previous person? The information exists, but it takes meetings and spreadsheet hunting to assemble.
With ProcuHelp, day one looks different. One screen, every supplier, sorted by health score and committed spend. Each profile carries the full history, including the yearly reviews captured before they arrived.
“Why does Acme N.V. show up twice in our spend report?”
Three years of slight name variations in your ERP means your top-supplier list is wrong and your concentration risk is invisible. Real spend with one supplier might look like spend across three, hiding both negotiating leverage and dependency risk.
ProcuHelp’s ERP matching catches duplicates on entry. Existing duplicates surface through the review queue. One canonical record per supplier, always.
Vendors connect to the rest of the platform
Your brand, front and center
A branded onboarding portal with your logo, colors, and welcome message. Suppliers upload documents through your interface, not ours.
Read more ContractsA portfolio, not a folder
Every vendor profile shows its contracts. Renewal dates, exposure, notice periods. Surfaced before they slip past.
Read more Vendor reviewsRenew on evidence
Yearly reviews from internal stakeholders, captured against each supplier. Year-over-year visibility into who actually delivers.
Read moreSee vendor management on your data
Bring your existing supplier list. We’ll show you how it looks in ProcuHelp, how matching against your ERP works, and what a vendor profile becomes when everything lives in one place.