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Supplier onboarding portal for procurement teams

A supplier onboarding portal is where new suppliers upload their compliance documents, procurement approves or rejects each supplier with a reason, and suppliers get a reminder before a certificate expires.

Pattern: Requests

Describe it to Pory

“We're a bakery manufacturer. New suppliers upload food safety certificates and insurance, our procurement team approves them, and we need a warning before any certificate expires.”

Viewing as

Documents

Compliance documents

Cascade Valley general liability insuranceGeneral liability insuranceNov 4, 20261 fileUploaded
Cascade Valley product liability insuranceProduct liability insurance—0 filesRequested
Cascade Valley allergen statementAllergen statement—0 filesRequested
Cascade Valley SQF certificateFood safety certification (SQF or BRCGS)Jun 11, 20271 fileChecked
Cascade Valley HACCP planHACCP planApr 21, 20271 fileChecked
Cascade Valley whole milk specificationProduct specificationOct 5, 20271 fileUploaded
Cascade Valley heavy cream specificationProduct specificationOct 5, 20271 fileUploaded

Showing 1–7 of 7

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In plain English

How Pory sets it up

Pory gives every supplier and procurement a sign-in of their own. Each supplier sees only their own suppliers. It covers docs, compliance and approval. Suppliers, compliance documents and buying team live in Pory's own database, so there's no spreadsheet to keep in sync.

What it does

01

Suppliers upload their certificates once, into their own documents list

Compliance paperwork used to arrive as email attachments that someone saved to a shared drive under a new naming scheme each time. In Pory a supplier uploads each certificate or policy, says what it is and when it expires, and sees only their own documents. Procurement finds the file on the supplier's record instead of in an inbox.

File uploadsDone by: Supplier
02

Procurement approves a supplier with their certificates open alongside

Supplier approval used to be a spreadsheet row turning green, with no note of why. Procurement opens a supplier, reads the compliance documents linked to it, and approves or rejects it, writing the reason on the record. A rejected supplier knows exactly what's missing, and nobody has to reconstruct the decision before the next food safety inspection.

Approve / reject with a reasonDone by: Procurement
03

Suppliers get a reminder before a certificate lapses

Expired certificates used to turn up during a customer's site visit, which is the worst possible moment to find one. Each document carries its expiration date, and the supplier gets a reminder in their portal inbox and by email ahead of it, naming the certificate and the date. Procurement stops keeping a calendar of expiration dates for forty suppliers.

Notifications & remindersDone by: Supplier

Who sees what in a supplier onboarding portal

Every person signs in to their own view. This is what each role in the demo gets.

Supplier

Sees only their own suppliers.

Pages
Home, Documents, Approval, Requirements, Your buying team
Can start
Upload compliance document

Procurement

Sees every supplier in the portal.

Pages
Home, Suppliers, Compliance documents, Expiration calendar
Decides
Marks suppliers Approved or Rejected, with a reason

What’s in the supplier onboarding portal template

The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.

Suppliers

  • Supplier (text)
  • Supplier contact (link)
  • Category (choice: Dairy, Flour & grain, Coffee & tea, Packaging, Cleaning & hygiene)
  • Delivers to (text)
  • Status (choice: Invited, Documents in, Under review, Approved, Rejected)
  • Procurement notes (long text)

Compliance documents

  • Document (text)
  • Type (choice: Food safety certification (SQF or BRCGS), General liability insurance, Product liability insurance, Allergen statement, HACCP plan, Product specification)
  • Expiration date (date)
  • File (file)
  • Supplier (link)
  • Supplier contact (link)
  • Status (choice: Requested, Uploaded, Checked, Expired)

Buying team

  • Name (text)
  • Role (text)
  • Email (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal

Collect

1 part

  • File attachments

    Upload and view files on the record they belong to, not in a folder named FINAL v2.

Decide

2 parts

  • Approve / reject with a reason

    Decision buttons for whoever may edit the status. Who decided, when, and why stays on the record.

  • Reminders by date

    Renewals, expiries and overdue work, in an in-app inbox and by email.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

A supplier signs in with a link sent to their email and lands on Home. They see Home, Documents, Approval, Requirements and Your buying team, and only the suppliers that are theirs. From there they can use “Upload compliance document”.

Procurement decide: they mark each one Approved or Rejected and give a reason. Everyone else sees the decision and the reason on the record, without the buttons to change it.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

More commercial portals

All commercial portals
Lead intake portalCapture → qualify → assignQuote & proposal requests portalRequest → send → acceptCustomer onboarding portalKickoff tasks & documentsPartner & reseller portalDeal registration & assetsContract lifecycle portalDraft → review → approveSponsorship management portalPackages & deliverablesAffiliate program portalSignups & payout trackingCustomer account portalOrders, invoices, tickets, documents

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FinanceCompliance document collection portalRequest → upload → verifyProfessional servicesLaw firm portalClient intake, case status, document requestsProfessional servicesAccounting & bookkeeping portalDocument collection & return status

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