Vendor Management

Achieve more with less, reduce costs, and strengthen your relationships with critical suppliers and vendors using vendor relationship management solutions from PairSoft.

Get the Most Out of Your Vendor Relationships So You Can Better Serve Your Customers

Most organizations depend on multiple third-party suppliers and vendors to keep operations running smoothly and maximize their ROI. After all, a hospital can’t properly care for its patients if it doesn’t have essential medical supplies. And a furniture manufacturer can’t fill orders on time if it can’t get the necessary raw materials and hardware. 

Get the Most Out of Your Vendor Relationships So You Can Better Serve Your Customers

Most organizations depend on multiple third-party suppliers and vendors to keep operations running smoothly and maximize their ROI. After all, a hospital can’t properly care for its patients if it doesn’t have essential medical supplies. And a furniture manufacturer can’t fill orders on time if it can’t get the necessary raw materials and hardware. 

Unfortunately, managing these vendor relationships can quickly become complicated. How are you tracking whether your supplier is fulfilling their contractual obligations? How do you know if you’re viewing up-to-date product catalogs or getting the best price? What are the hidden costs? And how much time and money are you spending just to keep everyone on the same page?

Embrace Automation and Transition to a User-friendly Paperless Organization

PairSoft’s vendor management tools help you automate the process, improve communication with your suppliers, and easily review and negotiate contracts from one central location. This means you can shift your focus from mere cost-cutting and communications to pinpointing critical areas of your partnership and improving strategy. 

Here’s how your organization can benefit from PairSoft’s dynamic solutions:

Automate the Approval Process

Streamlined workflows make approvals easy. Get email notifications when vendor-related documents have been routed and approved—no data entry needed.

Save Time and Money

Vendors can update their own catalogs and information in a format your systems already use, improving accuracy and eliminating time-consuming manual rekeying of data.

Secure Digital Access

Vendors can complete and submit bills or expenses using secure electronic forms, rather than paper that can be easily lost, misplaced, or stolen.

How We Help:

Contract Management

Your vendor contracts are essential to your operations — outlining the covered items, pricing, terms, and shipping methods. Contracts mitigate any misunderstandings and build convenient, mutually beneficial relationships, but no one wants to dig through file cabinets searching for them.

PairSoft provides the mechanisms to build, use, and monitor vendor contracts. By providing a central contract repository, the software makes it easy to identify overlapping or conflicting terms, ensure compliance, and identify the potential for volume discounts.

The vendor contract module allows your organization to enforce contracts established with specific vendors, including shipping methods, payment terms, and the ability to append lines to an existing vendor purchase order. You can track committed amounts and quantities against budgets, enforce pricing and terms agreements, and limit overall spending to a particular supplier. 

Features

  • Budget control: Track committed amounts and quantities against contract budgets.
  • Flexible budgeting: Manage contracts by dollar amount, quantity, or both.
  • Control Restriction: Predefine contracts to a specific list of items.
  • Time-sensitive: Enforce vendor contract for a specified period.
  • Approval routing: Auto route requisition line items for approval when amount is exceeded.
  • Convenient: Originate vendor contracts from within requisition.
  • Reporting: print reports for all vendor contracts, including contract details and status throughout the requisition process.

How We Help:

Supplier Portal

Empower vendors and suppliers with a self-service portal for purchase order and non-purchase order invoice entry, jump-starting the approval and payment process. This allows you to improve communication and collaboration with your suppliers while eliminating duplicate data entry and allowing your accounts payable team to focus on higher-level priorities.

Features

  • Secure and reliable: The SaaS Vendor Portal communicates securely with your PairSoft solution and integrated ERP, which is also protected by your company’s firewall.
  • Unlimited vendors: Invite preapproved vendors and suppliers from your ERP platform to join your network at no additional charge.
  • Access from anywhere: The vendor invoice portal can be accessed from virtually any device, including mobile devices.
  • Automated communication: Suppliers are automatically notified by email when purchase orders are available to view and match in the portal.
  • Minimize data entry tasks: Empower vendors to enter non-PO and service invoices.
  • Keep information current: Vendors and suppliers can update their own contact information for your approval and ultimate transfer into your ERP application.
  • Follows approval workflows: All actions are supported by the powerful PairSoft approvals and ERP integration for true B2B integration.
  • Multi-company: Vendors may access multiple companies from a single, intuitive dashboard.

Before PunchOut, purchase orders and invoices never matched, due to the constantly changing products and cost of medical equipment. PunchOut has allowed us to have a real-time platform to capture the current cost.

How We Help:

PunchOut Integration

Speed order processing and lower procurement costs by integrating real-time with suppliers’ online catalogs.

A PunchOut site maintained by your vendor allows you to make purchases from supplier websites directly through your own procurement software, at your negotiated prices. It’s perfect for large or rapidly changing catalogs, since your team doesn’t have to worry about catalog maintenance tasks — everything is handled on the supplier’s side.

PunchOut offers significant benefits to suppliers, too, including better inventory control, faster payments, and higher client satisfaction.

Benefits 

  • Faster order processing
  • Lower overall procurement costs
  • Less time spent maintaining internal catalogs
  • Provides familiar supplier interface to shoppers
  • Always reflects current, negotiated pricing
  • Keeps more purchases under your direct control

Pricing That Fits Your Needs 

We offer flexible and affordable pricing options that fit your organization’s unique needs. Choose the features and integrations your organization needs.