Vendor onboarding usually doesn’t fail because the vendor is slow. It fails because the process is spread across email threads, shared folders, and spreadsheets that don’t show who owns the request, what’s missing, or what step is next.
VisualVault adds a workflow layer that standardizes intake, routes reviews using configurable rules, and captures an audit-ready activity history for each vendor request — without requiring you to replace your ERP or purchasing system.
Make submissions complete before they enter review
Most onboarding delays start with missing details. VisualVault forms and validation help reduce rework by enforcing requirements at submission.
- Required fields and format checks for tax and payment details
- Conditional prompts by vendor type (software, services, facilities)
- Attachment requirements by category (W-9, COI, banking letter), as configured
Route work by policy, not memory
When routing is informal, approvals drift. VisualVault assigns steps based on configurable rules so the right role reviews the right items at the right time.
- Threshold-based approval paths (value, spend category, risk tier)
- Role-based task assignment and escalation with workflow timers enabled
- Timestamped approvals and comments tied to the vendor request record
See what’s stuck before it becomes too late
Dashboards surface cycle time and bottlenecks so leaders can intervene early.
- Time spent in each step (Legal review, Finance setup, Security review)
- How long items sit unworked by exception type (missing document, incorrect banking)
- On-time vs. late completion by department or business unit
Operational impact you can measure
With workflow timers and rules enabled, and for new vendor requests from go-live (go-live is the date the configured VisualVault workflow starts processing new cases), teams typically track:
- Cycle time from request submission to “approved for purchasing” (or your equivalent internal status)
- Share of requests routed automatically vs. manually reassigned
- Change in exception volume tied to incomplete submissions (measured after go-live)
When vendor onboarding runs on email, the work doesn’t just slow down. It becomes harder to manage exceptions, prove approvals, and predict cycle time. A workflow layer gives you controlled intake, rule-based routing, and visibility into where requests stall.
Explore VisualVault process automation for vendor onboarding workflows.