Summary (TL;DR)
The Procurify Vendor Portal is a free workspace where you manage your company information and tax documents, and track the Purchase Orders and Invoices you have with customers who use Procurify.
Prerequisites
Invitation: You need an invitation email from a customer who uses Procurify. You cannot sign up for the Vendor Portal without an invitation.
Cost: The Vendor Portal is free for vendors.
Email Address: You must sign up with the email address that received the invitation.
What can I do in the Vendor Portal?
Task | Available in the Vendor Portal |
Create a free account | Yes |
Manage your legal name, address, and contact details | Yes |
Add tax IDs and upload tax documents (W-9, W-8BEN, W-8BEN-E) | Yes |
View Purchase Orders from your connected customers | Yes (view only) |
View Invoices and their payment status | Yes (view only) |
Connect to more than one Procurify customer with the same account | Yes |
Message your customer about an Invoice | Yes. Open the Invoice and click Message customer. |
Add banking or payment details | Not currently available |
Edit a Purchase Order or Invoice | No. Your customer manages Purchase Orders and Invoices. |
How do I create my Vendor Portal account?
Open the email from Procurify Notifications titled "[Customer Name] has tasks for you to complete in Procurify."
Click Set your password and choose a password that meets the Procurify password policy. Or click Continue with Google to use your Google account.
Sign in with your work email. The Vendor Portal opens your setup steps.
If you already have a Vendor Portal account, the email has a Get started button instead.
How do I complete my profile?
Setup has up to four steps: Business Information, Contact Information, Tax Information, and Connect.
Business Information
Enter your Legal name as shown on your tax documents.
Start typing your address in Street address. Select a suggestion to fill in the city, state or province, ZIP or postal code, and country, then edit any field if needed.
Optional: Add your website, company email, and phone number.
Click Next step.
Contact Information
Enter your first name and last name. Your email address is filled in for you and can't be changed.
Choose whether you want PO and payment notifications, then click Next step.
How do I add my tax information?
Tax information is optional, but your customer may contact you if it's missing. To skip it, click Next step and add it later under Settings. The tax fields you see depend on your country. Your Primary tax jurisdiction is pre-selected from your company address, and you can change it if your tax jurisdiction is different. You can upload a PDF, PNG, or JPEG file up to 10 MB.
Your country | Tax ID types you can choose |
United States | EIN (Employer Identification Number), SSN (Social Security Number), or ITIN (Individual Taxpayer Identification Number) |
Canada | BN (Business Number) or GST/HST Number |
Any other country | Enter your tax ID type (for example, VAT, RFC, ABN) and number in the free-text fields |
The tax document you upload depends on where your customer is located and where your business is located.
Your customer is in | Your business is in | Tax document to upload |
United States | United States | W-9 |
United States | Any other country (including Canada) | W-8BEN for individuals, or W-8BEN-E for businesses |
Any other country | Any country | No tax document required |
When you upload a tax form, the Vendor Portal reads the form and fills in your tax ID for you. Review the filled-in values and correct them if needed. If the name on your tax form doesn't match your Legal name, the Vendor Portal asks whether to keep your current name or update it to match the form.
What happens when I finish onboarding?
Review your details and click Connect. Your status with your customer changes to Connected, and the Vendor Portal opens your Purchase Orders. From now on, you keep your legal name, address, and contact information current. Your customer can't edit your address or contact details while you're connected.
How do I update my company or tax information later?
Click Settings in the left navigation of the Vendor Portal.
Choose Manage company information, Manage users & contacts, or Tax information, and update your details.
Click Save changes. If you change your Tax ID, confirm the change. Your connected customers are notified.
Your changes are shared automatically with every Procurify customer you are connected to.
How do I check the status of a Purchase Order?
Click Purchase orders in the left navigation.
Use the tabs to filter the list: All, Open, Ready to Invoice, or Cancelled.
Click a Purchase Order to view its details.
The Customer column shows which customer issued each Purchase Order.
Each Purchase Order shows a PO Status and a Fulfillment status. The amount you can still invoice appears as Unbilled under the PO amount.
Fulfillment | What it means |
Not received | Your customer hasn't received the goods or services yet. |
Partially received | Your customer has received some items. Other items are still pending. |
Fully received | Your customer has received all items. |
Tab | What it shows |
Open | Purchase Orders that aren't cancelled and still have an amount to invoice. |
Ready to Invoice | Fully received Purchase Orders that still have an amount to invoice. |
Cancelled | Purchase Orders your customer cancelled. |
All | Every Purchase Order, including fully invoiced ones. |
An Overdue label appears under the promised date once that date has passed, until the Purchase Order is both fully received and fully invoiced. To send an Invoice for a Fully received Purchase Order, use the method your customer normally accepts.
The Vendor Portal does not currently collect or create Invoices.
How do I check the status of an Invoice?
Click Invoices in the left navigation.
Use the tabs to filter the list: All, Open, or Paid.
Click an Invoice to view its details. The Linked PO column shows which Purchase Order the Invoice belongs to.
Invoice status | What it means |
Draft | Your customer is entering this Invoice in Procurify. |
Submitted | Your customer has recorded the Invoice, and it's waiting for review or approval. |
Processing | Your customer has approved the Invoice and is preparing payment. |
Paid | Your customer has started paying the Invoice or marked it as paid. When the funds arrive depends on your customer's payment method. |
The Open Balance column shows how much of each Invoice is still unpaid. If you have questions about an Invoice, contact your customer.
An Invoice appears in the Vendor Portal only after your customer records it in Procurify. If you sent an Invoice and do not see it, your customer may not have entered it yet.
How do I connect to another Procurify customer?
When another Procurify customer invites you at the same email address, open their invitation email and click Get started. Sign in with your existing Vendor Portal account and click Confirm & Connect. You don't need to re-enter your company information. Invitations sent to a different email address create a separate account.
Next Steps
Keep your company and contact details current under Settings.
Check Purchase orders and Invoices before emailing your customer about status.
What are common questions about the Vendor Portal?
Question | Answer |
Is the Vendor Portal free? | Yes. |
Can I sign up without an invitation? | No. A customer who uses Procurify must invite you. |
Do I need a separate account for each customer? | No. One account connects to all your Procurify customers, as long as each customer invites the same email address. |
Can my customers see each other's information? | No. Each customer sees only their own Purchase Orders and Invoices with you. Your company profile and tax details are shared with every customer you're connected to. |
Is tax information required? | No, but your customer may contact you if it is missing. |
Can I add teammates to my account? | Not currently. |
Can I add banking or payment details? | Not currently. |
Can I edit a Purchase Order or Invoice? | No. Your customer manages them. |
Why don't I see an Invoice I sent? | An Invoice appears only after your customer records it in Procurify. |
Does "Paid" mean the money is in my account? | No. "Paid" means your customer started the payment. When funds arrive depends on their payment method. |
Who do I contact for help?
Question | Who to contact |
A specific Purchase Order, Invoice, or payment | Your customer's purchasing or Accounts Payable team |
An expired invitation link (links expire after 30 days) | Your customer. Ask them to re-send the invite. |
A forgotten password | Enter the email that was originally invited on the Vendor Portal sign-in page, then click Forgot password? on the password screen. |
A login or technical problem with the Vendor Portal | Procurify Support at [email protected] |
Keywords: Vendor Portal, vendor sign up, vendor account, vendor onboarding, invitation email, W-9, W-8BEN, W-8BEN-E, tax ID, EIN, Purchase Order status, Invoice status, payment status, update company information, not Supplier Portal