Summary (TL;DR)
The Vendor Portal is a separate, vendor-facing workspace connected to your Procurify account. You invite vendors from the Vendors page. Each vendor completes their own profile, and once the vendor is Connected, the vendor keeps their company details up to date in the Vendor Portal.
Vendor Portal vs. Supplier Portal:
Vendor Portal vs. Supplier Portal:
The Vendor Portal and the Supplier Portal are two different Procurify features. The Supplier Portal is only available with classic intake.Use the table below to tell them apart.
Portal Type | Vendor Portal | Supplier Portal |
Purpose | Vendors self-onboard, manage their own information, and view Purchase Orders and Invoices | Requesters shop PunchOut supplier catalogs (for example, Amazon Business or Staples) from inside Procurify |
Who uses it | Your vendors (external users) | Your Procurify users |
Vendor records | Created by your team. The vendor's address and contact details become read-only once the vendor is Connected. | System-generated PunchOut vendors that cannot be deleted |
Related article | This article |
Key Benefits
Compliance: Vendors upload their own tax documents (W-9, W-8BEN, W-8BEN-E). The Tax information section on the vendor's Overview tab shows which tax information is still missing, so your AP team knows exactly what to follow up on.
Speed: Vendors enter and update their own legal name, address, contact, and tax details. Your team no longer re-keys this data or chases vendors by email.
Visibility: Vendors check the status of their Purchase Orders and Invoices themselves, which cuts down on "Where is my payment?" emails to your AP team.
How does the Vendor Portal work?
The Vendor Portal follows a five-part lifecycle: you invite a vendor, the vendor creates an account, the vendor completes their profile, the vendor becomes Connected, and the vendor can then view their Purchase Orders and Invoices. Vendors join for free. Vendors can only join the Vendor Portal through an invitation from a Procurify customer.
A vendor creates one Vendor Portal account and can connect it to more than one Procurify customer, as long as each customer invites the same email address. Each Procurify customer sees only their own Purchase Orders, Bills, and messages with that vendor. The vendor's profile details, such as their legal name, address, contact, and tax information, are the same for every customer they're connected to.
Availability: To request access, contact your Customer Success Manager (CSM) or the Procurify Support Team.
Prerequisites
Prior Configuration: Your organization must have the Vendor Portal enabled.
Required Permissions: Manage vendors. If you can see the Vendors page in Procurify, you have this permission.
Vendor Requirement: The vendor record needs at least one email address. Procurify sends the invite to the vendor's PO email, or to the first email listed if there isn't one. The Vendor Portal currently supports one contact per vendor.
How do I invite one vendor to the Vendor Portal?
Navigate to Vendors.
Select the vendor you want to invite.
Click Invite to vendor portal below the vendor's name.
Review the vendor listed under Select vendors to invite. You can add or remove vendors here.
Under Information to collect, confirm which information to request. Business and contact information is always collected. Tax documents (W8, W9, etc) is selected by default. Clear it if you don't need tax documents from this vendor.
Optional: Edit the message in Customize invite email to personalize the invitation. The message can't be left empty.
Click Send invite.
Click Close on the confirmation screen.
After you send the invite, the vendor shows Onboarding in progress. The vendor receives an email from Procurify Notifications titled "[Your Company Name] has tasks for you to complete in Procurify", with a button to set up their account.
How do I invite multiple vendors at once?
Navigate to Vendors and select one of the vendors you want to invite.
Click Invite to vendor portal.
Under Select vendors to invite, click Add vendors and choose the other vendors. You can invite up to 10 vendors at a time.
Complete steps 5 to 8 from the single-vendor invite process above.
Vendors without an email address are greyed out and can't be selected. Vendors who already have an invite in progress, or are already Connected, don't appear in the list.
How do I re-send a Vendor Portal invite?
Navigate to Vendors.
Select the vendor with the Onboarding in progress status.
Click Resend vendor invite.
Review the invite form. The form is the same one used for the original invite.
Click Send invite.
The Resend vendor invite button appears until the vendor creates their Vendor Portal account. Re-sending replaces the earlier invite link.
How do I track a vendor's onboarding progress?
Open the vendor from the Vendors page. A status badge appears next to the vendor's name. Click Onboarding in progress to see each completed step and its date. The same steps appear in the Onboarding status field on the vendor's Overview tab.
Status badge | Tracker step | What it means |
Onboarding in progress | Invite sent | Procurify sent the invite email. |
Onboarding in progress | Invite viewed | The vendor opened the invite link. |
Onboarding in progress | Account created | The vendor set up their Vendor Portal login but hasn't finished setup. |
Connected to vendor portal | Setup complete | The vendor finished setup and manages their own details. |
Vendor portal invite expired | Not applicable | The vendor didn't accept the invite in time. Re-send the invite. |
Portal invite manually canceled | Not applicable | Someone on your team cancelled the invite. |
No badge | Not applicable | The vendor hasn't been invited, or was disconnected. |
Which vendor details can I still edit after a vendor is Connected?
Once a vendor is Connected, the vendor owns their address and contact details. When you edit the vendor, those fields are greyed out and marked Managed by vendor via portal. Your team is notified when the vendor changes them.
Field | Location | Who can edit the field after the vendor is Connected |
Address (Line 1, Line 2, City, State/Province, ZIP/Postal Code, Country) | Overview tab | Vendor |
Contact representative, Phone | Contacts tab | Vendor |
Legal name, Tax ID, tax documents | Overview tab (Tax information) | Vendor |
Vendor Name | Overview tab | Your team |
Website | Overview tab | Your team, but the vendor's website replaces it if they add one |
Vendor ID, Comments | Overview tab | Your team |
Emails and notification preferences (POs, Payments) | Contacts tab | Your team. The vendor's own email is added here and follows their preferences. |
Preferred Vendor, PO PDF Label Set, Shipping Terms, Shipping Method, Payment Terms, Default Tax Rate | Settings tab | Your team |
Documents | Documents tab | Your team |
What do vendors see in the Vendor Portal?
Connected vendors see a read-only view of the Purchase Orders and Bills your organization has with them. Vendors cannot edit Purchase Orders or Bills.
What you see in Procurify | What the vendor sees in the Vendor Portal |
Purchase Order (any status, including ones issued before the vendor connected) | Purchase Order with its receiving and billing status |
Bill (any status) | Invoice with a simplified status (Draft, Submitted, Processing, or Paid) and its open balance |
Withdrawn or archived Bill, or an AP inbox Bill no one has reviewed | Nothing |
Amounts appear in the currency of the original transaction. You and your vendor can message each other about a specific Bill. Open the Bill, click the chat icon, then choose “Message vendor”. The vendor sees your messages on that invoice in the Vendor Portal, and their replies appear in the same thread. When the vendor sends a message, the person who created the Bill and anyone on your team who has posted in the thread also get an email. Messaging isn't available on Purchase Orders yet.
What are common questions about the Vendor Portal?
Question | Answer |
Does the Vendor Portal cost my vendors anything? | No. Vendors create a free account. |
Can a vendor join without an invite? | No. Vendors can only join through an invitation from a Procurify customer. |
Can vendors edit my Purchase Orders or Bills? | No. Purchase Orders and Bills are read-only in the Vendor Portal. Your team still owns and manages them. |
Do vendors have to provide tax information? | No, tax information is optional. The vendor's Overview tab flags anything missing so you can follow up. You can also choose not to request tax documents when you send the invite. |
Can vendors add banking or payment details? | Not currently. |
Can I invite more than one contact per vendor? | Not currently. The Vendor Portal supports one contact per vendor. |
If my vendor also works with other Procurify customers, can those customers see my data? | No. Each customer sees only their own Purchase Orders, Bills, and messages with the vendor. The vendor's profile details, such as their legal name, address, contact, and tax information, are the same for every customer they're connected to. |
Can I disconnect a vendor from the Vendor Portal? | Yes. On the vendor's page, open the ⋯ menu and click Disconnect vendor. The vendor loses access to your Purchase Orders and Bills in the Vendor Portal, and your team can edit all of the vendor's details again. Details the vendor already provided stay on the record. You can invite the vendor again at any time. |
Do vendor-updated details sync to my ERP (for example, NetSuite)? | No. While a vendor is Connected, your ERP sync doesn't overwrite the details the vendor manages (address, contact, and phone). Procurify also doesn't send vendor profile changes back to your ERP. Your ERP can still update the vendor name. |
Troubleshooting: Common Vendor Portal questions
Why can't I edit a connected vendor's address or contact?
The vendor is Connected, so the vendor manages these fields. Ask the vendor to update them under Settings in the Vendor Portal. The changes appear on your side automatically, and your team is notified. If you need to edit these fields yourself, disconnect the vendor first.
Why is a vendor stuck at Invite sent?
The vendor has not clicked the invite link yet. The invite email may be in the vendor's spam folder, or it may have gone to an outdated email address. Invite links expire after 30 days, and the vendor then shows Vendor portal invite expired. Confirm the contact email is correct, then follow the steps in How do I re-send a Vendor Portal invite?
Why don't I see the Invite to vendor portal button?
Cause | What to do |
The vendor already has an invite in progress or is Connected | No action needed. Use Resend vendor invite if the invite hasn't been accepted. |
The button is greyed out because the vendor has no email address | Add an email address to the vendor, then try again. |
The vendor is inactive or waiting for approval | Activate or approve the vendor first. |
The Vendor Portal is not enabled for your organization | Contact your CSM to request access. |
Your role does not have the Manage vendors permission | Ask your Procurify administrator to add the Manage vendors permission to your role. |
Why is the vendor's tax information missing?
In the Vendor Portal, tax information is optional, so a vendor can become Connected without uploading a W-9 or W-8. The Tax information section on the vendor's Overview tab flags anything missing, for example Tax ID not provided or W-9 not uploaded. Contact the vendor and ask them to add the tax details under Settings in the Vendor Portal. If Tax documents was not selected when the vendor was invited, the vendor isn't asked for tax information during onboarding. You can download any tax documents the vendor uploaded from the same section.
Why can't the vendor see a Bill?
The vendor sees a Bill only when they're Connected and the Bill is on the same vendor record they were invited from. Withdrawn and archived Bills aren't shown, and neither are Bills from your AP inbox that no one has reviewed yet. If you have duplicate records for this vendor, check which one the Bill is on.
Escalation Path
Incorrect vendor details: Contact the vendor directly. The vendor manages their details in the Vendor Portal.
Vendor cannot log in or access the Vendor Portal: Contact Procurify Support directly at [email protected],
Anything else: Contact Procurify Support through the in-app chat.
Related Features
Keywords: Vendor Portal, vendor invite, invite vendors, bulk invite, vendor onboarding, Onboarding in progress, Connected vendor, vendor self-service, W-9, W-8, tax documents, read-only vendor fields, Vendors page, Vendor Management, not Supplier Portal