OPERATE · VAULT BUSINESS SOLUTIONS
Vendor & Procurement System
Control what the business buys and who it buys from. Vault sets up your supplier database, vendor onboarding, purchase requests, approvals and purchase orders as one clear flow, in 5 working days.
Purchasing happens by phone call, and approval happens after the money is spent.
Staff order from whichever supplier they know, prices are not compared, and nobody can find the trade licence or bank details when an invoice arrives. Approvals are verbal and nothing is recorded.
This leads to overspending, duplicate orders and supplier disputes nobody can resolve.
Clear control over suppliers, spending and approvals.
Vault builds a simple, enforced flow from request to purchase order to receipt, with a single verified supplier list.
- One database of approved, documented suppliers
- Every purchase requested and approved before ordering
- Numbered purchase orders sent from a standard template
- Visibility of spend by supplier and category
Who the Vendor & Procurement System is for
Contracting and facilities companies
Frequent purchases of materials and services.
Hospitality and events businesses
Many suppliers, short timelines and changing needs.
Growing SMEs
Spend is increasing and the owner can no longer approve everything personally.
Businesses preparing for audit
You need documented approvals and supplier records.
What Vault builds for you
Every item below is part of the Vendor & Procurement System package scope.
- Procurement process mapping
- Supplier database with categories, documents and bank details
- Vendor registration form and onboarding checklist
- Vendor document expiry tracking for licences and certificates
- Purchase request form
- Approval rules by value and department
- Purchase order template and numbering
- Quotation comparison template
- Goods and services received confirmation
- Supplier evaluation scorecard
- Spend tracker by supplier and category
- Procurement policy summary
What you receive at handover
- A live supplier database
- Request, approval and PO workflow
- Templates for PO, comparison and evaluation
- A spend tracker
- Procurement policy summary and walkthrough
Not included in this package
- ERP or accounting system implementation
- Supplier sourcing or negotiation
- Legal review of supplier contracts
- Licence fees for workflow tools
Need any of these? Ask when you start the project and we will quote it alongside this package.
From start to handover in 5 working days
The delivery clock starts once payment is received, your intake form is complete and the content, assets and access listed below have been supplied. Approvals and verification controlled by third parties (for example Google, Meta, domain registrars or payment providers) follow those providers’ own timelines.
- Day 0–1
Mapping
We map how purchases are requested, approved, ordered and paid today.
- Day 2
Design
Approval rules, supplier categories and documents are agreed.
- Day 3–4
Build
The database, forms, workflow, templates and tracker are built.
- Day 5
Test and handover
The flow is tested with real purchases and handed over with training.
Client inputs
Once you start, you receive a short intake form. Delivery runs on schedule when these are ready:
- Your current supplier list, even if partial
- Approval limits by role
- Examples of recent purchase orders or quotes
- Access to your email and workspace platform
- Names of requesters and approvers
Excluding VAT. Third-party subscriptions billed separately.
- Delivered in 5 working days
- One consolidated round of revisions included
- Everything set up in your name and handed over
- Recorded walkthrough of how to use it
The starting price covers the scope described on this page. Larger requirements are quoted before any payment is taken.
What happens after you start
- Within 1 working day
Confirm the fit
We review your request, confirm the package and scope are right for you, and send the invoice and intake form.
- Day 0
Payment and intake
You pay the invoice and complete the intake form, then share the content, assets and access listed on this page.
- Delivery clock running
We build
Vault produces, quality-checks and presents the work for your review on the stated timeline.
- Final day
Handover
You receive everything, with access, a walkthrough and a recommendation for the next system worth adding.
Vendor & Procurement System questions
Why are vendor management and procurement one package?
For most SMEs they are one process: you cannot control purchasing without a verified supplier list, and supplier records are only useful if purchasing uses them. Combining them avoids paying twice for the same setup.
Does this replace our accounting software?
No. It controls the steps before an invoice reaches accounting, and can be connected to your accounting system where the platforms allow.
Can approvals happen on mobile?
Yes. We build approvals on platforms that work on mobile and email.
Can it track trade licence expiry dates?
Yes. Supplier documents and expiry dates are tracked with reminders.
Packages that work with this one
Automation & Workflow Setup
Forms, notifications, approvals and document routing that run automatically.
Business Operations Setup
One connected backend for enquiries, clients, quotes, invoices, jobs, files, templates and dashboards.
Business Dashboard & Reporting System
A live dashboard of the numbers that matter: sales, pipeline, jobs, cash and team activity.
SOP Development Package
Up to 10 clear, branded standard operating procedures your team can actually follow.