Vendor Track management software Integration with ZOHO

The Client

The client is based in the United States and is a full-service contract management & quality reporting company. They provide turnkey solutions for managing vendor contracts, agreements, policies, warranties, and leaseholds, as well as quality in representation, quality of work, and billing accuracy. They mostly serve industries like small, and medium businesses, churches, private country clubs, golf clubs, health clubs & collision centers to manage their vendor agreements to track the quality of service, along with billing errors. The client is helping more than 50 companies to manage more than 2500 vendors for Vendor agreement management, COIs, Contacts, W9 forms & much more.

The Problem

Businesses from varied industries had to end up paying to the electronic sign software which was not sharing the benefits of automatic management for the agreements, copy of the agreement was not shared to the vendors, automatic rollover clause was not at all the part of the facility & hence our clients wanted all the features to be added to the software which was used to make easy track of agreements to the users.

Apart from managing the agreements, there were a few more real-life issues due to which the end-users had to get involved in the lawsuits as the incident handling & quality reporting features for all the individual agreements were not provided in any 3rd party vendor agreement management software.

Also maintaining transparency in all the agreements was not actively supported by a few market well-known vendor management software which was a key feature for our client’s system to maintain. Refer to the Solution section for more details on how we build the custom software for vendor management to overcome all the problems.

The Solution

By understanding the core business needs Satva Solutions designed & developed a one-stop solution to track all the details of the Vendors. The solution was in the form of a custom web application. Which consisted of a dashboard to hold all the information of a particular company that had purchased the services of Vendor Contract Management software.

The vendor Track management software manages the list of vendor agreements, Certificates of Insurance (COIs), vendor lists, contacts, incident reports, and Vendor W9 compliance. It also facilitates the users to add agreements, place the remainder of the agreements before renewal dates, & maintain complete information of the vendors. It also allows users to add new COIs, maintain their status, email alarm before the expiring dates, etc.

Various kinds of reports can be generated with the web application. Like customer, vendor, expiring agreement, incident report handling, expired agreements, COI reports, accounts statistics, billing detail reports & savings/refunds reports.

The Vendor Track management application is hosted using a Windows-based Virtual Private Server (VPS) on the client’s servers. The background jobs are scheduled with the help of Hangfire. Where the clients are aware of different stages of the jobs like the total number of jobs, scheduled jobs, processing jobs, succeeded jobs, failed & deleted jobs waiting in the queue.

In phase 2 Satva Solutions helped the client to develop an integration with Zoho subscriptions where every month the automatic invoices were being generated for every company in the system. These invoices were detailed and dynamically calculated prices based on the number of contracts, COIs, W9, and many other parameters. This helped the client save a lot of time doing manual calculations for invoicing.

Results

• The application is used by more than 50 companies to manage their vendor & its agreements list.
• Till now more than 2500 vendors are a part of the application
• As the application is hosted on the client’s server it is scalable & easy to use.
• More than 5000 agreements are added to the application and are managed.
• Custom reports can be generated using the application.
• Reduces the redundancy in the agreements
• Easy & quick email reminders for any kind of reminder either on expiring of COI or agreement for vendor billings.

Platform/Technology

• Microsoft Asp.net MVC and hosted onWindows Server
• Background service to jobs are developed by Hangfire
• Programming language: C#