Vendor Management SaaS that Saves Thousands on Vendor Agreements and Billing Errors

The Client

The client is a United State-based full-service contract management and quality reporting company. They provide turnkey solutions for managing:

• Vendor contracts, agreements, policies, warranties, and leaseholds
• Quality assurance in vendor representation and work
• Billing accuracy and compliance

They primarily serve industries such as:

• Small and medium businesses
• Churches
• Private country clubs
• Golf clubs
• Health clubs
• Collision centers

The client is helping hundreds of companies manage thousands of vendors and tens of thousands of agreements — including Certificate of Insurance COIs, contacts, W9 forms, and more.

VendorTraQ also serves Fortune 100 clients alongside local businesses such as golf clubs, health clubs, and medical groups.

The Problem

Businesses from different industries were facing several challenges with existing vendor management software, including:

• Paying for electronic signature software without automatic agreement management benefits.
• Copies of agreements were not shared with vendors.
• No automatic rollover clause was supported.
• Lack of incident handling and quality reporting features in third-party vendor management software.
• Inability to maintain transparency in agreements, which was essential for the client.

These limitations resulted in increased administrative work, legal complications, and difficulty in maintaining vendor relationships.

The Challenges

The client needed a solution that would:

• Provide automatic agreement tracking and vendor notifications.
• Include incident handling and quality reporting features.
• Maintain transparency in all agreements.
• Integrate with invoicing software for automated billing.

The Solution

Satva Solutions designed and developed a software-as-service (SaaS) solution to address the client’s core business needs. The solution included a user-friendly dashboard that centralized all vendor contact information for the companies using the software.

Phase 1: Key Features

1. Vendor Management:

   • Track vendor agreements, COIs, contacts, and incident reports.
   • Ensure W9 compliance.
   • Store complete vendor information.
   • Set up automatic reminders for agreement renewals.

2. Incident Reporting:

   • Generate incident reports for individual agreements.
   • Maintain a detailed incident history.

3. Automated Notifications:

   • Send email alerts before COI or agreement expiration.

4. Custom Reports:

   • Generate reports for customers, vendors, expiring agreements, incident handling, and billing details.
   • Provide insights into savings and refunds.

Technical Details:

• Hosted on: Windows-based Virtual Private Server (VPS)
• Background jobs: Managed using Hangfire for scheduling and processing jobs (e.g., tracking the status of total jobs, scheduled jobs, processing jobs, succeeded jobs, and failed jobs).

Phase 2:

Satva Solutions integrated the system with Zoho Subscriptions in the second phase to automate invoicing.

1. Monthly automatic invoices were generated based on:
   • Number of contracts
   • COIs
   • W9 forms
   • Other dynamic parameters

This automation helped the client save significant time on manual invoicing and improved accuracy.

Results

• Saved over $11,000 annually by preventing automatic rollover charges.
• More than 2,500 vendors are managed through the application.
• Over 5,000 agreements are actively tracked. Improved tracking of contract terms and vendor performance, reducing billing discrepancies.
• Helped businesses avoid legal issues related to contract rollovers and poor service.
• Recovered thousands of hidden overcharges by improving contract visibility.

Conclusion

By implementing VendorTraQ, businesses have gained a powerful tool to streamline vendor agreements, reduce billing errors, and ensure compliance with contract terms.

Satva Solutions’ tailored SaaS solution has not only simplified vendor management but also delivered measurable cost savings and operational efficiency.

With features like automated agreement tracking, incident reporting, and seamless invoicing integration, VendorTraQ has empowered businesses to maintain transparency, improve vendor relationships, and avoid costly contract rollovers.

The client now easily manages thousands of vendors and agreements, reinforcing their commitment to quality and accountability.

Are you looking for a custom vendor management solution with API integration solutions tailored to your business needs? Get in touch with Satva Solutions today!