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Connect Vendor Approval with the full Vendor Lifecycle

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End-to-end Vendor Approval Software

Vendor Onboarding

Onboard vendors with structured forms, not endless follow-ups

Create a clear onboarding process where vendors submit the required details in a structured format. Capture vendor information, documents, tax details, bank details, and custom fields before the vendor moves ahead.

Capture vendors through:

✅ Workflow forms

✅ Bulk upload

✅ Manual entry

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Vendor Verification

Verify vendor details before purchase or payment

Reduce payment errors and compliance risks by verifying vendor information before doing business with a new vendor.

Verify key details like:

✅ PAN

✅ GST

✅ Bank Details

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Centralised Vendor Database

Keep every approved vendor record in one place

Build a clean vendor database to access vendor details, documents, verification status, approval history, invoices, expenses, payment records, and outstanding dues without switching between multiple tabs.

Manage:

✅ Vendor details

✅ Vendor ageing reports

✅ Vendor statements

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Create Quotes with Approval and Send to Clients

Multi-Level Approvals and Controls

Assign vendor approvals to the right people

Create multi-level approval workflows for vendor approval, onboarding, and expenses. Assign approvers at different stages so that every vendor, bill, or purchase request receives the appropriate review.

Refrens supports:

✅ Stage-wise approvers and super approvers

✅ Reminders and escalations

✅ Approval history

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RFQ and RFI

Collect structured quotations and invoices from vendors

Use RFQ and RFI links to standardise how vendors submit quotes and invoices. Add custom fields, headers, and columns based on your business needs, so vendors do not send incomplete or inconsistent documents.

Create RFQs and RFIs for:

✅ Pricing and product details

✅ Delivery timelines and terms

✅ Custom columns and headers

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Expense Management

Record vendor expenses with OCR scanning

Upload vendor invoices and create purchase or expense drafts using OCR. Refrens extracts key details, matches the vendor to existing records, and displays the scanned invoice with the draft for easy review. You can also set vendor expense workflows to control who approves which expenses.

Keep expenses connected with:

✅ Vendor profiles

✅ Expense approvals

✅ Purchase records

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Bills and Payments

Track vendor bills, dues, and payments

Once vendor bills and expenses are recorded, Refrens helps you track bills, dues, and vendor-wise payment details from a centralised dashboard. This gives your business clear visibility into payables and reduces manual follow-ups.

Track:

✅ Pending approvals

✅ Payment dues and outstanding amounts

✅ Paid bills and payment history

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Trusted by Teams That Needed Better Vendor Approval Workflows

SportskeedaSportsKeeda was handling vendor onboarding, verification, invoice collection, approvals, and payment tracking through emails, manual checks, and spreadsheets. Refrens helped them structure vendor onboarding, verify vendor details, collect invoices through RFI links, manage multi-stage approvals, and track payments from one place.

Refrens for Vendor Management - upGrad Case Study

UpGradUpGrad needed a scalable way to manage expenses for thousands of freelance instructors without relying on manual workflows. Refrens helped them upload vendor and payment data, create expense records, send them to vendors for confirmation, and manage the process with better accuracy and visibility.

DOIT IndustriesDOIT Industries needed better control over high-value quotation approvals across multiple branches, without slowing down branch teams. Refrens helped them set up a structured approval workflow where branch teams could move faster while leadership stayed informed about key business commitments.

Suprak TechnologiesSuprak Technologies needed technical and commercial reviews before sharing custom quotations for machinery, robotics, IT tools, and installation projects. Refrens helped them create a two-stage approval process for technical checks, pricing review, and final quotation approval.

Key Features of Vendor Approval Software

Vendor Onboarding Forms & Bulk ImportCollect vendor details, tax information, bank details, documents, and custom fields through forms, manual entry, or bulk upload.

Centralised Vendor DatabaseStore vendor details, documents, verification status, approvals, invoices, expenses, payments, dues, and communication records in one place.

Vendor VerificationVerify PAN, GST, and bank details before vendors move to purchases, invoices, expenses, or payments.

Vendor PipelineTrack vendors across stages like new, under review, pending documents, approved, or rejected.

Role-Based Vendor Approval ControlControl who can view, edit, approve, or manage vendor records across finance, procurement, operations, and CA teams.

Approval History & Audit TrailsTrack approvals, rejections, edits, and document changes with user details and timestamps.

Vendor Communication & NotificationsUpdate vendors and teams on documents, approvals, payments, and pending actions through email, WhatsApp, forms, or notifications.

RFQ and RFISend structured RFQ and RFI links to collect vendor quotations and invoices with custom fields and columns.

Document Creation and ConversionCreate and convert vendor documents like purchase orders, invoices, debit notes, credit notes, and challans in one click.

Expense Management and OCR ScanningTrack vendor bills, dues, payments, and history from one place. Use OCR to scan invoices, create expense drafts, and link them with vendor records.

Vendor and Financial ReportsView vendor statements, ageing, payables, GST/TDS, profitability, and financial reports.

Automated bookkeeping for inventory accounting

Automated Bookkeeping and ReconciliationMatch vendor payments with bank transactions and auto-update ledgers, vouchers, and journal entries.

Inventory management with barcode scanning

Inventory SyncUpdate inventory automatically when vendor purchases or expenses are recorded.

Team & CA CollaborationInvite team members, accountants, and CAs with controlled access.

Cloud & Mobile AccessAccess vendor records, approvals, bills, expenses, payments, and reports anytime.

AI Assistant & 24/7 SupportUse Freya for faster vendor and accounting insights. Get support through chat, email, phone, or WhatsApp for setup, migration, and daily workflows.

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Explore Vendor Management Tools by Refrens

Vendor Management Software Quote Approval Workflow RFQ Software Accounting Software for Supplier

Who Is Refrens Vendor Approval Software For?

Startups & Growing Businesses

When your vendor list grows faster than your internal process, approvals can quickly become messy. Businesses often manage vendors through calls, WhatsApp, emails, and spreadsheets.

Refrens helps businesses collect vendor details, verify records, assign approvals, and track vendor bills even for small teams.

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B2B Traders & Distributors

For businesses dealing with suppliers, stock purchases, transporters, and repeat vendors

Refrens helps manage vendor records, purchase orders, bills, payments, GST details, and inventory-linked purchases from one place.

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Manufacturing Businesses

Manufacturers work with raw material suppliers, machinery vendors, logistics partners, and service providers.

Refrens helps teams approve vendors, manage RFQs, track purchase documents, record expenses, and maintain cleaner vendor records.

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Retail & E-commerce Businesses

Retail and e-commerce teams deal with product suppliers, packaging vendors, logistics partners, and service providers.

Refrens helps manage vendor onboarding, purchase bills, payment status, and stock-linked vendor transactions.

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IT, SaaS & Internet Companies

IT and internet companies often work with software vendors, cloud providers, agencies, consultants, and service partners.

Refrens helps verify vendors, track recurring expenses, manage approvals, and keep vendor payments visible.

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Professional Service Firms & Agencies

Agencies, consultants, studios, and service firms often work with freelancers, contractors, tools, and external partners.

Refrens helps collect vendor details, approve expenses, manage bills, and track payouts without relying on scattered conversations.

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Businesses Working With Freelancers & Contractors

If your company works with freelance writers, designers, developers, trainers, creators, or consultants

Refrens helps manage vendor onboarding, document collection, invoice submission, approvals, and payout tracking in a structured way.

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Healthcare & Pharmaceutical Businesses

Healthcare and pharma businesses need tighter control over vendor documents, supply records, bills, and approvals.

Refrens helps teams maintain vendor information, track purchase bills, and manage payment visibility with better accountability.

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CAs, Accountants & Finance Teams

Finance teams and CAs need clean vendor records before bills enter the books.

Refrens helps them verify vendor details, track approvals, manage payables, reconcile payments, and keep audit-ready records.

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Procurement & Operations Teams

Procurement and operations teams need vendor approval to avoid unverified suppliers, unclear quotation decisions, unauthorised purchases, and delays between vendor selection, purchase orders, and payments.

With Refrens, they can send RFQs, collect and compare vendor quotes, approve the right vendors, convert selected quotes into purchase orders, and keep finance updated from one connected workflow.

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