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Vendor Onboarding Software for Faster Vendor Activation

Start every vendor relationship with clean, verified records. Move vendors from registration to activation with a connected workflow built for finance, procurement, operations, and accounting teams.

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Vendor Onboarding Software for Vendor Details, Verification, Reports and Dashboard in one place

3 Lakh+

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Made in India

Built for Indian Businesses

Connect Vendor Onboarding with the Complete Vendor Lifecycle

Vendor Onboarding Software for Smoother Vendor Activation

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The Complete Vendor Onboarding Solution

Vendor Onboarding Forms

Create onboarding forms to collect vendor legal/trade name, contact details, address, GST/PAN, bank details, and custom fields before business begins.

Vendors submit everything in one place, giving your team a clean record to review.

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Document Collection

Refrens helps you store vendor documents against the correct vendor record instead of losing them in emails, folders, or chats.

Save all required compliance documents, legal certificates, attachments and other necessary details in one place.

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Vendor Verification

Verify vendor details before they enter your purchase, bill, or payment workflow.

Refrens helps you check PAN, GST, bank details, legal name, vendor status, and supporting documents to reduce errors before the vendor becomes active.

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Internal Review & Approval

Route vendor records to the right teams before activation so each department can review the details relevant to them.

Send vendor records across procurement, finance, compliance, operations, or management teams for proper review, with Refrens.

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RFQ & RFI Readiness

Once vendors are onboarded, use RFQ and RFI links in Refrens to collect quotations and invoices in a structured format.

Vendors share payment details, product/service details, delivery timelines, invoice details, and custom fields in one organised flow.

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Expenses, Bills, & Vendor Payments

After onboarding, Refrens links vendor bills, expenses, and payments to the correct vendor record.

You can upload invoices, scan them with OCR, create purchase/expense drafts, track approvals, payment status, payout receipts, and complete vendor payment history in one place.

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Centralised Vendor Dashboard

A vendor dashboard is more than a contact list. It is the base record to track any interaction with that vendor.

With Refrens, keep vendor legal/trade names, GST, PAN, bank details, payment terms, TDS profiles, contracts, documents, onboarding status, and transaction history on a centralised dashboard.

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Helping Businesses Improve Vendor Workflows

SportskeedaSportsKeeda was managing vendor onboarding, verification, invoice collection, approvals, and payment tracking through emails, manual checks, and spreadsheets. Refrens helped them bring the entire vendor workflow into a structured system with vendor onboarding forms, vendor verification, RFI-based invoice collection, multi-stage approvals, and centralised payment tracking.

Refrens for Vendor Management - upGrad Case Study

UpGradUpGrad needed to manage expenses for thousands of freelance instructors without depending on manual workflows. They used Refrens to upload vendor information and payment data, generate expense records, share them with vendors for confirmation, and manage the process with better accuracy, visibility, and control.

DOIT IndustriesDOIT Industries needed better control over high-value quotation approvals across multiple branches without slowing down branch-level operations. Refrens helped them create a structured approval workflow where branch teams could take quick decisions across projects and the leadership stayed informed about key pricing, delivery, and business commitments.

Suprak TechnologiesSuprak Technologies required a clear review process from technical and commercial point of view before sharing custom quotations for machinery, robotics, IT tools, and installation projects. Refrens helped them set up a two-stage approval workflow for technical checks, pricing review, and final quotation approval.

Features That Make Vendor Onboarding Smoother

Vendor Forms & Lead CaptureCreate customised shareable forms to collect vendor details. Capture vendor leads and route them through the correct onboarding workflow.

Bulk Vendor ImportUpload existing vendor records using CSV files to onboard multiple vendors faster from spreadsheets or older systems.

Vendor VerificationVerify important vendor information before doing business. Reduce incorrect records, failed payments, and compliance risks.

Centralised Vendor DatabaseMaintain vendor profiles with business details, contacts, documents, verification status, purchase and payment history.

Vendor Documents & ConversionsStore vendor documents, manage files, and create or convert purchase orders, expenses, and payout receipts from one place.

Vendor Onboarding WorkflowsCreate structured onboarding workflows to move vendors through review stages, like invited, under review, verified, active, inactive, rejected, or off-boarded.

Multi-Stage Access ControlCreate custom review stages, assign stage-wise approvers or super approvers, and control who can view, edit, verify, approve, or manage vendor records across teams.

Approval History & Audit TrailTrack reviews, approvals, rejections, verification actions, record changes, and updates with user details and timestamps.

Vendor CommunicationKeep vendors and internal teams informed about missing information, updates, payment queries, and pending actions in real time.

RFQ/RFI LinksSend RFQ/RFI links to collect vendor quotes, invoices, pricing, product details, delivery timelines, terms, and custom fields.

Vendor & Financial ReportsGenerate vendor statements, ageing, payables, payment, GST, TDS, HSN, and other financial reports.

Inventory management with barcode scanning

Inventory SyncLink vendor purchases with inventory, update stock movement, and track purchased items by batch or serial number where needed.

Purchase & Expense ManagementCompare quotes, approve them, create purchase orders, convert accepted invoices to purchases, and use OCR to record vendor expenses faster.

Automated bookkeeping for inventory accounting

Automated Accounting & ReconciliationLink purchases, expenses, payments, ledgers, and bank reconciliation to keep vendor payment and accounting records aligned.

Team CollaborationInvite team members, accountants, and CAs with controlled access to vendor records, bills, payments, and reports.

Easy Access & SupportAccess vendor onboarding, approvals, and reports from any device & any place. Get support via email, phone, WhatsApp, and live chat.

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Explore Vendor Management Tools by Refrens

Vendor Management Software Quote Approval Workflow RFQ Software Vendor Approval Software Vendor Verification Software

Who Needs Refrens Vendor Onboarding Software?

Small Businesses Building Their First Vendor System

Missing or incomplete details become common when vendor records are stored in spreadsheets, email threads, or chats.

Refrens helps growing teams create a proper vendor onboarding flow from the start, with forms, verification, payment terms, and vendor profiles organised in one place.

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Companies Onboarding Vendors Frequently

Businesses that add new suppliers, service providers, contractors, or partners every month need a repeatable onboarding process.

Refrens helps collect vendor details in a standard form, verify information, and activate vendors after the required checks are done.

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Finance Teams Managing Payables

Finance teams need accurate vendor data before bills, expenses, and payments enter the system.

Refrens helps collect PAN, GST, bank details, payment terms, invoice instructions, and supporting documents during onboarding, so payable records stay cleaner from the first transaction.

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Procurement Teams Working With Multiple Suppliers

Procurement teams often deal with supplier discovery, quotation collection, vendor documentation, and purchase records.

Refrens helps them onboard suppliers, maintain vendor profiles, collect RFQs, and keep purchase-related data linked to the right vendor.

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Businesses Working With Freelancers, Creators, & Contractors

Companies working with freelancers, creators, trainers, or contractors often need to collect personal, tax, bank, and invoice details at scale.

Refrens helps them replace repeated manual follow-ups with structured onboarding forms, invoice submission, and payout tracking.

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Manufacturers & Product-Based 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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Internet, SaaS, & Service Companies

SaaS, IT, media, and service companies work with software vendors, agencies, consultants, creators, and recurring service partners.

Refrens helps them collect vendor details, store details, set payment terms, track recurring expenses, and keep finance teams informed.

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Businesses With Compliance-Heavy Vendor Records

Large scale enterprises and regulated businesses need accurate vendor documents and clear audit trails.

Refrens helps collect licences, GST details, bank proof, agreements, and other compliance documents for each vendor profile.

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Wholesale, & Distribution Businesses

Wholesalers, and distributors work with repeat vendors for stock, packaging, logistics, and services.

Refrens helps maintain complete vendor records, track purchases, dues, and keep vendor transactions linked with inventory and accounting.

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The Hidden Costs of Unstructured Vendor Onboarding

When vendor data, documents, approvals, and payment details are scattered, small onboarding gaps can turn into repeated finance, compliance, and reporting issues.

Scattered Vendor Data

Vendor details often sit across emails, chats, spreadsheets, calls, and shared folders. Teams waste time finding information like GST/PAN, bank details, contacts, documents, and payment terms.

Missing Files & Verification Gaps

Documents like PAN/GST certificates, bank proof, agreements, and compliance records can get lost or missed. This delays vendor verification, first payments, and audit checks.

Outdated or Duplicate Vendor Records

Vendor details such as bank information, GST/MSME status, contracts, and contacts may change over time. Duplicate records can cause payment errors, reporting issues, and reconciliation challenges.

Delayed Payments & Bill Processing

Incomplete bank details, unclear payment terms, missing PO numbers, wrong GSTIN, or incomplete invoice attachments can slow down bill processing and lead to repeated follow-ups with vendors.

Unclear Internal Ownership

Vendor onboarding often involves finance, procurement, compliance, operations, and management. Without a clear process, teams may not know who needs to verify, approve, or update vendor records.

Messy Accounting & Reporting

Wrong or incomplete vendor data affects purchases, expenses, TDS, GST, payables, ledgers, reports, and reconciliation. A small onboarding error can create repeated financial issues later.

A Smarter Way to Onboard and Manage Vendors

Refrens helps you create clean vendor records, verify details, route approvals, and connect every vendor action from onboarding to payment.

Clean Vendor Records from Day One

Collect vendor documents, bank details, payment terms, and custom fields before the vendor becomes active.

Reduce Manual Follow-ups

Replace scattered emails, calls, and follow-ups with structured onboarding forms that collect everything in one place.

Verify Before You Transact

Check PAN, GST, bank details, legal name, vendor status, and supporting documents before the first purchase, bill, or payment.

One Connected Vendor Profile

Refrens helps link vendor details, documents, RFQs, RFIs, purchases, expenses, bills, payments, statements, and reports to the right vendor record.

Avoid Inconsistent Records

A centralised vendor dashboard helps your team maintain cleaner records, reduce incomplete vendor entries, and avoid errors in payments, accounting, and reporting.

Fewer Errors & Duplicates

A centralised vendor dashboard helps maintain cleaner records, reduce duplicate vendor entries, and avoid errors in payments, accounting, and reporting.

Clear Review Across Teams

Finance, procurement, compliance, operations, management, and CA teams can review vendor information before activation, for a clearer onboarding process.

Set Payment & Invoice Rules Early

Define payment terms, tax treatment, PO requirements, invoice instructions, attachments, and payment query details during onboarding itself to reduce confusion when the first bill arrives.

Built Beyond Onboarding

Refrens helps you manage onboarding, verification, RFQs, RFIs, expenses, bills, payments, vendor statements, ageing reports, accounting, and inventory-linked purchases from one connected platform.

Real Words From Real Buinesses

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Frequently Asked Questions (FAQ)

What is Refrens?

Refrens is a leading platform designed to manage various aspects of business operations, including invoicing, accounting, expenses, inventory, sales, and more. Trusted by over 1.5 lakh businesses in 178 countries, Refrens supports daily business activities with ease.

How does Refrens help with vendor onboarding?

Refrens helps you create vendor onboarding forms, collect business details, store documents, verify PAN, GST, and bank information, define payment and invoice rules, review vendor records internally, and activate vendors for business transactions.

Can I customise vendor onboarding forms?

Yes. Refrens lets you create custom vendor forms with fields based on your business process. You can collect the information, documents, and declarations your team needs before vendor activation.

What vendor details can I collect in Refrens?

You can collect legal name, trade name, contact person, email, phone number, GSTIN, PAN, bank details, registered address, billing address, payment terms, tax details, and custom fields.

Can different teams review vendors before activation?

Yes. Finance, procurement, compliance, operations, management, and CA teams can review vendor records based on your internal process before the vendor becomes active.

Can I define payment and invoice rules during onboarding?

Yes. You can maintain payment terms, credit period, invoice instructions, tax treatment, TDS details, payment method, contract details, and other commercial information as part of the vendor record.

Does Refrens help track vendor payments and maintain reports?

Yes. Refrens helps track pending bills, paid bills, outstanding dues, advances, payout history, and vendor-wise balances along with vendor statements, ageing reports, payables reports, GST/TDS reports, profitability reports, and financial reports in one connected place.

Can Refrens connect vendor onboarding with accounting or inventory ?

Yes. Vendor purchases, expenses, payments, ledgers, vouchers, and journal entries stay connected with accounting records once transactions are recorded. Moreover, product-based businesses can connect vendor purchases with inventory, so stock movement is linked to vendor transactions.

Is Refrens only for vendor onboarding?

No. Refrens supports the complete vendor lifecycle, including onboarding, verification, RFQs, RFIs, purchases, expenses, bills, payments, reports, accounting, and inventory.

Should vendors be reviewed after onboarding?

Yes. Vendors should be reviewed periodically because bank details, GST status, contracts, and contact details may change over time. Refrens helps keep vendor records organised for future review.

Is my data secure on Refrens?

Your data's security and privacy are our utmost priorities. This is why over 1.5 lakh businesses worldwide rely on Refrens for their day-to-day operations. For more information, please review our privacy policy at https://www.refrens.com/privacy-policy.

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