Still Following Up with Vendors on WhatsApp? Streamline Everything with VMS

Managing vendors through WhatsApp messages, endless calls, and scattered spreadsheets might seem quick at first—but over time, it leads to delays, miscommunication, and missed opportunities. If your procurement or supply chain team is constantly chasing vendors for quotes, order status, and payment clarifications, it’s time to upgrade to a Vendor Management System (VMS).

In this blog, we’ll explore the common vendor-related challenges businesses face and how a modern VMS like BETs can streamline, centralize, and automate your vendor operations—from onboarding to invoice settlement.

The Problem with Managing Vendors Over WhatsApp & Excel

Relying on WhatsApp or manual tools for vendor coordination often leads to:

• Untraceable Conversations Crucial details like quoted rates, delivery schedules, or order confirmations get lost in chat history.

• Manual Errors Mistakes in rate entries, PO mismatches, or unrecorded agreements become common.

• No Performance Tracking There’s no real way to evaluate vendor performance over time.

• Delayed Approvals & Follow-Ups Cross-department coordination slows down because there’s no structured workflow.

• Compliance Issues KYC documents, contracts, or certification renewals are often outdated or missing.

How Vendor Management Software (VMS) Solves These Issues

A modern VMS brings all vendor-related activities under one integrated platform. Here’s what BETs VMS offers:

1. Centralized Vendor Onboarding & KYC

No more sending KYC forms over email or storing documents in scattered folders. Vendors can:

• Upload company documents via their login

• Submit GST, PAN, bank details, certifications

• Receive onboarding status updates

And you stay compliant with a complete digital trail.

2. Catalog & Rate Management

Vendors can manage their product/service catalog, update prices, and share special rate contracts—all in one place. You can:

• Compare quotes across vendors with RFQ analysis

• Set valid-from/to pricing

• Avoid price mismatch issues at PO generation

3. Smart RFQ & PO Tracking

Raise RFQs with ease and track responses in real-time. Once approved, the VMS:

• Converts RFQ to Purchase Order automatically

• Sends PO notifications to vendors

• Allows vendors to accept/reject or comment on POs

No more WhatsApp messages asking “Have you received the PO?”

4. Real-Time Order & Delivery Tracking

Vendors can update dispatch details, vehicle info, and expected delivery time from their panel. You can:

• Monitor delivery timelines

• Manage vehicle entry at the security gate

• Integrate with QC module for incoming inspection

5. Vendor Performance Matrix

Track performance across metrics such as:

• On-time delivery %

• Quality rejections

• Price competitiveness

• Response time on RFQs

Use the insights to negotiate better, optimize supplier base, or even reward your top vendors.

6. Payments, Invoice Booking & Settlement

Vendors can upload invoices directly against delivered POs. The system lets you:

• Validate invoices with GRN (Goods Receipt Note)

• Track payment status (Pending, Processed, Paid)

• Avoid disputes and endless follow-ups

7. Document Management & Compliance Alerts

Get auto-reminders for:

• Contract renewals

• Expiring certifications

• Compliance document re-submissions

All stored securely and accessed instantly.

Seamless Integration with ERP & Other Systems

BETs VMS integrates seamlessly with your existing ERP or procurement modules, ensuring that:

• Purchase, finance, QC, and stores departments stay aligned

• No duplicate data entry

• Reporting is real-time and accurate

If you’re still following up with vendors on WhatsApp, you're not just wasting time—you’re also risking data errors, compliance failures, and missed cost-saving opportunities.

BETs Vendor Management Software empowers businesses with a structured, automated, and intelligent platform to manage the complete vendor lifecycle. From onboarding to evaluation, it’s all streamlined—so your team can focus on strategic procurement, not repetitive coordination.

Ready to Upgrade?

Book a free demo to see how BETs VMS can revolutionize your vendor ecosystem.
Let your WhatsApp stay personal—leave vendor management to professionals.

To know more,

Visit Us : https://www.byteelephants.com/