Smarter Week

How to automate it

How to automate “keep supplier details, certificates and insurance up to date”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, once a week
60%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Let suppliers update their own details and confirm orders in a portal

Supplier portals let suppliers confirm POs, update contacts and upload certificates and insurance themselves, with expiry reminders.

Typically saves about 40% of the time4 h to set up
  1. 1Check what your system offers: Coupa Supplier Portal, SAP Business Network, NetSuite supplier portal, Ariba.
  2. 2Invite your top 20 suppliers first.
  3. 3Require certificates and insurance uploads with expiry dates.
  4. 4Verify any bank detail change by phone to a known number.

Tools: Coupa Supplier Portal · SAP Business Network · NetSuite supplier portal · SAP Ariba

Fix 2 of 2

Software feature

Tier vendors and run due diligence in a vendor risk tool

Vendor risk tools send the right questionnaire by risk tier, collect certificates and insurance, and remind you when they expire, so low-risk vendors do not get the full treatment.

Typically saves about 45% of the time6 h to set up
  1. 1Define three tiers (e.g. data access, spend, criticality) and what each needs.
  2. 2Use Vanta, Drata or OneTrust vendor risk, Whistic, Mitratech Prevalent or UpGuard.
  3. 3Let vendors upload documents through the portal.
  4. 4Set expiry alerts for certificates and reports.

Tools: Vanta Vendor Risk Management · OneTrust Third-Party Risk · Whistic · Mitratech Prevalent · UpGuard

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Procurement / purchasing specialist

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Other common tasks for Procurement / purchasing specialists