Vendor Portal

As your business grows, it might be difficult to manage all your supplies, keep track of each transaction, collaborate and maintain vendor relations. Which is exactly why Zoho Books has a dedicated portal for your vendors which lets them view and access their transactions. 

Once you enable the portal in Zoho Books, your vendors will be able to: 

Insight: You can allow customers to keep track of their transactions, add comments and collaborate using the Client Portal.

Note: This feature is available only for the users in the Professional or Premium plan (India) of Zoho Books.

Enable Vendor Portal

To start off, you will have to enable portal access and invite your vendor or their contact persons you’ve added in Zoho Books. To enable the portal:

Enable Portal


(Or)
Go to the Overview tab and enable portal access under the Other Details section.

Choose Contact Person

Accept the Invitation

Your customer might send you an email invitation to join their vendor portal. Once you join the portal, you will be able to view and track all your transactions, upload transaction documents and collaborate with your customer with ease. To join the portal:

You will now be logged into the portal where you can perform various functions. 

Functions in the Vendor Portal (For Vendors)

Let us see the functions that can be performed in the vendor portal. 

Home

Once you login to the portal, the home page/dashboard gives you an overview of all the transactions that took place between you and your customer. You can view the following details:

Home

View Purchase Orders

Purchase orders are documents created by your customers requesting you to supply specific goods along with their prices and quantities. You can view the purchase orders and comment on them to negotiate the prices or add your remarks before you create the final invoice. To access the purchase orders:

Purchase Orders

You will also be able to filter the purchase orders by their statuses by clicking the Show All Purchase Orders dropdown. The available filters are: All, Billed, Partially Billed and Cancelled.

Manage Invoices

When you’ve shipped goods for your customer, you can upload a picture of the transaction’s document (invoice) to the portal, confirming their purchase which your customer can accept or reject them. Once accepted, an invoice will be created by the customer.  

Upload Documents

To upload a transaction document in the portal:

Upload Documents

Insight: You can upload images and PDFs of the document. The maximum file size for each document is 5MB.

Your document will be in the Pending state as soon as it is uploaded. If they accept the document, it will be converted into an invoice. You will be able to add comments to the document by clicking it. 

View Invoices

Your customer will review and accept/reject the document. If it is accepted, an invoice will be created. To view the invoice:

View Invoices

Insight: An invoice created by you (vendor) will be a bill for the customer. Once your customer accepts the document in Zoho Books, it will be recorded as a bill for them.

Add Comments

Track Payments Received

Your customer might have made an online payment or a cash payment towards your invoices. You will be able to view them once your customer records the payment manually in Zoho Books. This will show the details of the amount, the payment mode and the reference transaction. To view this:

View Payments

Generate Statement of Accounts

Statement of account shows a consolidated list of all the transactions carried out between you and your customer. You can generate this statement for any period and view the payments received and balance due. To view the statement:

Statement

Create Bills (Zoho Books Users)

You will be able to create bills in Zoho Books based on the document uploaded by the vendor. You can accept the transaction document to create a bill or discuss them in the comments section. To create bills:

Notification All Documents Accept Document

Pro Tip: You can hover over the document and click Convert to Bill to create bills instantly.

Convert to Bill

Other Actions (For Vendors)

Edit Address

The address your customer has stored in Zoho Books will be visible to you. In case you have changed your address, you can edit them in the portal. To view this:

Edit Address

Insight: Only the person saved as the primary contact by your customer in Zoho Books will be able to update the address.

Send Email

You will be able to contact your customer directly from the portal by sending them an email. To do this:

Send Email

Change Password

If your password is too old or vulnerable, you can an change it easily from the portal. Here’s how:

Change Password

Logout

To logout of your portal:

Vendor Portal Preferences (Zoho Books Users)

The preferences section will allow you to configure the portal.

The custom options available are:

Portal Name
The portal name is unique to your organisation and it is used in the URL of the Client and Vendor Portal. This is auto-generated by default. However, you can edit the portal name, and click Save if you want to customize it.

Notify me for every activity that takes place in the portal
Enabling this option notifies you via emails and in-app notifications whenever your vendor uploads documents, adds comments or updates any details.

Notify my vendor when I comment or reject the documents
Enabling this option notifies your vendor via an email whenever you add a comment or reject the documents they had uploaded.

Allow vendors to update their contact details in the portal
Enabling this option allows your customers to add/edit their shipping/billing addresses, custom fields and other contact details in case of any changes.

Allow vendors to upload documents
Enabling this allows vendors to upload PDFs or Images of transactions that support your purchase. You can view the document and accept it to create a bill in Zoho Books.

Banner Message
The banner message will be displayed in the Home screen of the vendor portal. For example, you can say “Welcome to Zylker. Have a nice day!”

Preferences
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