QuantProc VendorsPortal AI · User Manual

VendorsPortal AI

Your vendors' complete self-service portal — quotations & tenders, invoicing, live account statements, and payments — all AI-assisted, one login across every client company. This guide covers the Invoicing & Verification module (live today) for vendors, project managers, and administrators.

📋 Quotes & tenders 🧾 Self-service invoicing ✓ AI 3-way match 📊 Live account statement 🔗 One login · many clients 💸 Auto Payment Request
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The big idea — a marketplace, not silos

QuantProc is the platform where client companies and vendors meet. A vendor isn't owned by one company — the same vendor can supply many client companies, and each client works with many vendors. So a vendor signs in once and sees the purchase orders of every client that engaged them, each with that client's own vendor code.

one identity → many clients
🏭 ABDUL SAMAD global vendor · 1 login 🏢AIMS Buildmart Pvt Ltd code ABPL_00042 · 6 POs 🏢AIMS Green Construction code AGCO_00018 · 3 POs 🏢AIMS Green Electronics code AGEL_00007 · 2 POs
One vendor identity fans out to every client company — the login shows all their POs together, labelled by client.
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Why this matters: vendors never juggle a separate account per company, and you never re-key a vendor that already exists on the platform. The same supplier keeps one profile; each client simply sees its own code (ABPL_, AGCO_, AGEL_…).
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The flow in three moves

From a vendor's invoice to money leaving the building — three roles, one clean pipeline. No more chasing project managers for paper invoices.

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1 · Vendor submits

Picks a PO, enters invoice & quantities, uploads the PDF.

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2 · PM verifies

Checks ordered vs received vs invoiced. Approve, return, or reject.

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3 · Payment starts

Approval auto-creates a Payment Request in the accounts pipeline.

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For vendors — submit an invoice

Sign in and open 🧾 Submit Invoice from the sidebar. You'll see every purchase order across all the client companies you supply.

1

Find your purchase order

The My Purchase Orders table lists your open POs. The Client column tells you which company each PO belongs to. Click Raise Invoice → on the one you're billing.

erp.quantproc.com › Submit Invoice
Submit Invoice Raise your invoice against a PO · 2 client companies: AIMS Buildmart, AIMS Green Construction CLIENTPO #AMOUNTRECEIVEDBILLED AIMS Buildmart AIMSP/0288/26-27 ₹2,70,000 received to_be_billed Raise Invoice → AIMS Green Const. AGCO/0114/26-27 ₹88,500 received to_be_billed Raise Invoice → AIMS Buildmart AIMSP/0301/26-27 ₹1,15,200 partial billed submitted
My Purchase Orders — POs from multiple clients in one list, each tagged with its client company.
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Fill the invoice — quantities come pre-filled

The Raise Invoice panel opens with the line items pulled straight from the purchase order: description, ordered quantity, and rate are already there (look for the ✓ pulled from PO chip). You only enter your invoice number, date, and the invoiced quantity per line, then attach the PDF.

Raise Invoice · AIMS Buildmart · PO AIMSP/0288/26-27
Raise Invoice AIMS Buildmart · PO AIMSP/0288/26-27 · ₹2,70,000 Invoice Number * INV-2607-118 Invoice Date 12 Jul 2026 Line items (for quantity verification) ✓ ordered/received qty pulled from PO DESCRIPTIONORDEREDRECEIVEDINVOICEDAMOUNT Debris Removal 108 108 108 ₹2,70,000 ⬆ Upload invoice (PDF) ✓ tax-invoice-118.pdf Cancel Submit ✓
Ordered quantity (108) and rate arrive from the real Zoho PO — you just confirm the invoiced quantity and attach the bill.
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Track your status any time. The My Submitted Invoices table below shows each invoice as submitted → approved, or returned/rejected with the reviewer's note so you know exactly what to fix.
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For project managers — verify quantities

Open Material Management → Invoice Verification. The Pending queue holds every invoice awaiting your check. Use the division toggle (🏛 Govt / 🏢 Corp) up top to focus.

1

Open a submission

Click any row to see the full invoice, amount variance vs the PO, and the line-by-line 3-way match.

2

Read the flags

Any line where invoiced > received is marked over-invoiced in red. Everything reconciled shows ok.

Invoice Verification · Verify Invoice
Verify Invoice INV-2607-118 · ABDUL SAMAD · PO AIMSP/0288/26-27 INVOICE AMOUNT₹2,70,000 PO AMOUNT₹2,70,000 VARIANCE₹0 · matches 3-way quantity match DESCRIPTIONORDEREDRECEIVEDINVOICEDFLAG Debris Removal108108108 ok Site Clearance403240 over-invoiced Reject Return to vendor ✓ Approve → Payment
The 3-way match: line 2 is flagged because 40 were invoiced but only 32 received — the PM can Return it with a note.
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Decide — and payment starts itself

Approve → Payment instantly creates a Payment Request (e.g. PR-2607-DOGY) that enters the accounts disbursement pipeline — no separate data entry. Return to vendor or Reject both require a short note explaining why, which the vendor sees on their side.

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For admins — give a vendor a login

On the Invoice Verification screen, click 👤 Vendor Logins (top-right). Search a vendor, enter their email, and create the login. Because it binds to the vendor's platform identity, that one login reaches every client company they supply.

Vendor Portal Logins
Vendor Portal Logins Invite a vendor Search vendor (name / code / GSTIN) ABDUL SAMAD ✓ ABDUL SAMAD ABPL_00042 ↔ master QUNT_01188 Vendor login email abdul.samad@supplier.com Create login Existing logins (2) VENDORREACHESSTATUS ABDUL SAMAD 3 clients active SHREE CEMENT 1 client active A temporary password is shown once — share it with the vendor; they change it on first sign-in.
Create a vendor login in two fields. The "Reaches" column shows how many client companies each login spans.
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Line-item pre-fill needs a Zoho connection. POs from a client company connected to Zoho fill their quantities automatically. For companies not yet connected, the vendor sees a “PO lines unavailable — enter manually” note and can still submit. Connect the client's Zoho org and it lights up automatically — no code change.