Help & resources

A clear next step.
From request to review.

Collect the documents you need from suppliers, check their details and keep track of what needs attention. This guide follows the steps in Vendarity.

Open your workspace

01 / Getting started

Start your workspace

  1. Create your buyer account. Verify your work email, sign in and enter your company details. Buyers in the US, Canada, UK, Australia and New Zealand can create a workspace. Australian buyers need an ABN.
  2. Finish security setup. Follow the authenticator setup, confirm a code and keep your recovery codes somewhere secure.
  3. Add your first supplier. Choose Add supplier, or import a UTF-8 CSV from Suppliers. Map your columns, review the preview and confirm. Adding or importing suppliers does not email them.

Just exploring? The sample workspace uses fictional suppliers and evidence. Its notifications are not sent to real suppliers.

02 / Buyer workflow

Request evidence

  1. Define the requirement. Open a supplier’s Requirements view. In a new workspace, an Owner or Admin can select New template to describe the document, scope and dates needed. Existing templates are also managed in Settings → Requirements.
  2. Assign it to the supplier. Choose the template version, entity or site scope, effective date and due date. Publishing a template alone does not assign it.
  3. Choose your contact. Check the supplier’s Contacts view and record permission to email the intended recipient.
  4. Prepare and confirm the request. Select the requirements and review the recipient and message. Saving a draft does not send it. Review sending and confirm to queue the request.

Follow delivery and replies from the supplier’s Requests view. A queued message is not proof that the supplier received or opened it.

03 / Supplier workflow

Respond as a supplier

  1. Open the request link. Use the email address the buyer invited and enter the verification code sent to that inbox. Forwarding the link does not give another person access.
  2. Choose a requirement and upload evidence. Check the requested entity, site and dates. The upload accepts PDF, JPEG, PNG and WebP files up to 20 MB. Allow processing to finish.
  3. Follow the review status. An upload receipt means the file was received. Accepted means your buyer recorded an acceptance decision. Check any requested changes before sending a replacement.

Use Ask your buyer a question for a requirement-specific message. If a colleague or broker should help, propose a contact; the buyer must confirm their access. You can pause routine reminders in your communication preferences.

04 / Buyer review

Review and decide

Open Review and select the submission. Inspect the preview or download the original. Confirm or correct all ten metadata fields, give reasons for corrections and complete the documentary checks. Required unknown values or incomplete checks block acceptance.

Acceptance records your review of that document for its assigned scope. It does not automatically approve the supplier or certify legal compliance. A pending or rejected replacement leaves earlier accepted evidence effective for its own valid period.

Current
Accepted evidence covers the requirement at the displayed time.
Awaiting review
A submission still needs a human decision.
Missing
No accepted evidence covers the requirement.
Exception
A time-limited risk acknowledgement; the documentary gap remains visible.
Not required
The requirement is outside the applicable set at the displayed time. Open it to see the recorded reason.

Record issues as findings. Structured audits keep their checklist version, and blocking findings must be resolved before closure. When a corrective-action workflow is used, complete its verification and effectiveness review before closing it.

05 / Reporting

Use your reports

Coverage report. Open Reports, choose the supplier or requirement, site, lifecycle and coverage view, then Apply view. The matrix shows the displayed rows; totals and the CSV include all matching requirements across pages.

Historical coverage. The Historical date and time field uses UTC. The report heading displays that same moment in the workspace timezone. Only records known by the cutoff can support it; an old document uploaded later cannot fill an earlier knowledge gap.

Exports. Export coverage CSV downloads the matching CSV. Printable report opens a print-friendly view; use your browser’s print dialog to print or save a PDF. Generate evidence pack builds a fixed package of the selected evidence and report; follow its status in View generated evidence packs.

Operational report. Follow Supplier response times & operational report to inspect response times, first reviews, accepted evidence and overdue critical requirements. Open the contributing records to understand a measure. When there are no qualifying records, the metric reads Not available.

Documentary coverage counts accepted evidence. Exceptions are reported separately; not-applicable requirements are excluded from the coverage percentage. Export actions depend on your current role and may require you to sign in again.

Open Reports

06 / Workspace subscription

Plans and billing

Owners and Admins can open Settings → Plans & usage to see the workspace’s limits and access status. The 7-day trial needs no card and does not automatically become a paid subscription. Suppliers use the portal for free.

Where checkout is available, Manage subscription lets you confirm billing details and continue to Stripe. Core is US$129/month and Growth is US$249/month, excluding applicable tax. A return from checkout alone does not activate a plan; Vendarity waits for verified provider state.

Company registration numbers and tax IDs are separate. Tax ID verification shows Stripe’s reported status and when it was read, including pending, unavailable and unsupported outcomes. Test-mode observations are clearly labelled. These checks do not approve evidence or determine an invoice’s tax treatment.

Use the available Stripe billing action for invoices, payment methods and subscription cancellation. The app shows the confirmed service period and any scheduled end. Read-only access preserves permitted exports; it does not permit new supplier chasing or uploads.

07 / Common questions

Get back on track

I cannot sign in

Use Forgot password on the sign-in page. Follow the newest reset email, choose a new password and sign in again. If you cannot use your authenticator, choose a saved recovery code. Each recovery code works once.

Reset your password
The supplier link is expired or access has ended

Ask the buyer who sent the request to check the contact and invitation. Request a new verification code when offered. A revoked invitation or relationship cannot be restored by forwarding an old link.

An action is unavailable or a review changed

Read the explanation beside the action. Check your workspace, current role and plan status. If another reviewer made a decision, refresh the submission before continuing. Do not create another checkout just because a provider response is still being checked.

I need help with a request or the product

Suppliers should use the portal’s question action to contact their buyer. During private evaluation, contact the person who invited you. Vendarity’s public support details are not yet available.

Contact information

Use Ctrl+K or ⌘K inside the workspace to find a supplier or page. The theme control switches light and dark appearance. Tab moves between controls; Enter activates a focused link or button.