Vendor Capitalization
Approve new suppliers correctly. The first time.
Are you paying too much to manage your supplier invoices?
Eliminate manual setups, unreliable checks, and errors that disrupt the invoice flow. With Conrab Optos’ supplier onboarding module, you get a guided, customizable process that ensures every new supplier is properly approved before being added to your ERP system.
Today, the process for approving a new supplier often looks like this: back-and-forth emails, PDF forms filled out manually, data entered in multiple places, and uncertainty about who actually gave the go-ahead.
The result? Errors in the vendor registry, a halt in the invoice flow, and emergency interventions when “someone needs to be paid right now.”
That’s why companies choose Conrab Optos’ supplier onboarding
Your process – your rules
You decide which fields to include and which ones are required. Different types of suppliers may require different information. The system is tailored to your business, not the other way around.
Result: The correct data is collected every time, without the need for manual checks afterward.
Smart fields that appear when needed
For example, if the user selects "Account Number" as the payment method, relevant subfields such as IBAN and SWIFT appear automatically. Unnecessary fields disappear, and only the required fields are displayed.
Result: Easier for the person filling out the form, with the right data in the right place, without confusion or misunderstandings.
Approval built into the workflow
Once the information has been entered, the request is automatically sent for approval to the appropriate person. No email threads. Nothing gets stuck in someone’s inbox without anyone noticing.
Result: Shorter lead times, clear allocation of responsibilities, and full traceability from start to approval.
Documents linked directly to the supplier
Do you have any contracts, due diligence documents, or other files related to the supplier? Add them as attachments directly to the capitalization case—keep everything in one place, nothing loose.
Result: No information is lost. Everything is in the right place when you need it.
Searchable directory of all suppliers
Every field you enter is searchable in the archive. Find the right supplier, the right information, or the right document in seconds, no matter how many suppliers you manage.
Benefit: No more searching through ledgers, folders, and emails. The information is always available to the right person.
Support folders and fixed values for consistent data
For fields such as "category" or "payment terms," you can link a support folder that you maintain yourself. Don't want to handle that? Conrab Opto will enter fixed values based on your selections.
Result: The same information is recorded in the same way—by everyone, every time. A clean supplier registry from day one.
What do our customers say?
Companies that are implementing supplier activation often highlight:
- A faster and more secure approval process for new suppliers
- Fewer errors in the supplier registry that block invoices
- A clearer division of responsibilities, so everyone knows what the rules are and who makes the decisions
- A better foundation for compliance and monitoring
Perfect for those of you who want to:
- Structure and manage the process for approving new suppliers
- Gather the right information tailored to your business and your risk levels
- Integrate approval and verification directly into the workflow, without any manual steps
- Maintain a clean supplier database with searchable and consistent data
- Avoid manual duplication of work when the supplier is subsequently added to the ERP system
Would you like to see the supplier activation live?
Contact us—we’ll show you how to set up a controlled approval process tailored to your business. You’ll get to see the entire workflow, ask questions, and receive practical guidance based on your specific needs.
It takes 30 seconds to book—and you’ll save time every time a new supplier needs to be approved.
Frequently Asked Questions About Vendor Activation
Yes, absolutely. You decide which fields to include and which ones are required. Different types of suppliers may also require different information—the system is tailored to your business, not the other way around.
When a user makes a selection in a main field—for example, choosing "Account Number" as the payment method—relevant subfields such as IBAN and SWIFT are automatically displayed. Fields that are not applicable are not displayed at all. This makes the form easier to fill out and ensures that the correct data is entered in the right place.
Once the information has been entered, the request is automatically sent for approval to the appropriate person. You decide who should approve it and in what order. Everything is handled within the system—no email threads, nothing gets stuck in an inbox without anyone noticing.
Yes. You can add attachments to each activation case, such as supplier agreements, due diligence documents, or other relevant documents. Everything is organized and easily accessible directly in the supplier’s file in the archive.
All fields are searchable. This means you can quickly filter and find the right supplier, task, or document based on any information you choose—whether it’s a category, payment terms, approval date, or a custom field you’ve created yourself.
Absolutely. The module is a natural part of the Conrab Optos platform and works seamlessly with other modules, such as supplier assessment. This provides a cohesive workflow from activation to ongoing assessment without unnecessary duplication of effort.
Built for your business.
Tailored to your processes.
Conrabs' case management system adapts to your workflows—whether you're handling 5 or 50 different types of cases.
- Save time – connect all your systems through a single partner
- Efficient processing with electronic document management
- Local support, global reach
- The market's most satisfied customers
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