Customer’s Problem

Veedol’s vendor onboarding process involved multiple departments, approval stages and manual follow-ups. Because request status, vendor documents, approval remarks and final updates were not available in one connected workflow, the team faced difficulty tracking whether a request was pending, approved, disapproved or waiting for correction.

The customer also needed a reliable way to manage related-party checks using PAN, GSTN, legal name and trade name. The main challenge was to create a centralized vendor onboarding system with clear approval visibility, proper documentation, compliance control and complete audit tracking.

Technology

The solution was built as a custom web-based Vendor Portal. The key technologies used were:

• Audit
• ERP
• JQuery
• MySQL
• PHP
• PHPMailer

Customer Interaction

We studied Veedol’s existing vendor onboarding process and mapped the responsibilities of each department involved in the workflow.

After understanding how vendor requests were created, reviewed, approved and finalized, we proposed a custom Vendor Portal that would digitize the complete process. The objective was to create one centralized platform where the Requester could submit vendor details, upload required documents and send the request through the correct approval chain.

The portal was designed to support department-wise approvals, disapprovals, remarks, related-party checks, email notifications and vendor logs. Each role was given access based on its responsibility, so users could only act on the requests relevant to them.

The workflow was planned to match Veedol’s actual internal process instead of forcing the business to follow a generic approval system.

Final Benefit

Veedol received a centralized vendor onboarding portal where requests can be created, reviewed, approved, disapproved and tracked from one system. Vendor documents, department actions and approval comments are now easier to manage.

The related-party check feature helps verify PAN, GSTN, legal name and trade name against compliance records, reducing the risk of missed checks.

The vendor log records approval history, remarks, status changes and timestamps, giving Veedol better audit visibility, fewer manual follow-ups and stronger process control.