Vendor management automation
Vendor onboarding and compliance documentation cut from 6 weeks to 5 days
A utility onboarding hundreds of contractors a year for substation, line and metering work ran the process on paper and email. Each vendor submitted dozens of documents; officers checked them by hand; expiries were missed. We built an onboarding portal and an AI document pipeline that validates submissions, tracks expiries and keeps the vendor master current.
- Client
- Power transmission and distribution utility
- Region
- India
- Scale
- 8,000+ employees
- Timeline
- 14 weeks including security review
Representative engagement. Client details are anonymised and figures reflect typical outcomes from comparable deployments.
What the client got
0 days
Median onboarding time
Down from six weeks, with most of the remaining time being vendor response.
0
Expired certifications on active sites
In the two audits since go-live, against eleven findings in the prior audit.
0%
Officer time freed
Reviewers handle flags instead of reading every document.
The bottlenecks
Bottleneck 1
Forty documents per vendor, read by hand
Registrations, tax certificates, safety accreditations, insurance, bank details and work references. Officers checked each against a checklist, and queries went back by email.
Bottleneck 2
Expired certificates on live sites
Insurance and safety certifications lapsed without anyone noticing until an audit, creating liability on active projects.
Bottleneck 3
Vendor master was unreliable
The ERP vendor master had duplicates, outdated bank details and missing categories. Payments were delayed by corrections.
What we built
Step 1
Guided submission portal
Vendors upload documents to a portal that knows which documents each work category requires. Missing items are requested before submission, not after.
Step 2
AI validation
An LLM reads each document, extracts registration numbers, dates, coverage amounts and names, checks them against the application and public registries where available, and flags mismatches, expired items and low-quality scans with a specific reason.
Step 3
Officer review by exception
Officers see a dashboard of applications with every automated check passed or flagged. They review flags and approve, and the vendor is created or updated in the ERP from the validated data.
Step 4
Expiry tracking and renewal
Every dated document is tracked. Vendors receive renewal requests 60 days before expiry; project managers are alerted if a vendor on an active site lapses.
The automation workflow
Vendor onboarding pipeline
From application to validated vendor master
Questions clients ask about this engagement
Where is vendor data stored?
In the utility’s own infrastructure. Documents never leave the client environment; the model processes them under a data processing agreement with no retention.
Can the AI reject a vendor?
No. It validates and flags. Approval and rejection are officer decisions, logged with reasons for audit.
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Have a similar bottleneck?
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