Revenue & Finance

Vendor Management

Liquor distributors, food vendors, equipment rental, security firms, linen services — a nightclub runs on dozens of vendor relationships. This module puts every supplier, every PO, every invoice, and every insurance certificate in one place. No more paying for things you didn't receive.

Procurement

From reorder alert to approved PO in two minutes

Purchase orders from templates or auto-generated from inventory alerts. Approval routing by dollar amount. Delivery tracking with variance reporting. The full procurement cycle, under control.

Vendor database
Centralized directory with contact info, payment terms, insurance certificates, W-9s, tax IDs, and performance ratings. Every vendor relationship, documented and accessible.
Purchase order workflow
Create POs from templates or from auto-generated reorder alerts. Route for approval based on dollar amount. Send to vendors electronically. Track from creation to close.
Auto-reorder integration
When bottle or food inventory drops below par level, a PO is auto-generated for the assigned vendor. You never run out of Grey Goose on a Saturday because someone forgot to order.
Receiving & inspection
Log deliveries with quantity verification, condition inspection, and variance reporting for shorted or damaged orders. The receiving record becomes part of the three-way match.
Three-way invoice matching
Match vendor invoices against purchase orders and receiving records to catch discrepancies before payment. You ordered 10 cases, received 9, and they billed for 10 — flagged automatically.
Payment scheduling
Approved invoices queued for payment based on vendor terms — Net 30, Net 15, COD. Cash flow visibility shows exactly what's due and when across every vendor relationship.
Compliance & Analytics

Know your vendors. Know your spend. Know your exposure.

Performance scorecards, insurance expiration tracking, spend analytics by category and time period, and a self-service vendor portal. Full visibility into who you're doing business with and how much it costs.

Vendor performance scorecards
Track delivery reliability, pricing competitiveness, issue resolution speed, and quality consistency. When it's time to renegotiate or switch vendors, the data makes the decision.
Insurance & license tracking
Expiration dates for COI, liquor licenses, health permits, and business licenses with automated renewal reminders at 60, 30, and 7 days before expiry. No uninsured vendors on your property.
Spend analytics
Total expenditure by vendor, by category, and by time period with 12-month trend analysis and budget comparison. See where your money goes and where you have negotiation leverage.
Vendor portal
Vendors view their POs, submit invoices, and update insurance documents via a secure self-service portal. No phosphorOS account required — accessible via secure link.
Connected

Inventory triggers orders. Orders trigger payments. All automatic.

The vendor module connects inventory levels to purchase orders, contracts to MSAs, and approved invoices to accounts payable. The procurement pipeline runs itself.

Bottle & Food Sales
Inventory levels below par automatically trigger POs for the assigned vendor. Sales data drives reorder timing.
Contract Management
Vendor MSAs managed through the contract lifecycle system. Onboarding triggers MSA generation with terms pre-populated.
Finance
Approved invoices flow to accounts payable. Spend data feeds financial reporting and budget tracking across all vendor categories.
Headliner Collaborations
Rider and production requirements generate vendor POs for equipment rentals, staging, special effects, and catering services.
Venue Rentals
BEO requirements from private events generate vendor POs for catering, florals, AV equipment, and rental items.
Get Started

Stop paying for things you didn't order or didn't receive.

See vendor management in action with the full Revenue & Finance suite.

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