Vendor Management

Vendor information managed across spreadsheets, shared drives, and email threads gives procurement and finance teams an incomplete and unreliable picture. Contact details are out of date. Contract end dates are tracked in someone's personal calendar. Performance evaluations exist in one department but not in another. When a vendor relationship needs to be reviewed, assessed, or terminated, assembling the full picture requires more effort than it should.

The Vendor Management template for SharePoint, built with Infowise Ultimate Forms, provides a comprehensive, structured record for every vendor relationship — capturing contact information, business activities, performance assessments, contractual details, compliance documentation, and financial terms in a single, searchable SharePoint record.

How it works

Vendor details and contact information

Each vendor record begins with the essential identifying information — company name, contact details, address, and website — giving procurement and finance teams immediate access to vendor-specific information without searching through email threads or shared drives. The structured format ensures every vendor is recorded consistently, making the full vendor list searchable and manageable at scale.

Business activities and alignment

The form captures the nature of the vendor's business activities and the products or services they supply, ensuring that the record reflects not just who the vendor is but what they provide and how their offering aligns with the organization's requirements. This context is essential when evaluating whether to renew, renegotiate, or replace a vendor relationship.

Performance evaluation

The template includes a structured performance evaluation framework covering product or service quality, delivery reliability, customer service, and overall satisfaction. Because every vendor is assessed against the same criteria using the same structured format, performance comparisons across the vendor list are straightforward — identifying high-performing suppliers and those falling below expectations without manual analysis.

Contractual details

Contract start and end dates, renewal options, key terms, and conditions are all captured within the vendor record. With contract expiry dates visible in a searchable SharePoint list, procurement teams can filter by upcoming renewals, ensuring no contract lapses or auto-renews without deliberate review. Alerts can be configured to notify the responsible team member in advance of a contract end date.

Compliance documentation

The template includes dedicated sections for recording vendor compliance information — licences, certificates, regulatory documentation, and insurance details. Keeping compliance records alongside the vendor's operational and performance data ensures that every aspect of the vendor relationship is documented in one place and accessible to the teams that need it.

Financial terms and payment information

Payment terms, preferred payment methods, and any relevant financial arrangements are captured within the same record, giving finance teams the context they need to manage vendor payments consistently and in line with agreed terms.

What you get

• A comprehensive vendor record capturing contact details, business activities, performance ratings, and contract information
• Structured performance evaluation covering quality, reliability, customer service, and overall satisfaction
• Contractual details including start and end dates, renewal options, and key terms — with alert capability for upcoming renewals
• Compliance documentation sections for licences, certificates, and regulatory and insurance information
• Financial terms and payment information recorded alongside the full vendor profile
• Every vendor record stored in a searchable, filterable SharePoint list — accessible to authorized procurement and finance staff
• Configurable columns and sections to match your organization's vendor management requirements
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Vendor Management system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All vendor records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.