A vendor change is money in motion. Treat it that way.
Confirmations, re-confirmations, changes, disputes and credit notes as a connected workflow: where every state change automatically updates cost, charge and program margin, and posts to the program's timeline. The email-and-WhatsApp lifecycle, retired.
The vendor lifecycle, end to end
Assign & confirm
The vendor accepts on their portal; the agreed cost and charge lock on the assignment.
Re-confirm near the date
A standard ops safeguard, automated: re-confirmation requests go out on schedule, and silence escalates instead of being forgotten.
Changes ripple
An accepted change updates cost, charge and the program P&L in the same motion, and Margin Defense knows exactly what moved.
Disputes & credit notes
Discrepancies get an owner and a status; after-the-fact reductions become credit notes with the trail attached.
Every transition is also a data point.
Who confirms fast, who goes quiet, who disputes, who delivers: the lifecycle generates the evidence that powers the vendor reliability scorecard. It accumulates only inside your tenancy, and it compounds with every program you run.
- Global vendor catalog with categories, documents and per-program history
- Availability checks warn on double-booking across programs
- Vendors scoped per destination where that's how you operate
- Change-request expiry so stale asks don't linger
- Included on every plan
Vendor management questions
What do vendors see on their side?
A magic-link portal: no account, no training. Assignments to confirm, re-confirmation requests, change requests to accept or decline with a note, and a Raise issue button that notifies your program manager. Drivers get their dispatched transfer runs in the same portal.
What happens when a vendor's change is accepted?
Cost and charge update on the assignment, the program P&L recomputes automatically, and the transition posts to program chat. If the sold baseline is affected, Margin Defense attributes the drift to exactly this change. No one edits a spreadsheet.
What are disputes and credit notes here?
Operational states, not accounting entries. A dispute opens a thread with an owner and a resolution status, surfaced on the program. A credit note records a confirmed cost reduced after the fact: cancellation, partial delivery, goodwill, and adjusts cost (and optionally charge) with the paper trail attached.
Can a vendor be double-booked by mistake?
Assignment checks vendor availability across your programs and warns on conflicts before they become an on-site surprise. Vendors can also be scoped per destination, so the Lisbon list stays the Lisbon list.
See it on your own programs.
A 30-minute walkthrough with the team, on data that looks like yours. Sales-led onboarding: we load your catalog, your vendors and your first programs with you.