Supplier management software for DMCsEvery supplier change, reflected in your margin.
Confirmations, re-confirmations, changes, disputes and credit notes, all in one flow. When you accept a change or a credit note, your cost, the client price and the program margin update. Every step is posted in the program chat, so you can see where each supplier stands.
Each supplier booking, from request to completion
Book and confirm
A new booking starts as Awaiting confirmation. Press Request Booking and the supplier gets an email, and you see whether it was delivered. The supplier confirms in their portal, and the booking records it next to the agreed cost and price.
Re-confirm before the date
Re-confirmation requests go out a set number of days before the supplier's first service: seven by default, anywhere from 0 to 90 for your company, and adjustable per booking. The supplier stays marked Re-confirm requested until they answer.
Every supplier knows what is expected, and when.
Confirmations and changes in one record, not a thread of emails.
Changes flow through
An accepted change updates the cost, the client price and the program's profit at once, and the History tab keeps what it was before.
Disputes and credit notes
A disagreement gets a type, an amount and a status. A cost reduced after the fact becomes a credit note, with the paperwork attached.
Each booking adds to the supplier's track record.
Who confirms fast, who goes quiet, who disputes, who delivers. Every booking adds to the supplier reliability scorecard. That history belongs to your company alone, and it grows with every program you run.
- A supplier list with categories, documents, what each one supplies and their history on every program
- Insurance certificates, licenses and permits read for you: insurer, policy number, dates and coverage, with a reminder 30 days and 7 days before one runs out
- Availability checks warn you about double-booking across programs
- Optional automatic booking requests: each supplier gets an email when added to a program, and the booking shows as requested once the email is delivered
- Supplier replies read for you: the next step is suggested, such as Supplier reconfirmed with the confirmation number, and nothing changes until you accept it
- Supplier bills compared line by line with what you booked, with differences flagged
- One supplier can work with several DMCs from the same portal sign-in
- Suppliers listed by destination, if that is how you work
- Change requests expire, so old requests do not linger
- A History tab on every supplier: who changed what, and when
- Included on every plan
Supplier management questions
What do suppliers see on their side?
A supplier portal in your company's name, with your logo. Suppliers sign in with a one-time code sent by email, so there is no password to remember. They see bookings to confirm, re-confirmation requests, and changes to accept or decline with a note. A Raise issue button alerts your program manager. The portal holds the rest of the job too: a transport company's run sheet for its transfers, with guest names or just a count as you choose, the activity sign-up lists for events the supplier is booked on, a place to send its invoice, and the documents you shared.
What happens when a supplier's change is accepted?
The cost and the client price update on the booking, the program's profit is worked out again, and the change is posted in the program chat. Margin alerts compare the new cost with what you sold, and the supplier's History tab keeps the value before and after. Nobody edits a spreadsheet.
What are disputes and credit notes here?
Steps in your work with the supplier, not accounting entries. A dispute records who raised it, its type and amount. It moves from open to resolved, escalated or withdrawn, with a note on how it ended. A credit note records a cost reduced after it was confirmed, for a cancellation, part delivery or goodwill. It lowers your cost (and the client price, if you choose), with the paperwork attached.
Can a supplier be double-booked by mistake?
When you book a supplier, DMC Pilot checks their availability across your programs and warns you about any clash before it becomes a surprise on site. You can also list suppliers by destination, so your Lisbon list stays your Lisbon list.
With your suppliers
When a supplier agrees a change, the program updates.
When you accept a change or a credit note, your cost, the client price and the program margin update. Every step is posted in the program chat.
Supplier reliability scorecard
A 1 to 5 score for each supplier, based on your own programs, with the reasons shown.
MoreDestinations
Your destination information, and branded presentations for clients.
MoreMargin alerts
Your margin at signing is saved. You get an alert when live costs start to eat into it.
More
See DMC Pilot in a 30-minute demo.
A 30-minute call with our team, using data like yours. If it fits, we set up your price list, suppliers and first programs with you.