CRM & Portals
Orders, documents, invoices and communication with suppliers in one portal, with invoices matched to orders automatically.
Superstack builds supplier portals for NZ and Australian businesses that buy from many suppliers and lose hours reconciling invoices to orders. Our supplier portal development puts orders, documents and invoices in one login, and matches each invoice to the order and the receipt before accounts sees it.
three documents that never agree
supplier portal development that matches every invoice
The win is an invoice that matches the purchase order and the goods receipt without anyone checking. Every module below serves that match and gives suppliers one place to look.
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A supplier joins by invite, enters bank details and GST number, and uploads what you require: insurance, food safety certificate, signed terms. Each document carries an expiry date and reminder. A hospitality group sees which meat supplier's certificate lapsed before the next delivery.
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Raise a purchase order, or send it from your inventory system, and the supplier sees it straight away. They acknowledge, confirm price and date, or propose a change you approve. A builder's site manager knows by morning tea whether Friday's timber is confirmed.
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The supplier marks the order shipped with a carrier reference and an expected date, visible on the order. The portal tracks split deliveries. A manufacturing planner checks the portal instead of ringing three suppliers to learn whether tomorrow's line has parts.
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The supplier uploads the invoice against the order. The portal compares invoice lines with the order and the goods receipt: quantity, price and total. A clean match goes to approval. A mismatch, a price rise or a short delivery, goes to one person with all three documents.
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Each supplier maintains their own catalogue: items, units, pack sizes and your agreed prices. Orders pull from the catalogue, so the order price is the agreed price. A distributor sees a proposed price rise before it applies, and accepts or questions it.
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Every question about an order is a message on that order, not a private email. A damaged pallet or a wrong item becomes an issue with photos and an owner. A facilities manager in a dispute over cleaning supplies reads the whole thread, promises included.
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The portal scores each supplier: orders acknowledged on time, deliveries in full and on time, invoices that matched first go, issues raised. A distribution manager at a quarterly review sorts the list by on-time rate and takes the bottom into the next negotiation.
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Approved invoices become bills in your accounting software, coded to the right account and tracking category, with the PO number attached. Payment runs happen in your accounting system, and the payment date flows back so the supplier sees it instead of ringing accounts.
Your buyer issues the purchase order, and the rest runs itself: the supplier acknowledges, marks dispatch, and your warehouse records the receipt. The uploaded invoice is matched to the order and the receipt. A match needs nobody. A mismatch goes to one approver with the difference highlighted. Once approved, the bill lands in your accounting software.
Your accounting software receives approved bills and sends back payment dates. Your inventory system raises purchase orders and records receipts, or the portal does both. Microsoft 365 and Google Workspace handle staff sign-in. Your ERP connects through its API.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional. The three-way match is rules, not AI. We add AI only where it saves accounts time. See how we use AI and business process automation.
A supplier who emails a PDF invoice still gets matched line by line, nothing retyped.
An invoice line priced above the agreed catalogue price gets flagged before approval.
A plain summary of a supplier's open issues before a review meeting.
Your purchasing team run the portal from a browser: raising orders, approving mismatches and managing supplier documents. Approval limits follow your delegations, so a big invoice reaches the right person.
Warehouse and site staff receive goods on a phone or tablet: tick the lines, note a short delivery, photograph damage. That receipt is the third leg of the match.
This is the vendor portal NZ suppliers log in to: their orders, catalogue, invoices and payment dates. All three share one database, so a receipt ticked at the dock updates the supplier's order too.
A steady flow of inbound orders matched to invoices without a reconciliation clerk.
ConstructionMaterials ordered per job, received by the foreman and matched before accounts sees the invoice.
ManufacturingParts and consumables on order with delivery dates visible to the production planner.
Hospitality groupsFood suppliers with current certificates and agreed prices across every venue.
Facilities managementMaintenance supplies ordered per site and matched to what the site signed for.
Quickest start
We customise the existing Superstack supplier portal module with your document rules and approval limits, the quickest route to a supplier invoice portal.
Most common
We combine the portal with inventory, approvals and document management into one procurement portal for business units that buy from many suppliers.
Fully bespoke
A bespoke build for complex procurement: multi-entity groups, EDI with large suppliers or supplier management software with tendering.
Yes, when it is easier than email. Small suppliers get paid faster because matched invoices are approved without a query, and they see the payment date instead of ringing. Acknowledging an order is one tap from the email link. For the few who refuse, your team keys in their order and invoice.
Then the supplier order portal becomes their system. They need a browser and an email. Orders arrive by email with a link, they acknowledge with a click, mark dispatch and upload an invoice as a PDF or photo. A one-person courier or a local grower does all of it from a phone.
Yes. Approved invoices become bills in your accounting software with the supplier, the PO number and your account codes already set. Supplier records stay in sync, and payment dates come back so suppliers can see them. Your accounts team keeps running payment runs where they do now, with the checking done.
Yes, within rules you set. A supplier can add items and propose a price change with a start date. Nothing changes on your orders until your buyer accepts it, and the portal keeps both prices with their dates. If you load prices from your own contract instead, suppliers get view-only access.
Each supplier account sees only its own orders, catalogue, invoices, messages and documents. Access is enforced in the database, so no page can show one supplier another's prices. Your staff see what their role allows. Every login and download is logged, in case a supplier asks who saw their pricing.
Yes. Each purchase order carries a delivery site, and the supplier sees that site's address, receiving hours and contact. The site that takes delivery records the receipt, so the match uses the right docket. A facilities company with several sites sees spend and issues by site, and each site orders for itself.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
Send us three invoices that took time to reconcile. We'll show you how the portal would have matched them.
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