Your vendor spend is a black box. Open it.
Security companies manage vendors in spreadsheets, chase insurance certificates by email, and approve invoices from inboxes. Arcova Vendor Management gives you a single system for vendor financials, compliance, contracts, risk scoring, and spend analytics — connected to the scheduling and billing data that makes vendor intelligence actionable.
Vendor visibility:Complete·COI enforcement:Automatic·Approval workflows:Configurable·Risk scoring:4-dimension
What changes with Arcova Vendor Management
The same vendor operations, with the spreadsheets, email chains, and liability gaps removed.
Insurance compliance
Before
COIs filed in email. Expiries discovered during client audits. No deployment controls for lapsed vendors.
With Arcova
Auto-parsed COIs with expiry alerts at 90/60/30/14/7 days. Lapsed insurance triggers automatic deployment hold. Valid upload auto-clears.
Invoice processing
Before
Invoices arrive by email, get forwarded to whoever seems responsible, and wait for verbal approval. No routing. No escalation. No audit trail.
With Arcova
Threshold-based approval workflows route bills automatically. Escalation after configurable timeout. Every action logged to immutable audit trail.
Vendor visibility
Before
Financial and operational data in different systems. No one can answer "what did we spend on vendors last quarter" without a week of spreadsheet work.
With Arcova
One dashboard: monthly spend, pending approvals, compliance health, contract renewals, risk scores. Spend analytics by vendor, location, and category.
Contract renewals
Before
Auto-renew clauses trigger on contracts you meant to renegotiate. Good contracts expire because nobody tracked the date.
With Arcova
Renewal alerts at 90/60/30 days. Auto-renewal management. Performance scorecards give you negotiation leverage at renewal time.
Vendor performance
Before
No quantified vendor performance data. Gut feeling replaces evidence. Underperforming vendors persist because there is nothing to compare them against.
With Arcova
Four-dimension risk scorecard (financial, compliance, operational, contract). Trend data. Auto-generated recommendations. Evidence-based vendor portfolio decisions.
The vendor problems draining your margins
Your subcontractors, uniform suppliers, maintenance vendors, and service providers generate thousands in monthly invoices. Without a system, the money flows out unchecked.
Insurance lapses discovered during client audits
LiabilityA subcontractor's general liability expired six weeks ago. Nobody caught it because the COI was filed in email. The client finds out during their quarterly compliance review. Now you're explaining a liability gap you could have prevented automatically.
Invoices sit in inboxes for weeks
Cash flowVendor bills arrive by email, get forwarded to whoever seems responsible, and wait for verbal approval. No routing rules. No escalation. No audit trail. By the time they get paid, the relationship is strained and the late fees have compounded.
No visibility into total vendor spend
Blind spotAsk your ops manager what you spent on vendors last quarter. They'll need a week and three spreadsheets to answer. No one can tell you which vendors are profitable subcontractors versus pure cost centers — because financial and operational data live in different systems.
Contract renewals happen by accident
WasteAuto-renew clauses trigger on contracts you meant to renegotiate. Good contracts expire because nobody was tracking the date. Renewal terms get worse each cycle because you have no performance data to negotiate from.
From onboarding to scorecard — one workflow
Every vendor relationship has a financial lifecycle. Arcova manages it end-to-end instead of scattering it across spreadsheets, email, and generic AP tools.
Onboard vendor
Four-step wizard: business details, insurance and compliance documents (with auto-parsed COI), services and locations, review and create. Under four minutes per vendor. Duplicate detection as you type.
Receive and route bills
Vendors submit invoices through the self-service portal or your team enters them. Bills route through configurable approval tiers — auto-approve below threshold, require sign-off above. Escalation if approvers do not act.
Record and allocate payments
Record payments by check, ACH, wire, or card. Allocate a single payment across multiple bills. Track partial payments and remaining balances. Reconcile against bank statements.
Score and monitor
Automatic risk scoring across four dimensions: financial health, compliance status, operational performance, and contract standing. Trend data shows whether vendors are improving or declining. Auto-generated recommendations surface next actions.
Vendor intelligence only a security platform can deliver
Generic AP tools process invoices. Arcova correlates vendor spend with site revenue, subcontractor performance with guard tour compliance, and insurance status with deployment eligibility.
Spend vs. revenue correlation
See which subcontractor vendors generate billable revenue from the shifts they cover versus which are pure cost centers. Margin visibility per vendor — because scheduling and billing data already exist in the same platform.
Compliance-gated deployment
When a vendor's insurance lapses, they cannot be assigned shifts. Automatic deployment hold activates without manual intervention. Auto-clears when valid coverage is uploaded meeting your minimums.
Four-dimension risk scorecard
Financial (payment history, cost variance), compliance (insurance, certifications), operational (fill rate, incidents), and contract (SLA compliance, renewal history). Each dimension scored 0-25 for a composite 0-100.
Spend analytics by dimension
Five views: overview, by vendor, by location, by category, and contract analysis. Know where your vendor money goes and compare actual spend against contract values.
Contract renewal intelligence
Visual timeline of all vendor contracts approaching renewal. Alerts at 90, 60, and 30 days. Auto-renewal management prevents both unwanted renewals and accidental lapses.
Immutable audit trail
Every vendor action — creation, status change, bill approval, payment, document upload — logged with who, when, what changed, and from what IP. Never updated. Never deleted. Audit-ready.
Approval workflows that actually move
Configurable threshold-based routing with escalation and delegation. Bills do not sit in inboxes — the system enforces timelines and accountability.
Threshold-based approval routing
Define approval tiers by amount: auto-approve below $500, route to ops manager for $500–$5,000, require VP sign-off above $5,000. Sequential or parallel approvers per tier. The rules in effect when the bill is submitted are locked in — settings changes do not affect in-progress approvals.
Automatic escalation
If an approver does not act within the configured timeout, the bill escalates to the next approver or company admin. No manual chasing.
Delegation support
Delegate your approval authority when out of office. Original approver retains ability to act. First action wins.
Duplicate invoice detection
System warns when an invoice number from the same vendor already exists. Warns but does not block — operators decide.
Location-attributed line items
Tag each line item to a specific location for granular spend tracking across your operation.
COI tracking that prevents liability — not just documents it
Research shows 70% of certificates of insurance are non-compliant on first submission. Manual tracking means your compliance manager spends up to half their time chasing documents. Arcova automates the full lifecycle.
Upload and auto-parse
Drop a COI (PDF, JPG, PNG) and Arcova extracts General Liability, Workers Comp, and Auto Liability coverage types, limits, and expiry dates. Manual entry available as fallback.
Minimum requirements enforcement
Set your company's required coverage types and minimums. The system flags vendors that do not meet them and prevents deployment until coverage is verified.
Expiry alerts at 90, 60, 30, 14, and 7 days
Notifications to your team and optionally to the vendor through their portal. Escalation for unacknowledged alerts. Nothing expires silently.
Automatic deployment hold and clear
When insurance lapses: deployment hold activates, vendor blocked from shift assignment. When valid COI uploaded meeting minimums: hold clears automatically. No manual intervention.
A vendor portal your vendors will actually use
Coupa and SAP Ariba vendor portals are universally hated — G2 reviews cite "hurdle after hurdle" for vendors to submit a simple invoice. Arcova uses magic-link authentication: one click, no password, no account creation.
Magic-link authentication
Vendors click a link in their email to access their portal. No account creation. No password. Link valid for 24 hours, single use. Session lasts for a configurable duration.
Invoice submission
Vendors upload invoices directly through the portal. Bills route through your normal approval workflow with full audit trail recording the portal submission.
Document upload
Vendors upload updated COIs, W-9s, and other compliance documents without emailing your team. Valid uploads can auto-clear compliance holds.
Payment history
Vendors see what has been paid, what is pending, and what is overdue. Transparent payment visibility reduces "where is my payment" calls.
Compliance status
Vendors see their own compliance status and which documents are expiring. Self-service reduces your admin team's document chase workload.
Mobile-optimized
The vendor portal is built mobile-first. Your vendors are small businesses — they are submitting invoices from their phone, not an enterprise procurement terminal.
Connected system
Vendor management wired into your operations
Vendor data does not live in isolation. It connects to scheduling, billing, and compliance — because those are the systems that make vendor intelligence actionable.
Scheduling
Subcontractor vendors linked to shifts. Compliance-gated deployment prevents assigning vendors with lapsed insurance.
Billing
Vendor spend correlates with site revenue. Margin visibility per subcontractor relationship.
Compliance
Insurance and certification tracking follows the same enforcement patterns as employee compliance.
Personnel
Subcontractor guards tracked alongside your direct workforce for consistent operational visibility.
Clients & Sites
Vendor services and costs attributed to specific client locations for accurate job costing.
Transparent module pricing
$1.50/vendor/mo
Per active vendor per month. Only pay for vendors in Active status.
- Full vendor registry with 360-degree profiles
- Bill management with configurable approval workflows
- Payment recording, allocation, and reconciliation
- Insurance and COI lifecycle with auto-parse and deployment holds
- Contract tracking with SLA definitions and renewal alerts
- Four-dimension vendor risk scorecard
- Spend analytics by vendor, location, category, and contract
- Self-service vendor portal with magic-link auth (free for vendors)
- Immutable audit trail for every vendor action
See what your vendor network actually looks like.
15-minute walkthrough with your vendor types. We'll show you the intelligence dashboard, approval workflows, and compliance enforcement.