Add-on · Vendor Management
Open the vendor black box before the next audit.
Arcova Vendor Management keeps onboarding, bill approvals, payments, insurance status, and spend context on one vendor profile — connected to the scheduling and billing records that make the risk actionable.
Operating record
Attaches here
Shift cell
Clock-in
Time entry
Invoice line
Payout
Subcontracted coverage keeps its bill approvals and insurance status on the same client record.
See the whole chainWhere vendor spend and risk stay fragmented
Subcontractors, suppliers, and service vendors generate recurring invoices. Without a shared lifecycle, COIs, approvals, and spend live in email and spreadsheets.
Insurance lapses show up too late
A COI expires in an inbox. The gap surfaces during a client audit — after the vendor was already deployed.
Invoices wait for verbal approval
Bills arrive by email, get forwarded, and sit without routing, escalation, or an approval trail.
Total vendor spend is hard to answer
Finance and ops assemble different spreadsheets to answer a simple question about who you pay and why.
How it works
From onboarding to monitored vendor record
One vendor lifecycle: onboard with documents, route bills, record payments, then monitor compliance and risk on the same profile.
- 1
Onboard the vendor
Capture business details, insurance and compliance documents, services, and locations through a guided intake before spend starts.
- 2
Receive and route bills
Vendors submit through the portal or your team enters bills. Threshold-based routing and escalation keep approvals off the inbox.
- 3
Record and allocate payments
Record payments, allocate across bills, and track remaining balances so AP status stays visible without a side spreadsheet.
- 4
Monitor compliance and risk
Insurance status, contract posture, and operational signals stay on the vendor profile so holds and renewals are not discovered late.
From vendor onboarding to approved payment
Vendor financials, compliance, and deployment controls share one profile instead of three side systems.
COI tracking tied to deployment
Expiring coverage raises alerts. Lapsed insurance can hold deployment until valid documents meeting your minimums are on file.
Approval routing with an audit trail
Threshold-based approvers, escalation, and recorded actions replace verbal sign-off chains.
Spend and risk on one profile
Pending bills, payment history, compliance status, and risk posture stay visible without rebuilding the vendor picture by hand.
Same vendor moments. Shared controls.
What changes when insurance, approvals, and spend share one vendor record.
Insurance compliance
Before
COIs live in email. Expiries are discovered during client audits. No deployment hold for lapsed coverage.
With Arcova
Coverage stays on the vendor profile with expiry alerts. Lapsed insurance can block assignment until valid documents clear the hold.
Invoice processing
Before
Bills arrive by email, get forwarded, and wait for verbal approval with no escalation trail.
With Arcova
Threshold routing, escalation, and recorded approvals keep AP moving without inbox archaeology.
Vendor visibility
Before
Answering a spend or risk question means assembling spreadsheets from finance and ops.
With Arcova
Pending approvals, payment history, compliance status, and risk posture open from one vendor profile.
Vendor management wired into operations
Vendor status connects to the workflows that assign work, invoice clients, and enforce compliance.
Scheduling
Compliance-gated deployment can block vendors with lapsed insurance from shift assignment.
Billing
Vendor spend stays visible beside the site and client revenue context already on the platform.
Compliance
Insurance and certification tracking follows the same enforcement posture as employee compliance.
Clients & Sites
Vendor services and costs can be attributed to locations for cleaner job costing.
See vendor risk and spend on one profile.
Use a recent AP week to test onboarding, approvals, certificate holds, and spend review.