Module · Vendor Management
Keep vendor bills and insurance easy to find.
Keep vendor details, insurance documents, approvals, and payments together. See what needs attention before a bill is paid.
Where 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 keeps approvals off the inbox, with every action recorded.
- 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 spend history 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.
Insurance status at a glance
COIs and expiry dates live on the vendor profile, so you see lapsed coverage before you send the vendor out — not during a client audit.
Approval routing with an audit trail
Threshold-based approvers and recorded actions replace verbal sign-off chains.
Spend and insurance on one profile
Pending bills, payment history, and insurance status stay on the vendor profile. You do not rebuild that 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.
With Arcova
Coverage and expiry dates stay on the vendor profile, visible before deployment instead of during an audit.
Invoice processing
Before
Bills arrive by email, get forwarded, and wait for verbal approval with no trail.
With Arcova
Threshold routing and recorded approvals keep AP moving without searching email.
Vendor record
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 connected to operations
Vendor status connects to the workflows that assign work, invoice clients, and enforce compliance.
Scheduling
Check a vendor's insurance and standing before you send them to a site.
Billing
Vendor spend stays next to the site and client revenue already on the platform.
Compliance
Insurance and certification documents tracked with expiry dates, alongside employee credentials.
Clients & Sites
Vendor services and costs can be attributed to locations for cleaner job costing.
Included in your Arcova software plan
Standard modules are included in your software plan. Pricing follows active field team size.
- Vendor registry and bill approval workflows
- COI tracking and vendor scorecards
- Spend analytics and vendor portal
Setup is quoted separately.
See plans and pricingSee how your team can keep vendors organized.
Bring a vendor bill or insurance record. We will show how to find it, review it, and track the next step.