> ## Documentation Index > Fetch the complete documentation index at: https://docs.porcia.org/llms.txt > Use this file to discover all available pages before exploring further. # Vendor Management > Every vendor your team uses, organized in one place — with full context on spend, usage, and renewals. # Vendor Management Once your agent discovers your stack, everything lands in one place. Full context on every vendor — spend, usage, contracts, renewals, and negotiation history. ## Vendor Dashboard Your vendor dashboard is the central hub for managing all discovered applications: View all vendors with key metrics and status Deep dive into individual vendor information Manage multiple vendors simultaneously Create saved filters and custom views ## Vendor Profile Each vendor has a comprehensive profile with multiple tabs: ### Overview Tab **Basic Information:** * Vendor name, logo, and website * Category and subcategory * Discovery date and source * Current status (active, trial, inactive, expired) * Primary contact and account owner **Quick Stats:** * Monthly/annual spend * Number of active users * Contract end date * Last activity date * Risk score **Key Actions:** * Start negotiation * Upload document * Add note * Edit details * Archive vendor ### Subscription Tab **Current Subscription:** * Plan name and tier * Pricing model (per user, flat rate, usage-based) * Billing frequency (monthly, annual) * Current cost * Number of licenses/seats * Contract start and end dates * Auto-renewal status **Pricing History:** * Historical pricing changes * Price increases/decreases * Negotiation outcomes * Discount history **Renewal Information:** * Next renewal date * Renewal amount * Days until renewal * Renewal alerts configured * Auto-renewal status Set renewal alerts 90, 60, and 30 days before contract end to give yourself time to negotiate or evaluate alternatives. ### Users & Access Tab **User List:** * All team members with access * Last login date * Usage frequency * License type * Access granted date **Usage Analytics:** * Active vs inactive users * Login frequency distribution * Feature usage (if available) * Usage trends over time **License Optimization:** * Unused licenses * Underutilized licenses (\< 1 login/month) * Recommended license count * Potential savings Unused licenses are a major source of waste. Review this tab monthly to identify optimization opportunities. ### Documents Tab **Document Types:** * Contracts and agreements * Invoices and receipts * Vendor emails * Proposals and quotes * Negotiation correspondence * Terms of service * Privacy policies **Document Management:** * Upload documents (drag & drop) * Auto-extracted documents from email * Document preview * Download originals * Search within documents * Tag and categorize **AI Extraction:** * Automatic contract term extraction * Pricing extraction from invoices * Renewal date detection * Key clause identification ### Intelligence Tab **Pricing Benchmarks:** * Your price vs peer average * Percentile ranking (e.g., 75th percentile) * Price per user comparison * Discount opportunities **Market Intelligence:** * Vendor financial health * Recent funding rounds * Acquisition rumors * Product roadmap insights * Competitor analysis **Negotiation Playbook:** * Proven negotiation strategies * Best time to negotiate (fiscal calendar) * Leverage points * Common discounts available * Negotiation playbooks and example strategies **Alternatives:** * Similar vendors * Feature comparison * Pricing comparison * Migration difficulty * **Alternatives** - Similar vendors with feature and pricing comparison Pricing benchmarks are anonymized and aggregated from other Porcia users. We never share your specific pricing with others. ### Activity Tab **Activity Timeline:** * Discovery events * Email communications * Login events * Document uploads * Negotiation milestones * Contract changes * Team notes and comments **Filters:** * By activity type * By team member * By date range * By source (email, SSO, browser) ## Vendor Organization ### Tags and Labels Create custom tags to organize vendors: **Common tags:** * `critical` - Mission-critical applications * `under-review` - Being evaluated * `consolidate` - Candidate for consolidation * `negotiate` - Ready for negotiation * `trial` - Trial period * `shadow-it` - Discovered shadow IT * `approved` - IT-approved applications **Tag management:** * Create unlimited custom tags * Color-code tags * Filter by tags * Bulk tag assignment ### Custom Fields Add custom fields to vendor profiles: **Examples:** * Business owner * Department * Budget code * Approval status * Compliance requirements * Data classification * Vendor tier (strategic, tactical, commodity) ### Vendor Status Track vendor lifecycle status: * **Active** - Currently in use * **Trial** - Evaluation period * **Inactive** - Not currently used * **Expired** - Contract ended * **Pending** - Awaiting approval * **Archived** - Historical record ## Bulk Actions Manage multiple vendors simultaneously: ### Bulk Operations * **Tag vendors** - Apply tags to multiple vendors * **Change status** - Update status for multiple vendors * **Assign owner** - Assign account owner to multiple vendors * **Export data** - Export vendor list to CSV * **Archive vendors** - Archive multiple vendors * **Delete vendors** - Permanently delete vendors ### Bulk Filters Create complex filters to select vendors: **Example filters:** * All vendors with spend > \$1,000/month * All vendors with renewal in next 90 days * All vendors with \< 50% license utilization * All shadow IT vendors * All vendors in "Marketing" category Save frequently used filters as custom views for quick access. ## Vendor Relationships ### Parent Companies Track vendor relationships and acquisitions: **Example:** * Salesforce (parent) * Slack (acquired 2021) * Tableau (acquired 2019) * MuleSoft (acquired 2018) **Benefits:** * Identify consolidation opportunities * Negotiate bundled pricing * Understand vendor ecosystem * Track acquisition impact ### Product Families Group related products from the same vendor: **Example: Microsoft** * Microsoft 365 (productivity) * Azure (infrastructure) * Dynamics 365 (CRM) * GitHub (development) ### Integrations Track which vendors integrate with each other: **Example: Slack integrations** * Google Drive * Zoom * Jira * GitHub * Salesforce **Benefits:** * Understand dependencies * Evaluate consolidation impact * Optimize integration costs ## Vendor Alerts Configure automatic alerts for important events: ### Alert Types **Renewal Alerts:** * 90 days before renewal * 60 days before renewal * 30 days before renewal * 7 days before renewal **Usage Alerts:** * License utilization drops below threshold * New users added * Inactive users detected * Usage spike detected **Spend Alerts:** * Price increase detected * Spend exceeds budget * Unusual charges * Payment failed **Discovery Alerts:** * New vendor discovered * Shadow IT detected * Duplicate tool found * Integration added ### Alert Channels Receive alerts via: * Email * Slack * In-app notifications * Webhook (for custom integrations) Configure alert preferences in Settings → Notifications. ## Vendor Notes & Comments ### Team Collaboration Add notes and comments to vendor profiles: **Use cases:** * Document negotiation outcomes * Share vendor feedback * Track issues and resolutions * Record meeting notes * Plan renewal strategy **Features:** * Rich text formatting * @mention team members * Attach files * Thread conversations * Edit history ### Private vs Shared Notes * **Private notes** - Only visible to you * **Shared notes** - Visible to all workspace members * **Admin notes** - Only visible to workspace admins ## Vendor Reports Generate reports for stakeholders: ### Report Types **Vendor Summary Report:** * Total vendors * Total spend * Spend by category * Top 10 vendors by spend * Renewal calendar **Optimization Report:** * Unused licenses * Duplicate tools * Consolidation opportunities * Potential savings **Compliance Report:** * Vendors by compliance status * Missing contracts * Expired agreements * Security risks **Usage Report:** * Active vs inactive vendors * Usage trends * User adoption rates * Feature utilization ### Export Options * PDF (formatted report) * CSV (raw data) * Excel (with charts) ## Next Steps Negotiate better deals with vendors Analyze spending patterns Collaborate with your team Set up vendor alerts