Axxerion’s bidding module allows you to invite suppliers/contractors to bid via email, provides a form to capture their bids and attach their estimates, and helps you easily compare quotes to select a winner. Automatically generate the relevant purchase order/work order and move the job through the system
In each bid request, create a detailed list of specifications, units, amounts, and guiding prices, and include reference documents and detailed specifications.
Invite specific suppliers to submit a bid based on region, qualifications, or customer-specific criteria. Each supplier selected receives a personalized email containing a link to the bid request.
Create a standard email template for inviting contractors, subcontractors, and suppliers. Using these parameters, emails are automatically generated and sent to the appropriate party.
Contractors, subcontractors and suppliers can download documentation and enter their prices or turn down a bid. In the case of auctions, the highest or lowest submitted prices are displayed.
Bids are displayed in a matrix diagram with items and supplier prices, allowing for efficient comparison. Pick and choose items from individual suppliers or accept a bid as a whole.
Upon selection of a supplier/contractor, bids can automatically be converted into purchase orders or work orders. Award the whole contract to a supplier or choose to award components of the bid to different bidders.
Run every department with one powerful SaaS platform in the cloud that allows you to interlink things that could never talk before. Enter your data once, and access it across the organization, with the ability to run analytics and report on every possible question from the street to the c-suite. Accounting, Purchasing, Warehouse, Operations, Facilities, Sales, CS, HR, IT, Legal, Marketing, there is something for everyone in this software.
Fully control what you see on every page. Add, remove, rename and reposition fields, buttons, media, and reports. Design workflows from templates or from scratch to achieve any possible business goal. Granular, role-based access means every user sees just what they are supposed to see, and can only edit when and where they should. Custom dashboards put the right information at every user's fingertips.
Your success is our success. Our Bay Area California based Implementation Team has a minimum of 6 years of experience with the platform. We understand what our clients need to be successful building and implementing this kind of custom software, and we walk you through the process while allowing you to dictate your goals and business needs. It is a true partnership, ask us for references!
We don't nickel and dime you to pay for access to different features and modules. Your licenses come with full access to the entire platform, including all existing templates, prebuilt reports and a whole lot more. Your administrators will have full access to build the categories, pages, workflows, and custom scripting that makes up the system, and our comprehensive learning library will allow anyone to become an expert quickly.
Here are the most common questions asked about Service Procurement & Vendor Management software.
Procurement is the process of a company purchasing the products and services necessary for successful business operations. More specifically, service procurement is the process of business outsourcing for people-delivered services. Third-party contractors and vendors that are outside of a company’s internal employee base are hired to complete specialized projects based on their areas of expertise.
Vendor management is an important part of the service procurement process. It involves searching for, communicating with, and managing the service of third-party service providers that a company works with. A proper vendor management system will allow companies to store information on service providers such as proof of insurance and contracts, to solicit bids from vendors, to award work and track work orders, and to follow through with invoicing at the end of the service.
More companies than ever are relying on third-party vendors to propel their business operations. Despite this fact, studies show that employees are rarely informed about the different aspects of the service procurement processes, such as with contract terms, location of key information, and quality of the work performed. This deficit in visibility into the relations with third-party contractors can have many negative effects including poor service, security risks, and excessive spending.
Axxerion’s Service Procurement & Vendor Management software offers a streamlined platform where businesses can reach out to and work with external service providers throughout the entire service procurement process. Through this platform, you can invite contractors to submit bids, compare different bid packages, award work to winning bids, and create relevant work and purchase orders.
With Axxerion, you can store qualified vendors in a database and then curate a list of vendors to reach out to. From there, you can send selected vendors a service-related request for proposal (RFP). The vendors can submit their bids directly into the system through a vendor portal. You can then compare offers, select a winning bid, and generate work and purchase orders related to the bid. You can also track the service in progress and then facilitate the invoicing process upon completion of the work.
Bid creation and digital vendor contracting is easy in Axxerion. Create bids that can include additional documents, images and summary notes as well as a list of services required. Request for proposal (RFP) documents can be easily generated as well. You can then automate an email template that invites third-party service providers to bid and sends them all bid details. Through a link provided in the email, contracts can place their bids directly into the Axxerion platform itself. Submitted bids can be easily compared in a clear matrix dashboard and selected vendors are notified of their winning bid and receive next steps for service.
Once contractors(s) are awarded service, bids are converted into work orders, purchase orders and contacts as needed. Purchase orders can be created based on different criteria, including order method, lead time and primary vendor. Work orders can be generated, approved by managers, and tracked until service completion.
Axxerion’s vendor management system (VMS) allows you to store all vendor-related information, including: vendor details such as qualifications and market rates; contracts such as Master Services Agreements (MSA) and Scope of Work Addendums; proof of insurance for liability insurance, workers compensation insurance and auto insurance along with their expiration dates; and contractor service report cards. You can communicate with vendors and renew contracts directly within the system.
Axxerion’s Service Procurement software fully integrates your vendor management processes with accounting and financial procedures. Within the system, you can facilitate invoicing for incoming and outgoing invoices as well as post to General and Vendor Ledgers. You can easily set Not to Exceed (NTE) amounts for different items, and vendors can update their orders as needed.
All documents and aspects of the service procurement process- whether its general communication, bids, contracts or purchase orders – are stored in the Axxerion system to have on file and keep for future reference. In this manner, organization is ensured throughout the entire vendor management cycle and security is increased.
Using a CMMS that offers service procurement and vendor management features like Axxerion leads to major benefits, which include: greater control throughout the procurement lifecycle, enhanced communication between vendors and internal employees, better overall visibility into the processes and outcomes of vendor relations, minimized risk via clear documentation and tracking, improved service outcomes, and increased cost savings.
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