My suppliers
My Suppliers is the central management of your supplier base: search, add, edit, manage contacts, categories, notes and documentation. The list shows name, email, origin, number of contacts, categories, whether it's preferred and the date it was added; expand each row to see the full detail.
Search and filter
Smart search: beyond an exact match by name or email, search is semantic. It finds suppliers by what they sell, by their description and even by your internal notes, even if you don't type the exact word. When a result matches, a tag indicates why (supplier data, internal notes, semantic match, etc.).
Filter by category: through the 3-level tree; choosing a category includes its subcategories.
Filter by origin: where the supplier came from. Portal (registered themselves through the portal), Manual (you loaded it), Imported (came in via bulk upload or integration) or Discovery (you added it from Discover suppliers).
Sortable by name and date added, with infinite scroll.
Export to Excel the entire base to work on it elsewhere.
What data we store for each supplier
Identification: name, email, and tax ID. The label adapts to the country (CUIT in Argentina, CNPJ in Brazil, NIT in Colombia, RUC in Peru, EIN in the U.S.).
Location: country, province/state, city and address.
Profile: website, description, number of employees, years in business and preferred language (quotations reach them in that language).
ERP code: an external identifier to map it to your system.
Categories: the category in the 3-level tree.
Tax (Brazil only): tax regime and whether quotations include taxes.
Contacts: sales vs. logistics
A supplier can have several contacts, each with name, email, phone and a role. The role distinction is important because it defines what each one receives:
Sales: receive the quotation requests (RFQ) and the tender invitations. It's the commercial channel of the purchasing process. Each supplier needs at least one sales contact.
Logistics: receive the delivery communications (shipping notices, tracking, confirmations). They don't take part in the quotation flow.
If your organization has WhatsApp enabled, each contact can have a preferred channel (email or WhatsApp). Contacts with an invalid email are flagged; without a valid email they don't receive the sends.
Categories and coverage
Categories serve an operational purpose: the AI uses them to propose candidate suppliers when you create a purchase or tender. The better categorized a supplier is, the more accurate the recommendations. Geographic coverage is also used to suggest suppliers that can serve a specific delivery address.
Shared suppliers and your organization
Suppliers are global: the same company can be used by several organizations (deduplication is by tax ID or email, a company is never duplicated). But each organization has its own private layer over that supplier:
Own name: you can display it with the name you know it by.
Preferred: mark it as preferred (vs. regular) for your organization.
Internal notes: private, only your organization sees them. They also feed the smart search, so they're useful to jot down what they supply, terms, experiences, etc.
ERP code/type: the mapping to your system, specific to your organization.
Create or edit a supplier
Adding and editing are done from a modal with tabs (general data, contacts, categories and documents). On creation, the system checks for duplicates by tax ID, owner email or a contact's email: if it finds a match, it warns you and you can review or create anyway if you're sure. At least one contact is required to save.
Documents
When you expand a supplier you see the documents it uploaded (at registration or as signed terms forms), downloadable. The documents required at portal registration are configured in Registration terms.
Pending registrations
If your organization has the portal with manual approval, suppliers that register stay in the pending tab: you review their data and documents and approve or reject them. With auto-approval active, they go straight into the base.
Delete or deactivate
Deletion asks for confirmation and is a logical removal: the supplier stops appearing and receiving requests, but the record persists. If the supplier has purchase history, it's preferable to disable or block it (which excludes it from future quotation requests) to preserve the traceability of past operations.