Vendor Directory & Compliance

Muin’s Vendors module centralizes vendor information, tracks compliance documents, monitors risk, and streamlines procurement. Know your vendors, ensure compliance, and manage relationships effectively.

Vendor Module Overview

The Vendors module provides:

Vendor Directory - Centralized vendor information
Compliance Tracking - Required documents and expiration monitoring
Risk Scoring - Assess and monitor vendor risk
Spend Analytics - Track spending by vendor
Document Management - All vendor documents in one place

Vendor Directory

Adding Vendors

Navigate to Vendors → Directory
Click Add Vendor
Enter vendor information:
- Company name
- Primary contact
- Contact information
- Address
- Category/type
Save the vendor profile

Vendor Profile Fields

Field	Description
Company Name	Legal business name
DBA	”Doing Business As” name if different
Tax ID	EIN or SSN for tax purposes
Primary Contact	Main point of contact
Phone	Primary phone number
Email	Primary email address
Address	Business address
Website	Company website
Category	Vendor category (Supplies, Services, etc.)
Status	Active, Inactive, Pending, Blocked

Vendor Categories

Organize vendors by category:

Professional Services - Consulting, legal, accounting
Supplies - Office, equipment, materials
Technology - Software, hardware, IT services
Facilities - Maintenance, utilities, real estate
Logistics - Shipping, transportation, warehousing
Marketing - Advertising, PR, creative services

Vendor Status

Status	Meaning
Pending	New vendor, not yet approved
Active	Approved for business
Inactive	Previously active, currently paused
Blocked	Not approved for business

Vendor Documents

Document Types

Track important vendor documents:

Document	Purpose	Typical Expiration
W-9	Tax information	One-time
Insurance Certificate	Liability coverage	Annual
Business License	Legal operation	Annual
Professional License	Specialized services	1-3 years
Contracts	Service agreements	Varies
NDAs	Confidentiality	2-5 years
SOC 2 Report	Security compliance	Annual

Adding Documents

Open vendor profile
Click Documents tab
Click Add Document
Upload the document
Muin extracts key information
Verify and save

Document Organization

Documents are organized per vendor:

All documents visible on vendor profile
Filter by document type
Search within vendor’s documents
Track versions and history

Compliance Tracking

Setting Up Requirements

Define which documents each vendor must have:

Navigate to Settings → Vendors → Compliance Requirements
Create requirement profiles:
- Standard Vendor - W-9, insurance certificate
- Service Provider - Add professional licenses
- IT Vendor - Add SOC 2, security questionnaire
Assign profiles to vendors

Vendor Compliance Status

Each vendor shows compliance status:

Status	Meaning
🟢 Compliant	All required documents current
🟡 Expiring	Documents expiring within 30 days
🔴 Non-Compliant	Missing or expired documents

Compliance Dashboard

See organization-wide vendor compliance:

Overall Compliance: 87%

✅ Compliant: 156 vendors (87%)
⚠️ Expiring: 12 vendors (7%)
❌ Non-Compliant: 11 vendors (6%)

Expiration Tracking

Track document expirations:

Dashboard shows upcoming expirations
Calendar view for planning
Automated alerts to vendors and you

Alert Configuration

Expiration Alerts

Set up alerts for expiring documents:

Navigate to Settings → Vendors → Alerts
Configure alert schedule:
- 60 days before - Planning notice
- 30 days before - Action required
- 7 days before - Urgent
- Expired - Immediate attention

Alert Recipients

Who gets notified:

Internal contacts - Procurement, accounts payable
Vendor contact - Auto-email to vendor’s email on file
Manager - Escalation if not resolved

Vendor Outreach

When documents expire, Muin can:

Automatically email vendor requesting update
Include link for vendor to upload directly
Track response and follow up

Risk Scoring

Assess and monitor vendor risk automatically.

Risk Factors

Muin calculates risk based on:

Factor	Weight	Indicators
Compliance	30%	Document status, expiration
Financial	25%	Payment patterns, credit signals
Relationship	20%	Tenure, response time
Security	15%	SOC 2, questionnaire results
Concentration	10%	Spend percentage, dependency

Risk Levels

Score	Level	Action
0-25	Low	Routine monitoring
26-50	Medium	Regular review
51-75	High	Active management
76-100	Critical	Immediate attention

Risk Dashboard

Monitor risk across your vendor portfolio:

Risk distribution chart
Trending (improving/declining)
High-risk vendor list
Risk factors breakdown

Monitoring Risk Changes

Get notified when vendor risk changes:

Compliance lapses
Payment issues
Negative news (future feature)
Contract changes

Vendor Dashboard

At-a-Glance View

The dashboard shows:

Total active vendors
Compliance percentage
Vendors needing attention
Upcoming expirations
Recent activity

Quick Actions

Common actions from dashboard:

Add new vendor
Upload document
Review non-compliant vendors
Generate compliance report

Vendor Metrics

Metric	Description
Active Vendors	Vendors with Active status
Compliance Rate	% with all required docs current
Avg Risk Score	Average across portfolio
Documents Expiring	Count expiring within 30 days

Vendor Reporting

Standard Reports

Report	Description
Vendor List	All vendors with status
Compliance Summary	Compliance status overview
Expiration Forecast	Documents expiring by period
Risk Assessment	Risk scores and factors
Spend by Vendor	Financial summary

Custom Reports

Build custom reports:

Navigate to Vendors → Reports
Click Create Report
Select fields and filters
Save and export

Scheduled Reports

Automate report delivery:

Weekly compliance summary
Monthly risk assessment
Quarterly vendor review

Spend Analytics

Track spending by vendor.

Connecting Financial Data

If using Finance module or integrations:

Invoices automatically linked to vendors
Spend tracked over time
Payment history maintained

Spend Metrics

Metric	Description
Total Spend	Lifetime spending with vendor
YTD Spend	Year-to-date spending
Average Invoice	Average invoice amount
Payment Terms	Typical terms with vendor
Payment Timing	How quickly you pay

Spend Concentration

Identify vendor dependency:

% of category spend with each vendor
Single-source risk alerts
Diversification recommendations

Vendor Onboarding

Onboarding Workflow

When adding a new vendor:

Create profile - Basic information
Request documents - Send document request
Collect documents - Vendor uploads required docs
Verify information - Review and validate
Approve vendor - Status set to Active

Vendor Self-Service Portal

Allow vendors to complete onboarding themselves:

Generate unique onboarding link
Send to vendor contact
Vendor fills in information and uploads documents
You receive notification to review
Approve and activate

Document Request Templates

Create templates for common scenarios:

Standard vendor onboarding
Service provider onboarding
IT vendor (enhanced security docs)
One-time vendor (simplified)

Best Practices

For Complete Records

Centralize all vendor docs - No scattered folders
Require key documents - Set requirements by vendor type
Verify information - Check before approving
Keep documents current - Track and renew

For Compliance

Define requirements upfront - Clear expectations
Automate alerts - Never miss expirations
Follow up consistently - Escalate non-response
Block non-compliant vendors - Enforce requirements

For Risk Management

Review risk regularly - Monthly assessment
Diversify critical categories - Avoid single-source
Monitor high-risk vendors - Active engagement
Document decisions - Audit trail for choices

Next Steps

Now that you understand vendor management:

Vendor Compliance - Deep dive on compliance
Risk Scoring - Understanding risk factors
Building Workflows - Automate vendor processes