Vendor documents: contracts and invoices next to the evidence they support
Vendor contracts and invoices end up scattered across email, shared drives, and accounting systems. Evalystar keeps them with the vendor's performance record, so the paperwork and the proof are in the same place when renewal comes.
Why vendor documents are always in the wrong place
Facility managers managing dozens of vendors deal with hundreds of documents per year. Without a centralised system, compliance gaps and data entry errors are inevitable.
Documents scattered across systems
The contract is in one place. The invoice is in accounting. The rest lives in email attachments and filing cabinets. When someone asks for a vendor's paperwork, you are scrambling across four systems.
The contract nobody can find at renewal
The renewal conversation starts and the signed agreement is somewhere in a shared drive, under a former employee's folder, in a version nobody is sure is final. The negotiation starts on the back foot.
Invoices disconnected from the work
Invoices get paid in accounting while the jobs they bill for live somewhere else entirely. Nobody can line up what was charged against what was delivered, which is exactly the comparison that matters at renewal.
The paperwork, kept simple and kept close
Evalystar keeps document management deliberately simple: contracts and invoices stored against the vendor, connected to the ratings, incidents, and reminders that give them meaning.
Upload vendor contracts and invoices directly into Evalystar, linked to the vendor profile. No more hunting across email threads, shared drives, and accounting systems when someone asks for the paperwork.
The contract and its invoices sit alongside the vendor's evaluations, incidents, and reports. At renewal time, what was signed and what was delivered are on the same screen, not in separate systems.
Invoices are logged against the vendor, so spend can be lined up with the jobs and ratings on record. The question "did we get what we paid for" stops being rhetorical.
Contract end dates on file drive renewal reminders on the days you configure, so an agreement never lapses or auto-renews unnoticed. The document and the deadline live in the same place.
Procurement wants the signed agreement, an owner wants the invoices, an auditor wants the record. It is all attached to the vendor and available in a click, instead of a week of digging.
All documents are stored securely in Evalystar, with no external file hosting required. Pro includes 10 GB of document storage per site; Enterprise storage is unlimited.