How to Onboard a Vendor in Microsoft Dynamics 365 Business Central — The Smarter Way with NB Procure

Onboarding vendors in Microsoft Dynamics 365 Business Central is a crucial step to ensure smooth procurement operations, compliance, and data accuracy from day one. Traditionally, internal teams manually create vendor cards and enter company details, tax information, and bank data — a process that is time-consuming and prone to errors.

But what if you could automate vendor onboarding in Business Central and allow suppliers to register themselves without emails or manual data entry?

That’s where an integrated Vendor Portal — NB Procure adds immense value. Let’s explore how it transforms vendor onboarding in Business Central.

Vendor Onboarding in Business Central with NB Procure

Vendor onboarding doesn’t need to be slow, manual, or prone to mistakes. With NB Procure, the add-on for Microsoft Dynamics 365 Business Central, businesses can digitize and streamline the entire onboarding journey from invitation to approval. Vendors can register themselves, upload documents, and provide all required details online, while your team reviews, validates, and approves everything directly within Business Central.

Here’s how NB Procure enhances vendor onboarding in Microsoft Dynamics 365 Business Central:

Flexible Vendor Invitations and Public Access in Business Central

One of the standout features of the NB Procure is how vendors are invited to onboard. Your team can invite vendors by simply entering their name, email ID, and mobile number in the Vendor Registration page in Business Central. This triggers an automatic invite link to the vendor, prompting them to begin the registration process.

For added flexibility, the portal also supports public access. A dedicated public registration link can be embedded into your company website, making it easy for vendors to discover and register themselves independently. Whether it’s through a direct invitation or an open-access link, the experience remains seamless, guided, and fully controlled by your team.

Self-Service Vendor Registration with Guided Data Entry

Once vendors access the portal, they’re guided through a structured self-service vendor registration form where they can enter company details, contact information, GST and PAN numbers etc., bank details, and any other relevant data.

This automated onboarding experience using NB Procure reduces manual touchpoints and eliminates back-and-forth communication over email or phone, improving supplier collaboration.

Predefining Mandatory Document Attachments for Accuracy and Compliance

A critical feature of the NB Procure is the ability to predefine required attachments for onboarding. You can configure specific document types as mandatory.

This ensures complete, validated submissions and reduces follow-ups by your internal team for missing information. You gain consistent documentation across all vendors, which is important for compliance audits and verifications.

Centralized Vendor Review and Approval Workflow

Once a vendor submits their registration, your internal team is notified and can review the entire profile, including uploaded documents, via the Vendor Registration page in Business Central. Here, your team can accept the vendor if all information is valid or reject it with a specific reason.

Rejected vendors receive an email with the reason and can re-submit with corrections.

Automatic Vendor Creation in Business Central

Once a vendor is accepted, NB Procure automatically creates the vendor record in Microsoft Dynamics 365 Business Central. All approved data such as address, bank info, and tax details are mapped directly into the vendor card, eliminating the need for manual data entry.

Approved vendors can now be used for purchase orders, invoices, and payments, accelerating procurement cycles.

Conclusion

Procurement efficiency starts with a seamless vendor onboarding process. By adopting a digital, self-service approach with NB Procure, Microsoft Dynamics 365 Business Central users can reduce admin effort, improve data accuracy, and enhance supplier collaboration, right from the first interaction.

Experience NB Procure in Action

Streamline vendor onboarding, improve supplier collaboration, and accelerate procurement — all in one platform. Contact us to schedule a personalized demo of NB Procure today!

Credit: Arun M, our Lead Business Central Consultant