How a Supplier Portal Can Help You Manage Inbound Freight

For businesses managing and receiving large quantities of inbound freight, staying on top of communications and administrative tasks is essential. Unfortunately, keeping records of correspondence with suppliers including the status and details of inbound freight is not only complex, but time-consuming too.

For many businesses, supplier portals allow such processes to be streamlined, meaning they take up less time and less employee attention. Software solutions such as supplier portals allow businesses to automate their inbound freight management process – enabling more efficient work overall.

In this blog from Allegro Freight Forwarding, we’ll provide an overview of what a supplier portal is, outline the benefits of using a supplier portal, and offer some advice for choosing the right supplier portal for your business.

A supplier portal, sometimes called a ‘vendor portal’, is an integrated online platform that connects suppliers to businesses. Supplier portals are a common part of any software-as-a-service solution that allows suppliers and organisations to engage with one another. A supplier portal offers a digital space for supplier information and essential documents to be stored while also affording businesses a way of communicating with clients and sharing tracking information.

Supplier portals are especially valuable to businesses that have complex supply chains or those that work with a number of suppliers. For large businesses that deal with several international supply sources, the numerous streams of communication can become complex. Supplier portals provide a single access point for managing interactions and tracking the progress of orders.

There are a range of benefits to using a supplier portal to keep track of suppliers and clients, not only does streamlining this system open up more time for employees to invest their time elsewhere in the business, it also allows for improved customer experience and overall service efficiency. More specific advantages of using a supplier portal to manage inbound freight include:

Automated Admin Tasks and Communications

Administrative tasks can be time-consuming for businesses. Automated supplier portals simplify tasks such as inputting data and storing documents such as invoices and order forms, reducing workload for those who would be otherwise responsible for organising and accessing documents when they are required.

In addition to accessing administrative materials, supplier portals offer businesses the option to use automated communication with clients and suppliers. Over the course of the freight forwarding process, different notifications and reminders will need to be sent to vendors at varying times. Without a supplier portal to send these notifications automatically, a business will need an internal employee with the task of sending all emails manually at the appropriate time.

Get in touch to find out how we can help you manage and improve your freight admin.

Data Integration

When working with numerous suppliers and external organisations, it is important to ensure that all contributors to a process remain on the same page. Luckily, supplier portals allow vendors and their clients shared access to integrated data – meaning that all sides of the operation are working to the same numbers.

Without a supplier portal, it is common for vendors and suppliers to have different data regarding particular freight shipments or products – leading to communication and logistical challenges. Using a unified supplier portal allows all parties to work together with greater accuracy as well as reducing the likelihood of human error.

Recorded Actions

In all areas of business, it is important to keep up-to-date records of all changes and updates that are made. Supplier portals allow businesses to record any changes/decisions made at any time, allowing them to be referred back to later. Having a chain of actions also allows all employees working on a project the ability to stay up to date with any changes/decisions made in their absence.

When selecting a supplier portal for your business, there are several factors to consider. Firstly, a business should consider what it wants and needs from a supplier portal – for example, a business should consider the size of its supplier network, the complexity of its supply chain and its procurement processes.

Based on this needs assessment, a business should select a portal that best suits their needs. For example, a business looking for an easy-to-use portal will prioritise user friendliness while a business planning to upscale should be on the hunt for a supplier portal that can accommodate their potentially increasing client base.

A business should also pay attention to whether a given portal offers features such as real-time communication, collaboration tools or specific performance analytics.

Once a business has a clear understanding of what they require from a supplier portal, they are then able to compare suitable options and assess the best option for their needs and budget.

Find out more about how to choose the right freight forwarder >

When handling inbound freight, there are a number of things to consider – customs and shipping documents and freight rate to name a few.

Freight forwarders offer expert support for those working with large volumes of inbound goods – especially those who lack the relevant knowledge and experience of the importing process.

Businesses that enlist the help of a freight forwarding company for inbound freight management benefit from increased profitability, production, and administrative support.

Inbound freight management also allows for better inventory management, reduced carrying costs, improved on-time deliveries, and proactive notification of disruptions – all of which directly impact overall customer satisfaction.

Find out more about the role of a freight forwarder >

Allegro Freight Forwarding are experienced freight forwarders offering tailored end-to-end solutions for businesses. Our range of services support air, sea, road and rail freight – covering all the bases to help your assets reach their destination quickly and reliably.

Our expert team helps take the hassle out of freight management while granting you peace of mind that your shipments are in safe hands. For more information about our services and how we can support your business, contact us today.

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