Supplier Product Portal
Proposal for Big River Group
Big River distributes products from ~30 supplier brands, each requiring structured content for the website. Currently this is collected via emailed spreadsheets and manually entered into WordPress - a process prone to version conflicts, lost updates, and data entry errors as files pass between multiple stakeholders. The Supplier Product Portal replaces this with a self-service web platform where suppliers submit data through a guided form, and Big River reviews, approves, and syncs to the website in one click.
Each module can be added independently at any time after launch.
Supplier-facing dashboard showing how their products perform on the Big River website: pageviews, engagement, and trends per product and category. Suppliers see the direct impact of richer content on page performance. Gives BRG data for supplier conversations and positions BRG as a sophisticated distribution partner. Pulls from GA4 Data API, cached daily, scoped to each supplier's products only.
Threaded messaging between BRG and suppliers, scoped per brand. Messages can be tagged to specific products or be general. Full searchable history for BRG admin. Email notifications when new messages arrive. Replaces fragmented email chains with one trackable channel attached to each supplier record.
Supplier scoreboard with completion rates, response times, and revision counts. Product pipeline view by status. Overdue alerts for stalled submissions. Data quality overview across all products. Exportable CSV reports for stakeholder updates. Gives BRG leadership at-a-glance visibility into portal adoption and supplier performance.
Email sequences triggered by portal events: product assignment notifications with token link, configurable reminder intervals (3, 7, 14 days) for incomplete submissions, status change alerts (approved, needs revision, synced), and submission confirmations. Branded BRG email templates throughout.
Structured performance rating system: product data quality, delivery reliability, responsiveness, and invoice accuracy. Trend tracking over time showing improvement or decline. Optional supplier visibility (BRG chooses which metrics to share). Comparison view ranking all suppliers by overall score. Evidence-based framework for supplier review meetings.
Structured checklist for bringing on new supplier brands: company details, ABN, insurance certificates, trading terms, primary contacts, product list, and compliance documentation. Step-by-step progress tracking visible to both BRG admin and the supplier. Auto-creates product assignments on completion.
Centralised storage for supplier contracts, trading terms, and rebate agreements. Key date tracking with automated renewal reminders. Suppliers can view (but not edit) their current agreements. Version history when contracts are renewed or amended. Searchable by supplier, date, or contract type.
Suppliers propose changes to synced products (new images, updated specs, revised PDFs, discontinued variants). Admin reviews a side-by-side diff showing old vs proposed values and approves or rejects each change. Full change history per product. Includes discontinuation workflow with replacement suggestions.
Create, send, and track purchase orders to suppliers through the portal. PO templates for recurring orders. Suppliers acknowledge, query, or flag issues directly. Full PO history with search, filtering, and PDF export. Communication and tracking layer alongside your existing accounting system.
Suppliers submit invoices through the portal with PO references and line items. Status tracking from receipt to payment. Outstanding balance summary per supplier. Dispute/query workflow for resolving discrepancies in context rather than via email.
Supplier-facing view: total invoiced, total paid, and outstanding balances. Payment timeline with matched invoices. Downloadable remittance advice per payment. Filterable by date range. Reduces inbound payment queries to BRG's finance team.