Good supplier collaboration is what turns a purchase order into goods on the shelf and a correctly paid invoice, without a trail of chaser emails in between. Yet for many organisations, the conversation with suppliers still happens in inboxes, spreadsheets and phone calls, where nobody has the full picture. i2B gives buyers and suppliers one shared place to work, so every order, change, delivery and invoice is visible to both sides.
In this post we look at where supplier collaboration usually breaks down, and how the i2B purchase-to-pay platform keeps both sides in step from the moment an order is raised to the moment it is paid.
Why supplier collaboration breaks down
Most friction between buyers and suppliers is not about bad intent. It is about information that lives in the wrong place. A few familiar examples:
- A purchase order is emailed, but the buyer has no idea whether the supplier has seen it, let alone accepted it.
- A supplier changes a delivery date or price, and the change is buried in an email thread that the receiving team never sees.
- Goods arrive without a clear reference to the order, so the warehouse has to work out what they relate to.
- An invoice turns up that does not match the order, and the query bounces between accounts payable, the buyer and the supplier for days.
Each of these creates delay, rework and frustration on both sides. Fixing them one email at a time does not scale. What works is a shared process that both parties can see.
How i2B supports supplier collaboration at every stage
i2B connects requisitions, sourcing, purchase orders, deliveries and invoices in one platform, and gives suppliers their own view through the free i2B supplier portal. Here is how that plays out across the order lifecycle.
Requests for quotation with clear deadlines
When you need prices, i2B lets you build a request for quotation using part number search, vendor catalogues and upload tools. Automated emails go to the vendors you invite and can set a deadline for their response, so you are not chasing quotes by hand. Once a quote is approved, a purchase order can be created in your ERP from it, with no re-keying.
Purchase orders both sides can see
With i2B, buyers can see when a supplier has received a purchase order. Suppliers receive automatic reminders to accept or decline, so orders do not sit unanswered. Suppliers can view their open orders, forecasts and on-time delivery statistics in one place, which helps them plan and gives them a clear picture of how they are performing. We cover the order side in more depth in Purchase Order Software: How i2B Keeps Every PO on Track.
Changes communicated instantly, with full history
Plans change. When a delivery date, price or quantity moves, i2B communicates the change instantly and keeps the full history. That means the buyer, the supplier and anyone else involved are looking at the same version of the order, and there is a record of who changed what and when.
Delivery notes that match the order
Suppliers create delivery notes directly in i2B. Each delivery note is barcoded and shows the purchase order number, line, part number and quantity, so receiving teams know exactly what has arrived and what it relates to. Suppliers can also attach supporting documents, including quality certificates, and real-time notifications keep everyone informed as goods move.
Invoices that reference the order
i2B uses 2-way or 3-way matching, and invoices must reference the purchase order number, line and part number. Goods must be receipted before an invoice can be raised. For suppliers, that means fewer rejected invoices and fewer queries. For your finance team, it means invoices arrive ready to match. Suppliers can submit invoices through the free portal, and i2B is designed to help you prepare for structured e-invoicing.
Collaboration that works for suppliers too
Supplier collaboration only works if suppliers want to take part. i2B is built with that in mind:
- No cost to suppliers. The supplier portal is free to use, so there is no barrier to joining.
- Choice of connection. Smaller suppliers can work through the web portal, while larger suppliers can use cXML for system-to-system order confirmations.
- Catalogues and price lists. Supplier punchout and price lists help keep ordering accurate and current.
- Visibility of their own performance. On-time delivery statistics give suppliers the same view of performance that you have, which makes improvement conversations far more constructive.
- Training and support. As part of implementation, i2B trains procurement staff, administrators and suppliers, so everyone knows how to use the system from day one.
The benefits of better supplier collaboration
When buyers and suppliers share one process, the improvements show up across the business:
- Less chasing. Automatic reminders and visible order status replace follow-up emails and calls.
- Fewer surprises. Changes to dates, prices and quantities are seen by everyone at once.
- Smoother receiving. Barcoded delivery notes linked to the order make goods receipt quicker and more accurate.
- Cleaner invoices. Matching against orders and receipts means fewer disputes and faster approval.
- Stronger relationships. A shared, transparent record builds trust and makes suppliers easier to work with over time.
Because i2B works alongside your existing ERP rather than replacing it, all of this sits on top of the systems your finance team already relies on.
Getting started
Improving supplier collaboration does not have to mean a long, disruptive project. i2B's team does most of the integration work, connects the platform to your ERP, and supports your suppliers through onboarding. You can start with your most important suppliers and widen the rollout as the benefits become clear.
Frequently asked questions
What is supplier collaboration in purchase to pay?
Supplier collaboration is the way buyers and suppliers share information about orders, changes, deliveries and invoices. In i2B, both sides work from the same records, so everyone can see order status, changes and documents in one place.
Do suppliers have to pay to use the i2B supplier portal?
No. The i2B supplier portal is free for suppliers to use, which makes it easy to bring suppliers of all sizes on board.
How does i2B handle changes to delivery dates or prices?
When a delivery date, price or quantity changes, i2B communicates the change instantly and keeps a full history, so the buyer and supplier always see the same version of the order.
Can larger suppliers connect their own systems to i2B?
Yes. Alongside the web portal, i2B supports cXML for system-to-system order confirmations, and supplier punchout and price lists for catalogues.
How does i2B reduce invoice queries with suppliers?
i2B uses 2-way or 3-way matching, and invoices must reference the purchase order number, line and part number. Goods must be receipted before an invoice can be raised, so invoices arrive ready to match.
Talk to i2B
If you want suppliers who confirm orders on time, deliveries that match the paperwork and invoices that go straight through, we would be glad to show you how i2B works. Contact the i2B team to arrange a conversation.
Know a company that could benefit from i2B? Our referral programme gives you a $500 USD Amazon Gift Card when a company you refer becomes a new i2B client.
