Vendor Accountability


All too often when entering into an agreement, there are good intentions made by both parties. The janitorial company has promised that they will clean the windows every week as part of their service. The uniform company has promised to install new name badges. This may not be possible at the price that they have quoted. VendorTraQ makes it possible for companies to have immediate access to the terms and pricing when questions on services or billing arise. Many of our clients have used their VendorTraQ “quality of service and pricing” events report to help them with vendor negotiations at renewal time. A Quality of Service Performance addendum can be added to the agreement to give it some “teeth”, like those similar to a three strikes rule. The company has the option for early termination in the event of excessive improper representation, quality of work or billing accuracy.

Quality of Work

Is that copy machine always breaking down? Does the maintenance department dispatch a technician in a responsive time? Has your vendor failed to meet your staff’s expectations? A simple call to VendorTraQ’s 24/7 toll free Quality Reporting Hotline will document and send client concerns to the company’s designated quality manager the vendor, and the VendorTraQ reporting department. We are the only company that e-mails both a wave file (voicemail file) and written communication of the issue called in by the client. These events are stored in the client’s secured database under the vendor’s quality performance record.

Billing Accuracy

Do the invoices that the vendor has mailed to your accounts payable department always match the price that was negotiated on the agreement? How does your accounts payable clerk know how much to pay? Hidden service charges are all too common. Most price increases are hidden on the back page of an invoice and it is the company’s obligation to find it and file an objection within 10-15 days, otherwise it becomes binding. A major grocery chain estimates that it cost $18.15 to have their account department process a vendor invoice. If the invoice is incorrect and needs correction it could cost as much as $30 or more to interact with the vendor to adjust the bills and reprocess for payment. The VendorTraQ system ensures you have the details accessible to make sure the vendors are charging the correct prices and saves hundreds of dollars in account efficiencies and prevents thousands of dollars in overcharges.