What is VendOrca
VendOrca is a vendor management system (VMS) for contingent and outsourced workforce programs. It takes a worker from onboarding through an assignment, recorded and approved time, and an invoice sent to your accounts payable team.
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Who it's for
VendOrca is for companies that use outside workers through agencies and suppliers and want one place to run that program.
- Finance and operations teams use it for headcount and for invoices that match approved work.
- HR teams use it to onboard workers and to view the program rules and org units. Changes to either need a Program Admin.
- Managers use it to approve timesheets.
Workers sign in to complete onboarding steps and record their time. Suppliers sign in to a portal where they see their own invoices. See Roles and permissions for the full list.
The core flow
Every program in VendOrca follows the same chain.
- Onboarding. Staff start a checklist for the worker, built from your onboarding template. The worker completes their own steps and becomes active when the last required step is done. If your template requires staff sign-off, staff mark the worker active instead. See Onboarding and offboarding.
- Assignment. Staff put an active worker on a rate card for a date range. See Assignments.
- Time and expense. The worker records time against the assignment and submits it. An approver approves it, or rejects it with a comment. Workers can also record expenses. See Time and expense.
- Invoicing. Staff generate invoices for a period from approved time. A tie-out panel shows whether the invoiced total matches the approved total to the cent. See Invoicing and tie-out.
- Accounts payable. Staff select Push to AP on each invoice. VendOrca creates the bill in your AP system for the invoice's exact total, and the invoice shows
Pushed to AP. VendOrca sets up the integration with your AP system for your workspace. To arrange it, a Program Admin contacts info@vendorca.com. You can also download any invoice, or a whole period, as a CSV file. See Push invoices to AP.
How VendOrca differs
Program rules in plain language
A Program Admin types a change, such as "Set up weekly timesheets with overtime over 40 hours". VendOrca drafts it and shows what will change, whether it passes VendOrca's checks and how it would play out on sample work. Nothing changes until an admin reviews it and selects Apply. VendOrca keeps every earlier set of rules, and work already under way stays on the rules it started with. If you'd rather fill in forms, there are forms for approval chains, onboarding templates, invoice rules and the report library. See Configure your program.
Questions instead of a report builder
Staff ask questions like "Invoiced total by supplier" in Reports and get a figure, a chart and a short summary. They can save the answer to a library and pin it to Home. The Ask VendOrca bar in every part of the app answers questions about your program in place. It only reads and never changes anything. See Reports and Ask VendOrca.
Invoices that tie out to approved work
Invoices are built only from approved work, priced from the rate card that applied at the time. The tie-out panel compares invoiced and approved totals and lists every difference by kind. The invoices you send to accounts payable carry the same figures the tie-out checks.
Self-serve setup
You start at app.vendorca.com/start: describe your program, review the rules VendOrca drafts, add some names and run a sample cycle. Afterward you import suppliers, rate cards and workers from spreadsheet files. VendOrca checks each file first, lists any rows that need fixing, and saves nothing until the number of records matches what you expect. See Quickstart and Import your data.
Connected to your other systems
VendOrca can integrate directly with the systems your finance and HR teams already use, such as accounts payable, ERP, HR, payroll and accounting. VendOrca sets up the integration for your workspace. To arrange it, a Program Admin contacts info@vendorca.com. CSV files are always available for moving data in and out. See Data in and out.
Answers from your AI assistant
People can connect an AI assistant, such as Claude, so it can read program data and answer questions in their own tools. Each person creates their own read-only access key, and the assistant sees only what that person can see in the app. This is included on the Team and Business plans. See Connect an AI assistant.