Vendor Management

The Challenge

Vendors keep your facilities running, but without the right system, managing them and tracking their work can be a constant struggle. As in-house technician teams shrink and outsourcing grows, organizations often juggle dozens or even hundreds of vendors across locations. Paper trails, email threads, and disconnected spreadsheets make it nearly impossible to capture complete maintenance details and costs against each asset. This leads to gaps in documentation, inconsistent data, and limited visibility into vendor performance. The Vendor Self-Service Portal helps close this gap by bringing vendor work, costs, and compliance data into one place, ensuring every maintenance activity is accurately captured and tied back to your assets.

Conventional Approach

For most organizations, vendor management is still a mix of manual processes: paper forms, disconnected spreadsheets, and constant back-and-forth emails. Every step requires human follow-up and clarification. This fragmented system creates inefficiencies, errors, and poor visibility that make it nearly impossible to evaluate vendor performance or drive accountability.

The Modern Alternative: Nuvolo’s Connected Workplace – Vendor Management

Nuvolo transforms vendor management from chaos to control through a single, connected solution built on the ServiceNow platform.

Vendor Self-Service Portal

At the core is the vendor self-service portal, giving vendors secure, role-based access to view and complete assigned work orders, submit invoices, and track their performance. Vendors can also extend access to subcontractors, consolidating all work in one place for complete transparency.

Smarter Contract and Service Level Agreement (SLA) Management

With contract details, SLAs, and cost structures all accessible in real time, businesses can evaluate vendor performance and make data-driven decisions when renewing or renegotiating contracts.

Automated Reporting and Insights

Nuvolo enables teams to assign and monitor work orders efficiently while automating invoice processing and performance analytics. You can easily generate reports such as:

• Achieved and breached SLAs by vendor
• Percentage of preventive maintenance (PM) work orders closed on time
• Parts and travel costs per vendor
• Service turnaround time and PM status by vendor
• Lifecycle contract spend

When Your Vendors Succeed, You Succeed

Nuvolo Connected Workplace doesn’t just streamline your internal operations, it empowers your vendors too. With tools like:

• Online and offline work order access
• Geolocation and geofencing of field technicians
• Check-in and check-out tracking
• Bar code scanning and photo attachments
• Voice-to-text updates and electronic signatures

Vendors work faster, communicate better, and deliver higher-quality service—reducing cost and boosting satisfaction on both sides.

Built on the ServiceNow Platform 

Nuvolo’s vendor management solution is natively built on the ServiceNow platform, ensuring enterprise-grade scalability, security, and configurability. This functionality empowers teams with:

• Executive-level reporting and analytics
• Click-to-configure forms and workflows for faster deployment
• Seamless integration with other Connected Workplace solutions, such as Asset & Maintenance, Space & Workplace, Capital Planning & Projects, Real Estate & Portfolio, and Sustainability & Energy.