01 · INTRODUCTION
About Keiro.ai
Keiro.ai is a cloud-native SaaS Vendor Management Portal developed by Hoicko Technologies Pvt. Ltd. It offers a unified digital platform that enables organizations to efficiently manage the entire supplier lifecycle — from onboarding and compliance verification to procurement, fulfilment, and payments.
“Keiro.ai transforms traditional vendor management into a fully digital, automated, and intelligent ecosystem.”
 
Built for finance, procurement, and supply-chain teams, Keiro.ai brings every stakeholder — vendors, buyers, approvers, and store teams — onto a single, auditable workflow, reducing manual effort while improving compliance, transparency, and speed.
 
02 · PLATFORM
Key Capabilities
Everything you need to manage the complete vendor lifecycle — accessible via the web portal and the Android mobile app, fully configurable per organization.

Vendor Self-Registration
OTP-verified, zero manual entry    PAN & GST Verification
Real-time NSDL/GSTN API checks
Bank Penny-Drop
NPCI account verification    Aadhaar OTP Verify
UIDAI identity confirmation
Multi-Level Approvals
Configurable chains with SLA    SAP 2-Way Integration
BP auto-creation, PO/GRN sync
PR to PO Workflow
Digital requisition to order    RFQ & Reverse Auction
Live bidding, L1/L2/L3 ranking
ASN & GRN Management
Shipment notice to goods receipt    3-Way Match
PO + GR + Invoice auto-validation
e-Way Bill
NIC API auto-generation    Role-Based Access
Roles, granular permissions
Dynamic Reports
Scorecards, spend, GST reports    Mobile App
Native Android app on Google Play
 
03 · GETTING STARTED
Sign Up & Login
Vendor Portal Sign-Up Process
New vendors can self-register directly on the portal in minutes, with identity verified over OTP at every step.

 
Vendor Portal Login Process
Registered vendors log in securely using their registered email address and mobile OTP — no passwords to manage.
 
 
04 · NAVIGATION
Home Dashboard & Navigation
“Your command centre for smarter, faster, and more efficient operations.”
 
Key Sections & Functionalities
1.    Workflow Approval — view and approve pending requests, track task status in real time, and enable faster decision-making.
2.    Announcements — stay updated with organizational updates, notifications, and communications.
3.    Favorite Boards — quick access to frequently used dashboards, KPIs, and performance insights.
4.    Favorite Forms — easily access commonly used forms, simplifying data entry and request submissions.
Gateway to Your Digital Supply Chain
The home screen acts as the central navigation hub for users to access and enable every module of the Keiro.ai Supply Chain Management System, ensuring seamless movement across business functions from a single interface.
 
Services Panel — Core Modules
—    LMS — Learning & training management
—    HRMS — Employee and workforce management
—    Client Portal — Customer collaboration & interaction
—    CRM — Lead and sales pipeline management
—    Vendor — Supplier on boarding and lifecycle management

 
05 · CONFIGURATION
Platform Setup & Configuration
Keiro.ai provides a step-by-step guided setup that enables organizations to digitally transform procurement, vendor management, and operational workflows with precision and control.
Step 1 — Company Setup
 
Step 2 — Vendor Registration Configuration
 

Step 3 — Requisition & PO Management Setup
 
Step 4 — Fulfilment & Inventory Controls
 
Step 5 — Visitor Management (Optional Module)
 
Final Step — Organizational Structure & Activation
 
 
06 · PROCUREMENT
Vendor Onboarding & Approval
Centralized control for vendor onboarding and approval, from self-registration through automated verification to activation.
 
The Onboarding Journey
5.    Self-Register — vendor visits the portal, enters company details, and OTP-verifies email & mobile number.
6.    Company & Bank Details — legal name, PAN, GSTIN, MSME/Udyam, registered address, and bank account with IFSC.
7.    Upload Documents — GST certificate, PAN card, certificate of incorporation, cancelled cheque, Aadhaar (for proprietors).
8.    Automated Verification — PAN via NSDL, GST via GSTN, bank penny-drop via NPCI, Aadhaar OTP via UIDAI.
9.    Multi-Level Approval — Procurement Manager → Compliance/Legal (KYC + blacklist check) → HOD/VP (for strategic vendors).
10.    Activation — SAP Business Partner auto-created, login credentials issued, vendor mapped to category & buyer.
Registration Form Fields
1    Company Name (as per GST / incorporation)
2    Vendor Category (Goods / Service / Works)
3    Business Type (Pvt Ltd / LLP / Proprietor)
4    Date of Incorporation
5    PAN Number (10-digit, auto-verified)
6    GSTIN (15-digit, auto-verified)
7    MSME / Udyam Number (optional)
8    Registered Address + PIN
9    Primary Contact + Designation
10    Bank Name · Account · IFSC · Cheque
11    Document Attachment
 
Automated Verification & KYC
Every registration is validated in real time against government and banking systems before it reaches an approver.
                     
PAN · GST · Bank · Aadhaar · Compliance — verified automatically, end to end
Vendor Onboarding (Admin)
 
11.    Vendor Onboarding — the portal admin creates the vendor account; once created, an email with login details is sent to the vendor.
12.    Vendor Login — the vendor receives the email and logs in using their registered email address and phone-number OTP.
Vendor Invitation Email
 
 
Vendor Self-Registration
Once logged in, the vendor opens the Add-on Services icon, selects Vendor, then the Vendor Registration tile to open the registration form.
 
The vendor then completes each section of the guided form:
 
Vendor Address
 
Vendor Bank Details
 
Vendor GST Details
 
Vendor MSME Details
 
Vendor Contact Person
 
Vendor Certificates
 
Vendor Documents
 
Vendor Approval Workflow
Once submitted, the registration flows through a configurable, multi-level approval chain before activation.
 
Vendor Approval — Buyer
 
Vendor Approval — Accounts / Management
 
 
07 · PROCUREMENT
Purchase Requisition to Purchase Order
Purchase Requisition Creation
Streamlined request initiation for procurement efficiency.
—    Capture requisition details (requester, date, order type)
—    Add products with quantity, UOM, and plant
—    Structured line-item management
—    Quick submission for the approval workflow
 
 
“Simple, structured, and approval-ready procurement initiation.”
Requisition Processing & Assignment
—    Track PR status: Created → Released → Assigned → Vendor Selection
—    Assign a purchaser for further processing
—    Manage product details with quantity & UOM
—    Real-time visibility of requisition progress
 
“Seamless transition from request creation to vendor engagement.”
 
Purchaser Assignment & Vendor Selection
—    Assign the responsible purchaser to the requisition
—    Select from available purchase-team members
—    Ensure accountability across the procurement process
—    Enable a smooth transition to vendor selection
 
 
 
 
 
“Right ownership ensures faster and more efficient procurement execution.”
 
Request for Quotation (Vendor View)
 
Quotation Comparison & Approval
Evaluate vendor quotations, negotiate smarter, and approve with confidence — powered by real-time insights, including a bulk comparison report.
 
 
 
Quotation Approval Form
 
—    Approve quotations instantly with remarks
—    Configurable approval conditions
—    Full audit trail for compliance
 
PR History & Purchase Order Creation
PR → RFQ → Comparison → Approval → PO — a complete, traceable procurement history with instant purchase-order generation.
 
“From history insights to instant PO creation — streamline your procurement with confidence.”
 
08 · FULFILMENT
Advance Shipment Notice & Goods Receipt
Enable vendors to share shipment details in advance for better planning, tracking, and control.
 
Create ASN
—    Invoice details
—    Transport & vehicle information
—    Logistics documentation
—    Package & weight details
—    Other shipment details
 
 
 
Live ASN Approval
ASNs route automatically for multi-level approval before goods movement begins.
 
ASN Gate Entry & Approval
From arrival to approval — every shipment enters the facility with complete control and confidence.
 
 
Store Certification & Material Verification
Verify, approve, or reject materials with precision before inventory intake.
 
Store MIGO — Goods Receipt & Inventory Posting
Convert verified materials into inventory with accurate financial and stock updates — completing the ASN-to-MIGO process.
 
End-to-End Integration
—    Seamlessly connected across PR → PO → ASN → Gate → QC
—    Auto-fetch validated data to reduce manual work
—    Ensures consistency across the entire procurement lifecycle
 
09 · FACILITIES
Visitor Management
“Digitize visitor entry, approvals, and tracking with complete security and real-time visibility.”
—    Easy visit request creation
—    Approval-based access control
—    Gate-level entry management
—    Real-time visitor tracking
—    Smart permissions & compliance
 
 
“Secure your premises with a smart, digital-first visitor management experience.”
 
10 · SERVICE QUALITY
Feedback & Complaint Management
Capture feedback, manage complaints, and resolve issues faster with complete visibility and control.
 
 
11 · INSIGHTS
Analytics & Reporting
“Transform your data into actionable insights with fully customizable, real-time analytics.”
—    Real-time business insights
—    Fully customizable dashboards
—    Advanced data visualization
—    Smart filtering & segmentation
—    Multi-dimensional reporting
 
 
 
Supplier 360° Reporting
Access structured vendor data, certificates, spend analysis, contract compliance, invoices, and procurement reports in one unified platform.
 
 
Customized Dashboards
A smart procurement dashboard to monitor vendor onboarding, approval workflows, organization distribution, and procurement insights through an interactive, customizable interface.
 
 
Dashboard — Purchase Report
 
✔  Real-time procurement visibility
✔  Faster purchase approval process
✔  Improved vendor coordination
✔  Better quotation tracking and comparison
✔  Enhanced procurement transparency
✔  Data-driven purchasing decisions
 
Dashboard — Purchase Order Report
 
 
 
12 · NEXT STEPS
Why Keiro.ai
Keiro.ai brings vendor onboarding, procurement, fulfilment, and reporting into a single, SAP-integrated platform — cutting manual work, tightening compliance, and giving every stakeholder real-time visibility into the supply chain.

Faster Onboarding
Self-service registration with instant, automated KYC    Fewer Errors
3-way match and SAP sync remove manual reconciliation
Full Compliance
Every approval, document, and verification is auditable    Real-Time Visibility
Live dashboards for procurement, spend, and vendor health
Get in Touch
To see Keiro.ai in action or discuss a rollout tailored to your organization, reach out to the Hoicko team.
Website:  keiro.hoicko.ai
Developed by:  Hoicko Technologies Pvt. Ltd.