---
title: How to Manage Supplier Invitations
description: Learn how to manage supplier invitations, update supplier data through questionnaires, and gain better control over the vendor registration process.
---

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2. [How to use Precoro](https://help.precoro.com/how-to-use-precoro?hsLang=en)
3. [Supplier Registration](https://help.precoro.com/how-to-use-precoro?hsLang=en#supplier-registration)

# How to Manage Supplier Invitations

## Learn how to send and manage supplier invitations and track the registration process.

TABLE OF CONTENTS

- [How to Send a Registration Form](https://help.precoro.com/how-to-manage-supplier-invitations#how-to-send)
  
    - [To Invite a New Supplier](https://help.precoro.com/how-to-manage-supplier-invitations#to-new)
    - [To Send a Questionnaire to an Existing Supplier](https://help.precoro.com/how-to-manage-supplier-invitations#to-existing)
- [Managing Sent Invitations](https://help.precoro.com/how-to-manage-supplier-invitations#managing)
- [Tracking Invitations](https://help.precoro.com/how-to-manage-supplier-invitations#tracking)
  
    - [Invitation Statuses](https://help.precoro.com/how-to-manage-supplier-invitations#invitation-status)
    - [Email Statuses](https://help.precoro.com/how-to-manage-supplier-invitations#email-status)
- [Invitation From the Supplier’s Perspective](https://help.precoro.com/how-to-manage-supplier-invitations#supplier-pov)
- [FAQs](https://help.precoro.com/how-to-manage-supplier-invitations#faq)

### How to Send a Registration Form

#### To Invite a New Supplier

Precoro offers multiple ways to add and manage suppliers. If you have the suppliers’ contacts, terms, payment details, and necessary documents, you can add them yourself, as described in [this article](https://help.precoro.com/how-to-manage-suppliers-in-precoro?hsLang=en#how-to-add).

You can also send registration forms to suppliers you want to work with. These forms will help you receive accurate information and decide on your collaboration.

1. Open the **Supplier Management** module in the left-side menu, go to the [Supplier Management](https://app.precoro.com/manage/manual/supplier) tab ([Supplier Management](https://app.precoro.us/manage/manual/supplier) for precoro.us), and press **Invite Supplier**.   
   If you also use the [Supplier Portal](https://help.precoro.com/suppliers-portal-1?hsLang=en) but do not want to invite this supplier to it, select the **Send a Registration Form** option.
   
   [![Invite Supplier](https://help.precoro.com/hs-fs/hubfs/1-Invite%20Supplier.png?width=670&height=170&name=1-Invite%20Supplier.png)](https://help.precoro.com/hubfs/Invite%20Supplier.png?hsLang=en)
2. Press **New Invitation** in the top right.
3. Fill out the necessary fields. Ensure you enter the correct supplier name, as it will appear in the form, and the supplier will not be able to edit it.
4. Select the registration form. If needed, press **Add Registration Form** at the top of the drop-down list and create a new template by following [this guide](https://help.precoro.com/setting-up-and-utilizing-supplier-registration-1?hsLang=en).
   
   You can also edit the invitation email.
5. Press **Send**.

[![New invitation screenshot](https://help.precoro.com/hs-fs/hubfs/Send%20New%20Invitation.png?width=640&height=898&name=Send%20New%20Invitation.png)](https://help.precoro.com/hubfs/Send%20New%20Invitation.png?hsLang=en)

#### To Send a Questionnaire to an Existing Supplier

You can also use registration forms to prompt the existing suppliers to update necessary information. 

1. Open the **Supplier Management** module in the left-side menu, go to the Supplier Management tab, and click on the supplier you want to request information from to open the Supplier Card.
2. Press **Send Questionnaire** in the top right corner. 
   
   If the supplier has a **Pending** status, the button is available to the current Approver.
   
   If the supplier is **Approved**, the button is available to all users with the Supplier Management Roles.
3. You will be directed to the new invitation screen. The information from the supplier card will fill in the supplier's name and contact information.
4. The supplier will receive the form with the data from the supplier card automatically filled in. They can leave it as is or make edits.

When the supplier submits the form, data is transferred to the supplier card. If the supplier had the **Pending** status, the changes only affect further approval steps. However, if the data of the Approved supplier changes, the re-approval process is triggered.

### Managing Sent Invitations

Go to the **Supplier Management** page and press **Invite Supplier** to see the **Sent Invitations** page. This is a hub that allows you to view and manage existing invitations. There are several actions available for invitations depending on their status. Their icons are displayed in the **Action** column, and you can hover over them to see the names.

Here’s what you can do from this page:

- **Resend invitations**  
  When the invitation is sent, but the supplier has not responded yet, you can resend it. This allows you to edit the details, including the email address (to send it to an alternative contact).

- **Revoke invitations**  
  If you no longer need the invited supplier and the invitation is in **Sent**, **Pending**, or **In Revision** status, you can revoke it. This invitation will gain the **Canceled** status.  
  If the supplier tries to open the form, they will see the following message:  
  [![A screenshot showing the revoked invitation message.](https://help.precoro.com/hs-fs/hubfs/No%20Longer%20Available.png?width=670&height=633&name=No%20Longer%20Available.png)](https://help.precoro.com/hubfs/No%20Longer%20Available.png?hsLang=en)
  
  Canceled invitations are removed from the list on the Sent Invitations page. To view them, open **Filters** and select **Canceled** in the **Status** field.
  
  [![A screenshot showing how to find canceled invitations](https://help.precoro.com/hs-fs/hubfs/Canceled%20Filter.png?width=670&height=181&name=Canceled%20Filter.png)](https://help.precoro.com/hubfs/Canceled%20Filter.png?hsLang=en)
- **Preview suppliers’ responses**
  
  If the invitation has **a Pending**, **In Revision**, or **Approved** status, meaning at least one form has been submitted, you can use the preview button to access the submitted information.
- **Approve submitted forms**
  
  If the submitted information corresponds with your expectations, approve the form. The supplier will receive the [Approval](https://help.precoro.com/setting-up-and-utilizing-supplier-registration-1?hsLang=en#step-6) email and proceed to the [supplier approval workflow](https://help.precoro.com/supplier-approval-functionality?hsLang=en) set up in your company.
- **Reject submitted forms**
  
  If the submitted information does not meet your expectations, reject the form. The supplier will receive the [Rejection](https://help.precoro.com/setting-up-and-utilizing-supplier-registration-1?hsLang=en#step-6) email.
- **Send submitted forms for revision**
  
  If you want to request clarifications from the supplier, send the forms for revision. You will be prompted to add a comment explaining the changes the supplier has to make. They will receive the [Revision](https://help.precoro.com/setting-up-and-utilizing-supplier-registration-1?hsLang=en#step-6) email with your message.

[![An image showing available actions](https://help.precoro.com/hs-fs/hubfs/Invitation%20Actions.png?width=670&height=258&name=Invitation%20Actions.png)](https://help.precoro.com/hubfs/Invitation%20Actions.png?hsLang=en)

 

💡 **Please note:** Any user with the Super User role can take these actions on a submitted form, including approving and rejecting it, even if they aren't the invitation's original sender. 

### Tracking Invitations

#### Invitation Statuses

In the Status column, you may see the following statuses:

| Sent | The supplier has not yet processed and submitted the registration form. |
| --- | --- |
| Not Sent | An error occurred when sending the invitation email. |
| Pending | The supplier has already submitted the registration form and awaits further action from the sender. When a supplier submits a form, the invitation sender is notified via email. The sender or any user with the **Super User** role can approve, reject, or send the form for revision. |
| In Revision | The sender used the Send for Revision option. This invitation was sent back to the supplier with the request to make changes stated in the sender’s comment. |
| Approved | The sender approved the submitted form. |
| Rejected | The sender rejected the submitted form. |
| Canceled | The sender revoked the form. To see invitations with this status, use Filters. |

[![An image directing to supplier invitation statuses.](https://help.precoro.com/hs-fs/hubfs/Invitation%20Statuses.png?width=670&height=287&name=Invitation%20Statuses.png)](https://help.precoro.com/hubfs/Invitation%20Statuses.png?hsLang=en)

#### Email Statuses

Depending on whether the invitation was delivered and opened, you may see the following email statuses:

- Email Not Sent
- Email Sent
- Email Opened

To view all invitations that haven’t been sent, use the **Undelivered Request Form to Suppliers** infocard.

[![A screenshot highlighting the statuses of invitation emails sent to vendors.](https://help.precoro.com/hs-fs/hubfs/2-Email%20Statuses.png?width=670&height=285&name=2-Email%20Statuses.png)](https://help.precoro.com/hubfs/Email%20Statuses.png?hsLang=en)

### Invitation From the Supplier’s Perspective

Here is how the supplier sees and uses the forms you [set up](https://help.precoro.com/setting-up-and-utilizing-supplier-registration-1?hsLang=en) and [send](https://help.precoro.com/how-to-manage-supplier-invitations#how-to-send):

1. When you send an invitation, the supplier receives the invitation email.
   
   [![A screenshot of the initial email that accompanies the invitation form.](https://help.precoro.com/hs-fs/hubfs/Invitation%20Email.png?width=670&height=422&name=Invitation%20Email.png)](https://help.precoro.com/hubfs/Invitation%20Email.png?hsLang=en)
2. After clicking **Proceed to Registration**, they are directed to the registration form. They can fill out the fields you requested, add attachments, and share additional contacts there.
3. Once everything looks good, the supplier can click **Register** at the bottom of the page.
   
   [![Registration Form Example](https://help.precoro.com/hs-fs/hubfs/Registration%20Form%20Example.png?width=670&height=551&name=Registration%20Form%20Example.png)](https://help.precoro.com/hubfs/Registration%20Form%20Example.png?hsLang=en)
4. The supplier then sees your Thank you Page.
   
   [![Photo of a thank you page](https://help.precoro.com/hs-fs/hubfs/Thank%20You%20Page.png?width=670&height=289&name=Thank%20You%20Page.png)](https://help.precoro.com/hubfs/Thank%20You%20Page.png?hsLang=en)
5. Once the submitted form is approved, rejected, or sent for revision, the supplier receives the corresponding email notifying them of further action. You can customize these emails when editing the registration form.

[![Example of an approval email.](https://help.precoro.com/hs-fs/hubfs/Approval%20Email.png?width=670&height=377&name=Approval%20Email.png)](https://help.precoro.com/hubfs/Approval%20Email.png?hsLang=en)

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