Procurement software for New York firms, nonprofits and city contractors.

Before a new vendor gets access to systems or data, a questionnaire captures what they will touch, how they protect it and who their own subcontractors are. Risk is scored by data type and access level, and high risk vendors route to information security and legal before any contract is signed. Low risk vendors, such as a caterer with no system access, pass through quickly, so the review effort goes where the exposure actually is.

Firms regulated by the New York State Department of Financial Services must keep policies covering the security of their third party service providers under the Part 500 cybersecurity regulation. We store each provider's assessments, attestations, contract security terms and review dates so your annual review has evidence to point at.

Vendors to City agencies use PASSPort, run by the Mayor's Office of Contract Services, for solicitations, responses and contract filings. Our internal records mirror each City opportunity with deadlines, required documents and contract budget lines, so your team is never rebuilding a filing from scratch. Contract budgets, invoices and payment status from the City are tracked against your own records, which makes late payments easier to raise with the right agency.

City M/WBE certification comes from the Department of Small Business Services, and State MWBE certification from Empire State Development. Primes record utilization plans, subcontractor payments and certification expiry for each contract, with reports formatted for the agency asking. Primes can request updated paperwork from subcontractors through the portal instead of by email.

For nonprofits funded by City and State contracts, each purchase is coded to a contract budget line, and spending beyond an approved line is held for review. Budget modifications and their approvals are recorded beside the purchases they affect. Supporting documents such as quotes and receipts stay attached to each transaction for the life of the contract.

Certificates of insurance, licenses, safety training records and lien waivers are collected through a subcontractor portal and checked before each payment is released. Expired documents block payment automatically and notify the project manager. Retainage held and released is tracked per subcontract, so closeout figures agree with what the field team expects.

Approval routes follow your delegation of authority by amount, category, entity and risk level, with segregation of duties enforced so the person creating a vendor cannot also approve its first payment.

Invoices match against purchase orders, receipts or approved timesheets for consultants. Mismatches route to the requester with the difference highlighted, and vendors under risk review can be placed on hold until the review closes. Duplicate invoice checks look at amount, date and vendor together, which catches resubmitted invoices that carry a new number.

Much New York spend goes on consultants, contractors and temporary staff. Statements of work carry rates, milestones and end dates; timesheets are approved against them, and spend is tracked against the agreed ceiling so overruns surface early, while there is still time to renegotiate or stop the work.

Spend by vendor, category and contract, vendor risk tiers, open reviews and diversity spend in one dashboard, exportable for audit committees, boards of directors and funder reports. Filters by borough, program or business line let each manager see only the part they answer for.