I’m Lautaro, co-founder and CEO of Nexvia. When we show Vendor ERP to a business, the question we hear most is not about electronic invoicing or reports. It is a much more human one: “will my team be able to use it?”.

It makes sense. Many owners have already been through a system that promised everything and was abandoned three months later, because keeping it up to date was a job in itself, because it only ran on the computer in the back office, or because nobody knew who had changed what. And the second question almost always follows: “and how do I control what each person does?”.

This article explains how we answered those two questions while building Vendor ERP. At the end there is a short list to evaluate any management system, ours or anyone else’s.

Easy to startGuided setupSample data for your business type, Excel import and help migrating.
Easy to controlEveryone sees their partPer-employee permissions, cash and price controls, a record of who did what.
Less typingAI that suggestsIt reads your invoices and suggests what to buy. You review and decide.

1. Getting started shouldn’t be a project

The most fragile moment of any system is the first week. If starting requires days of data entry before you sell your first ticket, the system loses before it begins. That is why we put a lot of work into keeping the start short:

  1. An assistant guides you when you create the accountIt goes in three stages: your company with its branches and points of sale, then warehouses and invoice books, and finally how you get paid (accounts, payment methods and sale terms). If you get interrupted, you pick it up later.
  2. You practice with a full systemYou can load sample data built for your type of business (grocery store, kiosk, hardware store, pharmacy, wine shop and several more): products with stock, customers, suppliers, sales and purchases. Your team learns without fear of breaking anything, and when you start for real you delete it with one click.
  3. Your products come in from a spreadsheetDownload the template, fill it in or paste your list, and import it. The system flags the rows with errors instead of loading them wrong.
  4. If you come from another system, we helpWe migrate customers, products, stock per warehouse, price lists and customer account balances.

A tip that applies to any migration, with us or anyone else: ask for all the data to be exported from the old system on the same day, and stop operating in it from that moment. We have seen it in practice: when prices come from one date and balances from another, the one who ends up paying for the difference is the customer whose account you charged wrong.

2. On the computer, the tablet or the phone

A business isn’t run only from a desk. The owner wants to check how the day is going from home, the manager checks stock standing in the aisle, and on busy days you need an extra register.

Vendor ERP adapts to whatever screen you open it on:

  • The dashboard shows on your phone the day’s sales, the average ticket and the comparison with last month, at the same time of day.
  • Lists of customers, suppliers or products are shown as cards, easy to read and tap, instead of tables that get cut off.
  • The point of sale works full screen on a phone: you search or scan the product, the cart fills the screen and the checkout bar stays at the bottom, within reach.
  • Reports can be read on the phone without zooming in.

There is nothing to install: you sign in from the browser with your user, just like on the computer.

3. Each employee sees and does what they should

This is the part that reassures owners the most, and rightly so. A cashier doesn’t need to see costs, margins or the bank balance. A stock clerk doesn’t need to issue invoices. And the manager of one branch has no reason to see the other branch’s cash register.

In Vendor ERP, each employee’s permissions are organized in five parts:

  • Role and scope. What type of user they are and which branches and points of sale they work in.
  • Modules. Which parts of the system they can access and, in each one, whether they can view, create, edit or delete.
  • Cash and accounts. Which registers and payment accounts they use, and whether they see the balances. You can hide the balance of one specific account, such as the bank, and keep petty cash visible.
  • Invoices and receipts. Which documents they can look up, depending on their status.
  • Special authorizations. Sensitive actions granted one by one, such as voiding a stock operation or approving a purchase price change.

We designed the screen so an owner can understand it without a manual: when you save, the system tells you how many changes you made, and if you tick only some modules for an administrator, it warns you that from then on they will only see those.

4. Controls that work on their own

Permissions define who can do what. Controls take care of what happens when someone makes a mistake, rushes, or simply clicks twice. Some of the ones included:

  • Blind cash count. If the cashier is not allowed to see balances, they count the money without knowing how much “should” be there. That keeps the count honest. When closing, the system tells them if money was missing, and it records that they saw it.
  • Price change approval. If you turn it on, when a purchase invoice brings a different cost from the one you had, the price change stays pending until an authorized person approves it. Nobody changes your selling prices by accident.
  • Sales that don’t duplicate. If the internet drops in the middle of a payment and the sale is sent again, the system recognizes it and doesn’t record it twice.
  • Nothing is deleted behind your back. A wrongly entered stock operation isn’t removed: it is voided with an opposite movement, and the original stays visible.

5. Audit: knowing what happened, without playing detective

Sooner or later, something doesn’t add up. The register shows a difference, a product has less stock than it should, or a retail customer shows up buying at wholesale prices. At that moment you need answers, not guesses.

  • Every cash and stock movement is stored with the user who made it. And every void keeps who did it, when and why.
  • The price list record tells you who assigned, removed or changed the list for each customer, and when. No more “it wasn’t me” arguments.
  • The Cash Count Assistant analyzes the difference when you close a register that doesn’t balance. It looks for concrete causes in the day’s movements (a supplier paid from the register and never recorded, a number entered with digits swapped, a sale charged to one account and recorded in another) and tells you where to fix it. It doesn’t invent culprits: if part of the difference is the usual change rounding, it says so, and if something remains unexplained, it says that too.

6. Artificial intelligence where it saves typing, with a person who decides

We use artificial intelligence in two places where manual work is long and repetitive. In both we follow the same rule: the AI suggests, the person decides.

Purchase invoice loading

You take a photo of the supplier’s invoice or upload the PDF. The AI reads the header, every line with its quantity, price, discount and taxes, and the totals box. Then the system finds each product in your catalog and checks that the numbers add up against what is printed.

With every invoice you confirm, the system learns about that supplier: how they describe their products and which code they use for each one. You can also leave your own notes for each supplier (“prices come without VAT”, “quantities come in boxes of 12”) that the AI takes into account on future invoices.

Nothing reaches your costs on its own. The invoice is prepared for you to review. Until you confirm it, it doesn't move stock, change costs or affect the cash register. The AI is not infallible, and that is why the review is part of the design.

If you want the full detail, we explain it in how AI purchase invoice loading works.

Purchasing Assistant, the newest module

It is the module we are rolling out these days, and it answers an everyday question: what should I order from each supplier today?

  • It suggests the order. It looks at what you sell, what you have in stock and what is already on its way. You choose how many days you want to cover, review the quantities and send it by WhatsApp, PDF or email. Products about to run out and products you already have too much of are flagged.
  • It goes with you to the wholesaler. You open the order on your phone, scan what you put in the cart and see how much you have spent against the limit you set.
  • It compares suppliers. You load your suppliers’ price lists and it shows who has the best price for each product, even with quantity deals like “buy 10, get 1 free” or prices per case.
  • From the order to the invoice. When the purchase invoice arrives, you load it from the order, with the products already filled in.

To suggest quantities it needs sales history: the longer you use Vendor, the better it gets. It is included in the Sales Assistant, together with Offers.

Questions to ask any management system

If you are evaluating a system, these questions tell you a lot in a few minutes:

  • Can I practice with sample data before loading mine? If the only way to learn is with your real data, the first week will be spent worrying.
  • Does it really work on a phone, or does it just "open"? Ask to see the point of sale and a list on a phone.
  • Can I hide cash balances from a cashier? And if so, can they still close their register?
  • Is there a record of who did each operation? And are operations voided or deleted?
  • If it uses artificial intelligence, does it write directly or let me review? An AI that writes straight into your costs forces you to trust it blindly.

Frequently asked questions

How hard is it to start using Vendor ERP if my team has never used a system? When you create the account, an assistant walks you through it step by step: the company, branches and points of sale, warehouses and invoice books, and how you get paid. You can load sample data for your type of business to practice with a full system, and delete it with one click when you start for real. Products are imported from an Excel spreadsheet, and if you come from another system we help you migrate customers, products, stock and balances.

Does Vendor ERP work on a phone? Yes. The system adapts to the screen of a computer, tablet or phone: lists are shown as cards, the dashboard shows the day’s numbers and the point of sale can be used full screen on a phone, with the checkout bar always at hand.

Can I limit what each employee sees and does? Yes. For each employee you choose which modules they can access and whether they can view, create, edit or delete in each one, which branches and points of sale they work in, which cash registers and accounts they use, whether they can see cash balances, and which special authorizations they have, such as voiding stock operations or approving price changes.

Is there a record of who did each operation? Yes. Cash and stock movements are stored with the user who made them. Stock operations are never deleted: they are voided, and the system keeps who voided them, when and why. There is also a record of who assigns or removes a price list for each customer.

Does the artificial intelligence load invoices on its own? No. The AI reads the photo or PDF of the supplier invoice and builds the entry on screen, but nothing is saved until a person reviews and confirms it. Until then it does not move stock, change costs or affect the cash register.

What is the Purchasing Assistant? It is Vendor ERP’s new module for building purchase orders to suppliers. It looks at what you sell, what you have in stock and what is already on its way, and suggests what to order from each supplier. It also compares prices across suppliers and turns the order into a purchase invoice without retyping.

See it with your own business in mind

The best way to know whether Vendor ERP fits your team is not reading about it: it is seeing your day-to-day inside the system. In a short meeting we show you the point of sale, the permissions screen and the cash register closing, set up for your type of business.

Get in touch and book a demo.