Getting Started with Vederca

Welcome to Vederca, your AI-powered procurement partner. Unlike traditional procurement tools, Vederca is a managed service: we handle the complexity while you focus on making the right decision for your organisation.

Your Procurement Journey

Vederca is a managed service. We handle the complexity while you focus on making the right decision.

You do this

Vederca does this

Vendors do this

Talk to Kai

15-30 min

Answer a few opening questions, then talk it through with Kai to define what you need

Upload Documents

1-2 days

Upload the documents Kai suggested on the Documents tab, then submit for review

Vederca Prepares Everything

3-5 days

Our team builds the requirements, the evaluation methodology and the RFP from what you gave us

Review & Sign Off

1-2 days

Suggest edits, mark each section reviewed, then sign off the methodology and the fee

Vendors Respond

2-4 weeks

Confirm the vendor list we propose. Invited vendors respond through their own portal

View Results

Ongoing

See scores, compliance and our recommended shortlist, then record your decision

White-glove service: You focus on your business needs and decision-making. We handle project setup, requirements definition, vendor management, and AI-powered analysis.

What Makes Vederca Different

Traditional procurement platforms require you to create projects, define requirements, manage vendors, and analyse responses yourself. Vederca takes a different approach:

You Provide Context

Answer a few questions and talk to Kai, our AI assistant, about what you need. Upload the documents you have.

We Do the Work

Our team defines requirements, drafts the RFP, proposes the vendors to approach, and runs the evaluation.

You Make Decisions

Review and approve what we prepared, confirm who is invited, and use the evaluation to choose the right vendor.

What You Will Do

As a procurement team using Vederca, your involvement is focused and strategic:

Initial Intake: Answer six questions, then talk to Kai about your needs, timeline and constraints
Document Upload: Upload any documents Kai suggests (existing RFPs, specifications, contracts, etc.), then submit your request for review
Review & Approve: Review the package our team prepared, suggest edits, and sign off
Confirm Vendors: Confirm the vendor list we propose, add any of your own, and sign the confidentiality agreement
Monitor Progress: Track invitations and responses on each procurement's Overview
Review Results: Read the evaluation, scores and recommendation when responses are in
Make Your Decision: Record your shortlist, and take the vendors you choose forward to demonstrations

What Vederca Does for You

Behind the scenes, our team handles all the technical and administrative work:

Set up your procurement in the system
Define detailed requirements based on your needs
Draft the RFP, scoring model and commercial framework
Identify suitable vendors and invite them once you confirm the list
Manage vendor clarification questions and publish the answers
Evaluate every response against your requirements
Produce the scores, comparisons, report and recommended shortlist
Provide ongoing support throughout the process

White-Glove Service

You never need to worry about project setup, writing requirements, finding vendors, or configuring the evaluation. We handle all of that. You focus on your business needs and making the right decision.

Your Procurement Portal

When you sign in to the Vederca Procurement Portal, you will see a clean, focused interface:

Home: what needs your action, your procurements at a glance, and "New request" to start one
Procurements: every procurement, filtered by Needs you, With Vederca, Live, Results or Closed. Each one has tabs for its documents, requirements, vendors, clarifications, results and report
Company: your organisation's profile, which Kai reads when you start a request
Kai: ask about your procurements, here or from the side panel on any page
Notifications: the bell shows updates, with anything waiting on you under "Needs you"
Your account menu: Team, Settings, Submit Ticket and this User Guide

You will not see requirements editors or analysis configuration, because you do not need to. Where you want something changed, you suggest it and we make the change.

A walk through the portal

The pictures below are the real product, taken in the demo (a fictional bank with nine procurements on the go). The red rings point at the control each step uses.

1. Home: what needs you

The Procurement Portal home page: greeting, New request button, a Needs you card for a procurement awaiting approval and a live procurement card — Home opens on what is waiting for you. The count on Procurements in the rail is the same number.
1. Procurements in the rail: every request and its stage.
2. New request: brief Kai and we take it from there.
3. Needs you: a procurement package ready for your review and sign-off.

2. Procurements: every request and its stage

The Procurements page: a list of things that need you at the top, filter chips (All, Needs you, With Vederca, Live, Closed) and each procurement with its stage bar — Every procurement with a stage bar (stage 4 of 10, Your approval; stage 8 of 10, Responses) and the one action it is waiting on. Filter with the chips: Needs you, With Vederca, Live, Closed.

3. With Vederca: your request is being prepared

A procurement just submitted: the status card says the request is with Vederca and when the package is due back, the stage bar sits at Being prepared, and the Overview shows the intake summary, the planned dates and the fee — Once you submit, nothing is needed from you while we write the requirements register and the request documents. The status card says when to expect the package back; the planned dates are on the Key dates tab.
1. Key dates: every milestone with the best date we have, marked as confirmed, planned or estimated.

4. Your approval: review and sign off

A procurement back for approval: the status card lists the four sections to review with a tick for each, the Request tabs carry a count of what is still to review, and a Review and sign off button sits under the checklist — The package comes back here. Read each section, suggest any change (we make it), and mark the section reviewed. When every section is ticked, Review and sign off approves the procurement and accepts the fee in one step. Nothing goes to vendors before that.
1. The request: the four sections to review, with a count of what is still to mark. Each section has a Mark as reviewed control.
2. Review and sign off, once every section is ticked.

5. Live: watch vendors respond

A live procurement's Vendors tab: invited, responded and days until close at the top, then each vendor with its latest action and status — While a procurement is live, the Vendors tab shows who was invited, who has accepted, who is responding and who has submitted. Nothing is sent to a vendor until you invite it.
1. The Vendors tab of a procurement.

6. Results: scored, with the evidence

The Results view: top vendors by composite score, a Recommended card with the score out of ten and the reasons, a value alternative and an excluded vendor with the mandatory criterion it failed — When the analysis is complete, Decision shows the ranking, the recommended vendor with its score and reasons, a value alternative, and any vendor excluded on a mandatory criterion. Price sits beside the score, never inside it.
1. Results, under the Decision tab.

7. Report and shortlist: your decision

The Report view: the market scan report and technical annex to download, then Vederca's recommended shortlist with each vendor ticked and its score — The report is for whoever approves the purchase. Vederca's recommended shortlist is ticked below it; change the selection if your decision differs, then the vendors you keep demonstrate their product next.

8. Registry: the market, matched to you

The Registry page inside the portal: Matched for you, Products, Vendors and Companies tabs, filters on the left and a panel of what Vederca knows about your organisation — The registry is the researched vendor market. Tell it what you run and what you need, and every vendor in that part of the market is checked against it. No vendor can pay to appear or move up.

Signing In and Your Team

Signing up: use your work email address. We email you a link to confirm it before your account opens
Signing in: there is no password. Enter your email and we send you a sign-in link, or continue with Google
Confidentiality: procurement content is confidential. The first time you open it you are asked to accept the Confidentiality Undertaking, once for your account. You can download a copy from that screen or from the Confidentiality Undertaking page
Colleagues: an administrator invites colleagues by email from Team, as a Member or an Admin, with no approval step. Members work inside your procurements: reading, uploading documents and suggesting edits. Admins also make the commitments: submitting for review, signing off, accepting fees, confirming vendors and recording the shortlist decision

Getting Help

Throughout your procurement journey, you have multiple ways to get support:

Kai: Ask about your procurements from the side panel on any page
Your Vederca Team: Submit Ticket opens the Support page, where the team typically responds within 1 business day
This Guide: Detailed documentation on every aspect of the procurement experience
In-Portal Help: Contextual help and tooltips throughout the interface

Ready to Start?

Your first step is simple: complete your company profile, then click "Start your first request" on Home to begin. From there, we will guide you through everything.