Inviting vendors is the first step in building your supply chain within Felix. A successful invitation process ensures: 

• Internal stakeholders are aware of Felix and know what to expect
• Vendors complete onboarding as quickly as possible.
• Compliance requirements are met.
• RFQs can be issued without delays (if using Felix Sourcing module) 

Step 1. Prepare Internal Stakeholders

Ensuring your teams are aware of Felix, it's purpose, timelines, and your goals is important in ensuring business buy-in.

• Use our email templates to help inform your colleagues about Felix.
  - Operations Teams
  - Senior Stakeholders/Management
  
• Complete Felix Training
• Set vendor onboarding targets
  example: 
  - Invite top spend vendors by X date.
  - Approve 75% of spend within 4 months
  
  

Step 2: Prepare before inviting

• Segment Vendors: Group vendors by service category, spend, location, or compliance needs.

• Check Vendor Data: Ensure you have correct contact details and email addresses. 

• Setup Sign-off templates. These will automate which SME is assigned to the vendors question for review. How to configure sign-off templates.

• Draft Primer Email: Explain why you’re using Felix, benefits for vendors, and deadlines for onboarding. 
  use our email primer template

• Send primer email to vendors 1 week prior to initially inviting and on the day of inviting
  
  

Step 3: Invite Vendors 

1. Navigate to Vendors > click +Add New Vendor
2. Use bulk upload via CSV for multiple vendors or manual entry for single invitations.
   
   Note:
   - Bulk Imports: If you include a vendors ABN in your import csv we will check and suggest exist vendors in our network.
   
   
3. For single invites enter the vendors email address. Felix will check if this vendor may already exist in your list using a domain check.
   
   Note:
   - If a vendor has claimed their domain, Felix may prevent you from creating a new vendor account. Instead Felix will allow you to suggest a new contact to be added to the existing vendor account. See our guide on domain claiming. If you require an invitation to be sent when there has been a claimed domain, please request the vendor to contact help@felix.net and we can process an unclaim.
   
   
4. Enter business name
5. Select appropriate panel
6. Apply sign-off templates if required for compliance checks. 
7. Add any related vendor tags. Overview of vendor tags
8. Include vendor invite justification (if using this feature)
9. Click Send Invitation
   
   

4. Monitor Onboarding Progress 

• Track vendor status via Vendor List View:
  - Invited – Invitation sent, no action yet.

• Enable the Progress column. this will show whether the vendor has started their onboarding or not

• Use filters to identify vendors needing reminders.

• Send reminders - either individually or in bulk using the Actions button

Best Practice Tips 

• Start early: Invite vendors well before RFQs are needing to be issued. 

• Segment invitations: Avoid overwhelming teams with reviewing large amounts of vendors

• Follow up: Send reminders for incomplete onboarding. 

• Train internal teams: Ensure they understand vendor onboarding workflows.