Digital product engineering · Oil and gas
Contractor and supplier portal for industrial companies
We build a custom contractor and supplier portal for industrial companies, including oil and gas operators: registration and prequalification, tender invitations and bids, document exchange, progress and invoice submission, compliance document tracking and performance scorecards. One secure place replaces email chains and shared drives between the company and its contractors, and you own the code.
Requirements · Capital projects and ventures
Project controls and JV reporting requirements
Requirements to adapt for a project controls, joint venture accounting, engineering information or contractor portal system: structure, cost, schedule, progress, change, partner reporting, handover and access.- 01Eight requirement areas written as testable statements.
- 02Items for AFE approval, cash calls and partner statements.
- 03Handover, document control and contractor portal checks.
- 04Seven questions to put to any vendor or development partner.
Free download
Get it on screen in a few seconds.
What the system does, module by module.
- 01
Registration and prequalification
Supplier onboarding with company details, financial, safety, quality and insurance documents, scored against your prequalification criteria. - 02
Compliance document tracking
Certificates, insurance, licences and competencies with expiry alerts, and automatic restrictions when a mandatory document lapses. - 03
Tender and RFQ management
Invitations, clarifications, bid submission and comparison, with deadlines, addenda and a sealed-bid option. - 04
Contracts and purchase orders
A view of awarded contracts, purchase orders and call-offs, with the scope, rates and documents that govern them. - 05
Document exchange and transmittals
Controlled exchange of drawings, reports and deliverables with acknowledgement and response deadlines, linked to document control. - 06
Progress, timesheets and forecasts
Contractors submit progress, timesheets and forecasts against the work packages they hold, for owner review and acceptance. - 07
Invoicing and payment status
Electronic invoice submission, matching to orders and receipts, approval status and payment tracking. - 08
Site access and induction
Registration of personnel for site access, induction and training records, and links to permits and gate systems where used. - 09
Performance and scorecards
Scorecards from safety, quality, schedule and commercial data, used in reviews and in future tender decisions.
Reference architecture.
Standards and interfaces
What we design against.
- Electronic invoicing standards
- UBL and Peppol BIS billing formats, or the local e-invoicing scheme, for invoices that match orders automatically.
- OpenAPI
- Interfaces to the ERP, procurement, document control and project controls systems.
- OAuth 2.0 and OpenID Connect
- Sign-in for supplier staff, including federation with supplier identity providers.
- Procurement and anti-corruption policy
- Tender rules, conflict-of-interest declarations and due diligence evidence that the system keeps.
- Supplier prequalification criteria
- Safety, quality, financial and sanctions criteria defined by the company and scored in the system.
- Data protection law
- Personal data of supplier staff, site access records and retention.
Data model
The core entities.
- Supplier and contact
- Legal entity, categories, contacts, status and prequalification score.
- Compliance document
- Type, issuer, validity, file and review result.
- Tender and bid
- Scope, deadline, invitees, clarifications, bids and evaluation.
- Contract and order
- Parties, scope, rates, value, dates and linked documents.
- Progress and timesheet submission
- Period, work package, quantities, hours, reviewer and acceptance.
- Invoice
- Reference, amounts, matched order and receipt, approvals and payment status.
- Scorecard
- Measures by period, scores, reviewer comments and actions agreed.
When custom development is the right call.
Controls designed in, not added later.
External access control
Multi-factor authentication for supplier users, access limited to their own contracts and documents, and fast removal of leavers.Sealed bids
Bids are encrypted until the opening time, with a log of who opened what and when.Document protection
Malware scanning on upload, watermarking and controlled download of sensitive documents.Segregation of duties
Changes to bank details, awards and payment approvals need separate roles.Audit trail
Every submission, approval and change is recorded with user and time.
From discovery to a system you run.
- 01
Contractor journey review
We interview procurement, project teams and several contractors and map how onboarding, tenders, documents and invoices flow today. - 02
Process and integration design
The portal's journeys, the criteria and rules and the interfaces to the ERP and document control are agreed. - 03
Build the first journeys
Registration, compliance tracking and document exchange go first, then tenders, progress and invoices. - 04
Pilot with selected suppliers
A small group of contractors and suppliers use the portal on live work while support and feedback are collected. - 05
Open to all and extend
All suppliers move across, with scorecards and further integrations added.
Relevant work
Where to see our work.
Common questions.
- Do contractors have to learn a new system?
- Portals work when they are simpler than email. We design journeys with a few contractors, keep the screens short and let them upload in bulk and sign in with their own identity provider where possible.
- Can the portal connect to our ERP?
- Yes. Suppliers, orders, receipts and payments sync with the ERP, and invoices are matched automatically where the data allows.
- How do you stop expired certificates being ignored?
- Documents have expiry dates and alerts to the supplier and the owner. For mandatory items the system can restrict new work orders or site access until a valid document is uploaded.
- Can it be used across several projects or ventures?
- Yes. Contractors see only the projects they hold, and venture or project teams see only their own contracts, with company-level views for procurement.
- Who owns the code?
- You do. The code, the designs and the data stay yours.