The verdict in three sentences
Above 300 active suppliers, a supplier portal becomes the tool that structures a retailer's entire purchasing relationship. In London, a realistic budget sits between GBP 80,000 and 160,000 for a 6-month project, with ongoing support around GBP 2,000 per month. ROI comes first from disputes resolved three times faster and late-delivery penalties finally enforced, well before invoice digitisation.
What the portal replaces, process by process
The purchasing director of a 22-store chain (London and the South East) deals with 600 local suppliers and importers. Today, everything runs through email, phone and Excel.
| Process | Today | With the portal | Measurable effect |
|---|---|---|---|
| New product listing | 3 to 5 weeks, incomplete Excel sheets | 7 to 10 days, guided form with checks | Faster time to shelf |
| Order transmission | PDF by email, missing confirmations | Order pushed from ERP, tracked acknowledgement | Fewer stockouts |
| Delivery tracking | Calls to stores | Advance shipping notices and dock booking | Reliable warehouse planning |
| Invoices and payments | Supplier chasing calls | Invoice status and payment date visible | 60% fewer calls to accounts payable |
| Disputes (shortages, damage, pricing) | 18 days on average | 6 days on average | Time cut by three |
| Supplier rating | Annual, subjective | Automatic monthly service level | Objective negotiation basis |
Budget per module in GBP (2026)
| Module | Content | Indicative budget (GBP, excl. VAT) |
|---|---|---|
| Core and supplier accounts | Authentication, roles, multiple users per supplier | 11,000 to 19,000 |
| Product listing | Product data, media, EAN codes, category approval workflow | 13,000 to 26,000 |
| Orders and deliveries | ERP orders, confirmations, ASNs, dock booking | 16,000 to 32,000 |
| Invoices and payments | Invoice upload, matching, payment status | 13,000 to 26,000 |
| Disputes | Tickets with photos, contractual deadlines, credit notes | 10,000 to 19,000 |
| ERP integration | SAP Business One or Microsoft Dynamics 365 connector | 13,000 to 28,000 |
| Light EDI and dashboards | CSV/API exchanges for large suppliers, KPIs | 4,000 to 10,000 |
A first release "accounts + orders + disputes + ERP connector" starts around GBP 80,000. The full portal, with listing, invoices and EDI, approaches GBP 160,000. Support at about GBP 2,000 per month covers hosting, security, level 2 supplier support and minor enhancements.
6-month plan
| Month | Step | Checkpoint |
|---|---|---|
| 1 | Discovery, ERP flow mapping | Specifications signed off by purchasing and finance |
| 2 | Mock-ups, tests with 10 pilot suppliers | Journeys validated in the field |
| 3 and 4 | Core, orders, disputes, connector | Acceptance on SAP test environment |
| 5 | Invoices, listing, EDI | 50-supplier pilot |
| 6 | Rollout in waves, training | 600 suppliers onboarded |
Supplier onboarding is the real challenge: plan online training sessions and a short video tutorial that works on a phone.
Mini case study
Emma, purchasing director of a 22-store chain in London, handles 1,400 disputes a year with an average value of GBP 600. Today, 25% are never settled for lack of follow-up, a GBP 210,000 loss. With the portal invoiced GBP 125,000, the settlement rate rises to 92%: the loss falls to about GBP 67,000. The GBP 143,000 saving in year one covers the investment, and annual support of GBP 24,000 is easily absorbed (estimate to confirm on your own data).
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FAQ
Will our suppliers actually use the portal?
Yes, if it is simple and mandatory for certain flows, for example invoice upload to get paid. In our rollouts, 80% of active suppliers are onboarded within 3 months with a lightweight, mobile-friendly interface.
Is the SAP Business One connector complicated?
SAP B1 exposes the Service Layer, a stable REST API. The connector syncs orders, goods receipts and invoice statuses every 15 minutes, for GBP 13,000 to 20,000 depending on the number of objects.
Can we handle importers invoicing in euros or dollars?
Yes, the portal is multi-currency. EUR or USD invoices are matched against orders and converted at the daily rate for reporting.
How is supplier data secured?
Encryption, role-based access, audit log and daily backups are included. The project complies with UK GDPR and the Data Protection Act 2018, with hosting in a UK region.
Do we need to deliver everything at once?
No, we recommend a first GBP 80,000 release over 4 months focused on orders and disputes, then a second release for invoices and listing. The first release's ROI often funds the second.
Let's scope your project. Tell us your supplier count, your ERP and your current pain points: we will scope a portal between GBP 80,000 and 160,000 with a 6-month plan split into releases. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
