VendorBridge

VendorBridge is a comprehensive procurement ERP system that digitizes the entire vendor lifecycle. From initial Request for Quotation (RFQ) to vendor bidding, managerial approvals, purchase order generation, and final invoice settlement, VendorBridge replaces manual, spreadsheet-based processes with a structured, role-based workflow.

Built for the Odoo x KSV Hackathon.

Live Demo: https://vendorbridgeerp.vercel.app

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Live Demo

Link	Description
vendorbridgeerp.vercel.app	Production deployment

Test accounts — password for all: Test@1234

Seed the database with 4 accounts and 7 ready-made scenarios by running:

cd backend
npm run scenarios

Email	Role	What you can do
admin@test.com	Admin	Full system access — see everything
officer@test.com	Officer	Create RFQs, view quotation comparisons
manager@test.com	Manager	Approve / Reject / Send-back quotations
vendor@test.com	Vendor	Submit quotations, view your POs & remarks

Pre-built scenarios (loaded by npm run scenarios)

#	RFQ	State
S1	Laptop Procurement Q3 2026	PENDING → decide as manager@test.com
S2	Office Stationery Bundle	APPROVED + PO → vendor@test.com sees PO
S3	Packaging Materials Q2 2026	RETURNED with remark → vendor@test.com sees remark
S4	Data Centre Server Hardware	REJECTED
S5	Security Camera Upgrade	DRAFT (officer only, not yet published)
S6	Meeting Room Furniture	OVERDUE (deadline passed, no quotes)
S7	Fleet Management Software	APPROVED + 2nd PO for vendor

Suggested manual test flow (after running npm run scenarios)

1. Manager (manager@test.com) → Quotations → open Laptop Procurement → Approve, Reject, or Send Back
2. Vendor (vendor@test.com) → Purchase Orders → see the auto-generated PO (2 already exist from S2 + S7)
3. Vendor → Quotations → see the RETURNED remark on Packaging Materials (S3)
4. Officer (officer@test.com) → RFQs → open the DRAFT and publish it, or create a fresh RFQ
5. Admin (admin@test.com) → full view of vendors, approvals, reports, activity log

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Tech Stack

Category	Technology	Version
Frontend Framework	Next.js (App Router)	16.x
UI Library	React	19.x
Language	TypeScript	6.x
Styling	Tailwind CSS	v4
UI Components	shadcn/ui (Radix UI)	Latest
Icons	Lucide React	Latest
Charts	Recharts	v3
Data Fetching	TanStack React Query	v5
Authentication	NextAuth.js	v4
HTTP Client	Axios	v1
PDF Export	jsPDF + jspdf-autotable	Latest
Toast Notifications	Sonner	Latest
Forms	React Hook Form + Zod	Latest
Backend Framework	Express.js	v5
ORM	Prisma	v6
Database	PostgreSQL (Neon)	Latest
File Uploads	AWS S3 + Multer	Latest
Email	Nodemailer (Gmail SMTP)	Latest
Deployment	Vercel	Latest

Dev ports: Frontend 3000 - Backend API 5000

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Project Structure

VendorBridge/
├── frontend/          # Next.js 16 App Router
│   ├── src/
│   │   ├── app/          # Pages (dashboard, rfqs, vendors, invoices...)
│   │   ├── components/   # AppShell, UI components (shadcn/ui)
│   │   ├── hooks/        # TanStack Query hooks
│   │   ├── repositories/ # Data access layer
│   │   ├── lib/          # Auth, permissions, formatters
│   │   ├── store/        # Notifications store
│   │   └── types/        # Domain types
├── backend/           # Express + Prisma REST API
│   ├── src/
│   │   ├── controllers/  # Route handlers
│   │   ├── routes/       # Express routers
│   │   ├── middleware/   # JWT auth, file upload
│   │   ├── services/     # Business logic (auth)
│   │   └── utils/        # Prisma client, mailer, S3
│   └── prisma/
│       ├── schema.prisma # Database schema
│       └── seed.ts       # Demo data seeder
└── README.md

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Local Setup

Prerequisites

• Node.js 18+
• PostgreSQL database (or Neon free tier)
• Gmail account with App Password enabled
• AWS S3 bucket (for file uploads)

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1. Clone the repository

git clone https://github.com/RhythmItaliya/VendorBridge.git
cd VendorBridge

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2. Backend Setup

cd backend
npm install

Copy and fill in the environment file:

cp .env.example .env

Edit .env with your values (see Environment Variables section below).

Run database migrations and seed demo data:

npx prisma migrate dev
npm run seed

Start the development server:

npm run dev
# API running at http://localhost:5000

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3. Frontend Setup

cd frontend
npm install

Copy and fill in the environment file:

cp .env.example .env.local

Start the development server:

npm run dev
# App running at http://localhost:3000

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Environment Variables

Backend — backend/.env

NODE_ENV=development
PORT=5000

# PostgreSQL connection string
DATABASE_URL="postgresql://user:password@localhost:5432/vendorbridge"

# JWT
JWT_SECRET="your-jwt-secret-key"

# Frontend URL (for CORS)
FRONTEND_URL=http://localhost:3000

# SMTP - Gmail App Password
SMTP_HOST=smtp.gmail.com
SMTP_PORT=587
SMTP_USER=your-email@gmail.com
SMTP_PASS=your-app-password
SMTP_FROM="VendorBridge <noreply@vendorbridge.com>"

# AWS S3
AWS_REGION=ap-south-1
AWS_ACCESS_KEY_ID=your-access-key-id
AWS_SECRET_ACCESS_KEY=your-secret-access-key
AWS_S3_BUCKET=your-bucket-name

Frontend — frontend/.env.local

# Backend API URL
NEXT_PUBLIC_API_URL=http://localhost:5000/api
NEXT_PUBLIC_APP_ENV=development

# NextAuth
NEXTAUTH_URL=http://localhost:3000
NEXTAUTH_SECRET=your-nextauth-secret

Production: Set all variables in your Vercel dashboard under Project -> Settings -> Environment Variables. Update FRONTEND_URL, NEXTAUTH_URL, and NEXT_PUBLIC_API_URL to your Vercel deployment URLs after the first deploy.

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The 8-Step Procurement Workflow

Step	Actor	Action	Result
1	Admin	Register vendors and users	—
2	Officer	Create RFQ, assign vendors	ACTIVE
3	Vendor	View RFQ, fill unit prices, submit	PENDING
4	Manager	Compare quotations side-by-side	—
5a	Manager	Approve quotation	APPROVED + PO auto-created
5b	Manager	Reject quotation (optional remark)	REJECTED
5c	Manager	Send Back with mandatory remark	RETURNED
6	Vendor	Re-submit after send-back (sees remark)	PENDING
7	Vendor	Fulfil PO by delivery deadline	—
8	Officer	Mark invoice paid	PAID

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Role Access Matrix

Page	Admin	Officer	Manager	Vendor
Dashboard	Yes	Yes	Yes	Yes
Vendors	Yes	Yes	view	—
RFQs	Yes	Yes + create	Yes	track only
Quotations	Yes	compare	compare	submit
Approvals	Yes decide	view only	Yes decide	—
Purchase Orders	Yes	Yes create	view	view
Invoices	Yes	Yes pay	view	view
Reports	Yes	Yes	Yes	—
Activity	Yes	Yes	Yes	Yes

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API Reference

All routes require Authorization: Bearer <token> except /api/auth/*.

POST   /api/auth/sign-in
POST   /api/auth/sign-up

GET    /api/vendors            POST /api/vendors
GET    /api/vendors/:id

GET    /api/rfqs               POST /api/rfqs
GET    /api/rfqs/:id

GET    /api/quotations         POST /api/quotations
PATCH  /api/quotations/:id/approve
PATCH  /api/quotations/:id/reject
PATCH  /api/quotations/:id/send-back

GET    /api/approvals
POST   /api/approvals/:id/approve
POST   /api/approvals/:id/reject

GET    /api/orders
GET    /api/orders/:id

GET    /api/invoices
PATCH  /api/invoices/:id/pay

GET    /api/activity
GET    /api/reports/spend
GET    /api/notifications
PATCH  /api/notifications/read-all

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Key Conventions

• Money: All amounts stored as BigInt paise (1 INR = 100 paise). Frontend converts with Number(p) / 100.
• Status enum: DRAFT | ACTIVE | PENDING | APPROVED | REJECTED | COMPLETED | PAID | OVERDUE
• Roles: ADMIN | OFFICER | VENDOR | MANAGER (Prisma/DB) vs admin | officer | vendor | manager (frontend)
• Cross-page links: Orders to Invoices use ?open=<id> URL param read by useSearchParams.

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Contributors

Name	GitHub
Rutanshu Bhayani	github.com/rutanshubhayani
Rhythm Italiya	github.com/RhythmItaliya

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License

This project was built for the Odoo x KSV Hackathon and is open for educational use.