Is Office Brain OS available on Web and Mobile?

Yes! Office Brain OS is available as a Web App (accessible from any browser) and as a native Mobile App for iPhone and iPad, with an adaptive interface optimized for each device.

Can I try the app for free?

Absolutely. The Starter plan is free forever with up to 5 employees and 2 modules.

Data is end-to-end encrypted, stored on SOC 2 compliant infrastructure with automatic daily backups.

Can I import data from existing spreadsheets?

Yes, we support CSV import for vendors, employees and contracts. The guided import helps you every step of the way.

What happens after the Early Bird period?

The Early Bird price is locked forever. Those who sign up now will always pay the discounted price, even after the official price increases.

Can I change plans at any time?

Yes, you can upgrade or downgrade at any time. The change is immediate and prorated for the remaining period.

How does the AI work?

Our AI analyzes your daily activities described in natural language and automatically creates tasks, assigns priorities, sends notifications and generates predictive insights. Everything with total privacy of your data.

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vendor managementtemplatechecklistoffice management

Free Vendor Management Checklist Template (+ How to Actually Use It in 2026)

March 10, 20266 min readby Office Brain Team

Free Vendor Management Checklist Template

Managing vendors without a system is one of the fastest ways to lose money, miss deadlines, and damage supplier relationships. This checklist gives you the structure you need.

The 7-Step Vendor Onboarding Checklist

Step 1: Due Diligence

Verify business registration and tax ID

Check references (at least 2 past clients)

Review financial stability (for critical vendors)

Confirm insurance coverage

Step 2: Contract Review

Define scope of work and deliverables

Set payment terms (Net 30, Net 60, etc.)

Include SLA (Service Level Agreement) clauses

Add termination and dispute resolution clauses

Get legal sign-off if contract value > €10,000

Step 3: Data Entry & System Setup

Add vendor to your vendor management system

Upload signed contract with expiry date

Set renewal reminder (90 days before expiry)

Assign an internal owner/contact

Step 4: Communication Setup

Create vendor contact directory (primary + backup)

Set up communication channel (email, Slack, etc.)

Schedule quarterly review cadence

Step 5: Performance Tracking

Define KPIs for this vendor (delivery time, quality, responsiveness)

Set up monthly performance log

Schedule annual vendor review

Step 6: Financial Management

Set up invoice approval workflow

Track cumulative spend against budget

Set budget alert thresholds

Step 7: Risk Management

Identify single-source vendors (potential risk)

Document contingency plan for critical vendors

Review vendor diversity and concentration risk

How Office Brain OS Automates This Checklist

Instead of maintaining this manually, Office Brain OS automates steps 3-7 completely:

Automatic contract expiry alerts 90, 60, and 30 days before renewal

Spend tracking that aggregates invoices per vendor automatically

Performance scorecards generated from your activity logs

Risk flags when a vendor represents >30% of category spend

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