The main workflow, step by step
The window follows one order placed by a buyer with two vendors, and the operator who keeps the marketplace fair. Select a step to see its screen. The marketplace, the buyer and the vendors are invented for the demonstration.
Vendor onboarding
Ferrow Fixings LtdApproved| Check | Result |
|---|---|
| Company documents | Verified |
| Product categories | Fasteners, anchors |
| Catalogue | Uploaded from a spreadsheet |
| Payout account | Confirmed |
Off the pathA vendor whose documents cannot be verified stays invisible to buyers, and is told exactly what is outstanding.
Basket
Buyer: Calder BuildTwo vendors- Anchor bolts
- Vendor A, in stock
- Safety netting
- Vendor B, ships in days
- Delivery
- Two consignments, one site
- Payment
- On account, within the buyer's limit
Off the pathAn item below a vendor's minimum order quantity is flagged in the basket, with the quantity needed to proceed.
Quote request
RFQ-3320Two quotes received| Vendor | Offer |
|---|---|
| Vendor A | Lower unit price, later date |
| Vendor C | Standard price, in stock |
| Valid until | Shown per quote |
Off the pathVendors see the request but not each other's quotes, and a quote that lapses can no longer be accepted.
Vendor order
ORD-9041-AShipped| Step | State |
|---|---|
| Order accepted | Within the response time |
| Dispatch | Tracking number added |
| Invoice | Uploaded for the buyer |
Off the pathA vendor that does not accept within the agreed time is reminded, and the operator may reassign or cancel that part.
Settlement
ORD-9041One part disputed| Vendor part | State |
|---|---|
| Vendor A | Delivered, payout released |
| Vendor B | Short delivery claimed |
| Commission | Deducted per category |
Off the pathA disputed part holds only that vendor's payout while evidence is gathered, and the rest of the order settles normally.
Who uses it, and what each role can do
A marketplace has three parties with different interests, and it works only if each trusts the rules. The roles make those rules visible.
| Role | Sees | Can do |
|---|---|---|
| Buyer | Catalogue, their prices, orders and invoices | Compare, request quotes, order and raise disputes |
| Buyer's approver | Orders awaiting approval in their company | Approve or reject within company limits |
| Vendor | Their own catalogue, orders, payouts and ratings | List products, quote, fulfil and respond to disputes |
| Marketplace operator | All vendors, orders, payments and disputes | Approve vendors, set commission and settle disputes |
| Finance | Commissions, payouts and reconciliations | Release payouts and report on revenue |
When the work leaves the usual path
When several companies fulfil one order, something will not go to plan. These are the cases that decide whether buyers return.
| Situation | What the system does | Who decides |
|---|---|---|
| Vendor fails verification | Keeps the vendor hidden and lists what is missing | Marketplace operator |
| Vendor does not accept an order | Reminds, then lets the operator reassign or cancel | Marketplace operator |
| Part of an order is out of stock | Offers the buyer a substitute, a wait or a refund | Vendor |
| Short, late or damaged delivery | Opens a dispute and holds that vendor's payout | Marketplace operator |
| Buyer exceeds a credit limit | Holds the order for approval or prepayment | Finance |
| Price changes between basket and order | Shows the change and asks the buyer to confirm | Vendor |
| Vendor's rating falls below a threshold | Triggers a review of that vendor's listing | Marketplace operator |
What it connects to
Money and stock move between many companies here. The connections that matter most are listed below, and some depend on regulation in your markets.
| System | What moves | Direction |
|---|---|---|
| Payment provider with split payouts | Buyer payments, commission and vendor payouts | Both ways |
| Vendor ERP or stock files | Products, prices and availability | Into the marketplace |
| Shipping carriers | Labels, tracking and delivery confirmation | Both ways |
| Accounting | Commission invoices and settlements | Out of the marketplace |
| Identity and company verification | Checks on vendors and buyers | Both ways |
What a first release includes
Vendor onboarding
Application, document checks, approval and a self-service area for catalogue, prices and orders.
Shared catalogue
A structured catalogue across all vendors, with comparable attributes, search and filters that buyers can rely on.
Quotes and orders
Requests for quotation to chosen vendors, and one basket that becomes an order per vendor.
Split fulfilment
Each vendor accepts, ships and invoices its part, with one view of the whole order for the buyer.
Commission and payouts
Commission by category or vendor, payouts on delivery and holds on disputed parts.
Disputes and ratings
A dispute process with evidence and deadlines, and ratings based on real orders.
Often added after the first release
- Contract pricing between a buyer and a vendor
- Trade credit or financing through a partner
- Tenders for large requirements
- Vendor advertising and featured listings
- A mobile app for buyers
What we need from you
- The sector, the kinds of buyer and the first vendors you expect
- How you will earn: commission, subscription or both
- Who holds the money between payment and payout, as advised legally
- Your rules for approving vendors
- An operations lead and two pilot vendors to test with real orders
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us a description of your buyers, your first vendors and how you intend to earn. We reply with a first release, the payment arrangement to check and a proposal. Start a conversation or book a 30-minute call.
Common questions
Should we build a marketplace or use marketplace software?
Ready-made marketplace platforms are a sensible start for testing demand with standard products. A custom build is justified once the business needs things they handle poorly: quotes and negotiated prices, buyer companies with approvals and credit, split fulfilment with partial disputes, or deep integration with vendors' systems. Many operators start on a platform and rebuild once the model is proven.
How does the money flow between buyers and vendors?
Usually through a payment provider that supports split payments: the buyer pays, commission is deducted and each vendor is paid out, often after delivery. Holding funds for others is regulated in many countries, so the arrangement must be reviewed by a legal adviser and matched to a provider licensed for it in your markets.
How do we get vendors and buyers at the same time?
That is the central difficulty of any marketplace, and software does not solve it. Most successful operators begin narrow: one sector, a handful of committed vendors and buyers they already know. The first release should serve that small group well. Features for scale can wait until there is something to scale.
Who is responsible when an order goes wrong?
Your terms decide that, and they should be written with legal advice. The usual model makes each vendor responsible for its products and delivery, with the operator running the dispute process. The platform enforces what the terms say: evidence, deadlines, holds on payouts and refunds.