Best practice to have your suppliers create a company profile

TABLE OF CONTENTS

• I. Before Sending Invitations
• II. Regularly Review Decline Reasons
• III. Addressing Non-Reception of Link or Refusal to Click
• IV. Follow-up after 4–8 months

The VERSO Supply Chain Hub (formerly sustainabill platform) supports you in inviting your suppliers to register a company profile as efficiently as possible. However, there may be various reasons why suppliers are reluctant to register.  Below you will find best practices for maximizing the registration rate of your suppliers.

I. Before Sending Invitations

1. Verify email addresses

• Avoid using "no_reply" addresses as recipients
• Ensure the introductory email is sent to suppliers a few days in advance

2. Timing

• The deadline for invitations should not be around public holidays (e.g. Christmas)

3. Contact person

• Designate a contact person in your company for questions of suppliers. Generally, the sustainabill support team handles supplier questions, but some cases may require customer involvement.

II. Regularly Review Decline Reasons

To check why suppliers declined the connection request: 

1. Filter by "Declined" requests from the filter bar in the "sent connection requests" view. 

2. Export a CSV file by clicking the "Export to Excel" button.

If a supplier initially declined the connection request, but afterward wants to connect, you can delete the declined request and send a new invitation to the supplier.

• Subscribe to email notifications for declined requests 

III. Addressing Non-Reception of Link or Refusal to Click

In case, a supplier reports not having received the email or refuses to click on links, the sender of the invitation should copy the invitation link from the platform and resend it from their email address directly to the supplier. You can also pass the link to your procurement department. This ensures that the supplier receives the invitation directly from a recognized and personal email source, potentially resolving any issues related to email delivery or link reluctance.

IV. Follow-up after 4–8 months

• Provide a CSV export of the request sent list view with all open or declined connection requests to relevant buyers so that they can contact the supplier directly and address any issues or concerns related to the connection requests. 
• Reactive reminder emails for pending connection requests.