An ERP-integrated partner portal for Barbeque Nation
The portal digitized vendor, contract and finance operations for a chain of 230 restaurants in 86 cities. It gives vendors and internal teams one governed front door, with the ERP kept as the system of record.
At a glance
Barbeque Nation is one of India's leading dining brands, with 230 restaurants in 86 cities. Mindrops designed and delivered its Partner Portal: a Node.js, Express and PostgreSQL platform integrated with the ERP. It unifies vendor onboarding with GST, PAN, FSSAI and MSME checks, multi-stakeholder approvals, contract lifecycle management, a live vendor ledger and master-data governance, with the ERP as system of record.
The challenge
Barbeque Nation runs 230 restaurants in 86 cities, with diverse supply categories and a large vendor network across regions. Like many fast-growing F&B and retail organizations, their supplier ecosystem had outgrown spreadsheets, email chains and disconnected systems.
Vendor onboarding was fragmented, with long cycle times and compliance gaps across GST, FSSAI and MSME data. Approvals were opaque, with sourcing, accounts and master-data teams working in silos. Contracts were managed manually, with inconsistent terms and no structured link to item or pricing master data. Vendors had little financial visibility and called finance constantly for balances. The ERP held the truth, but teams and partners couldn’t act on it in real time. The goal was a single digital front door where vendors and internal teams collaborate, with governance built in and the ERP as the system of record.
The solution
Mindrops designed and delivered the Barbeque Nation Partner Portal, a platform that brings vendor onboarding, multi-stakeholder approvals, contract lifecycle management, live ledger visibility and master-data governance into one system.
The platform serves two audiences through one system: internal teams — sourcing, accounts, master data and finance — and external vendor partners doing self-service onboarding, contract engagement and financial review. Everything flows through configurable workflows and role-based access, integrated with the existing ERP so operational data stays accurate.
Vendor & partner onboarding
Guided self-service registration covering company details, supply categories, locations, banking and compliance documents in a single flow, including KYC.
Compliance validation
GST, PAN, FSSAI and MSME checks at submission time, with multi-stakeholder approvals routed automatically by vendor type, region and category to cut downstream rework and audit risk.
Contract lifecycle
A category-aware contract builder draws vendors, items, payment and delivery terms from governed master data. Partners review, negotiate and accept digitally; high-value contracts escalate for corporate approval, with PDF generation and ERP sync.
Financial transparency & ledger
A live vendor ledger pulled from the ERP shows invoices, payments, credits and running balances by outlet, with drill-down detail, admin-configurable access and Excel export.
Master-data governance
Centrally managed vendor types, payment terms, contract templates and category-linked commercial terms — defined once, consumed everywhere, with change diffs reviewed before they reach the ERP.
Platform & security
Granular role-based access, a dual-portal experience, in-app and email notifications, a full audit trail, secure authentication with OTP, and cloud document storage for certificates and contracts.
Results
The portal is a governed gateway to the ERP, and the same platform delivers internal efficiency and vendor satisfaction.
Vendor partners
Before: email-based onboarding, no visibility into balances or contract status.
After: self-service profiles, digital contracts and live ledger access.
Sourcing teams
Before: manual tracking across inboxes and spreadsheets.
After: actionable work queues, category-aware routing and full vendor history.
Finance & accounts
Before: reactive vendor inquiries, no self-service balance view.
After: a live ERP ledger with drill-down detail and Excel export where enabled.
Master data / MDM
Before: no change tracking, risk of stale ERP records.
After: approved snapshots, change diffs before re-sync and controlled ERP push.
The platform enables faster time-to-activate through guided self-service and parallel approvals, lower compliance risk via upfront validation and FSSAI expiry alerts, improved vendor satisfaction through financial transparency, and stronger governance with auditable, role-segregated workflows — all while protecting ERP integrity.
Technologies used
A decoupled, API-first architecture: a dedicated frontend portal, a backend services layer and clean integration with the client’s existing ERP.
API-first & modular
Vendor, contract, ledger and master-data modules share common auth, notification and audit infrastructure. Every capability is exposed via REST — ready for future mobile or third-party connectors.
ERP as system of record
The portal owns the workflow and UX; the ERP stays authoritative. Real-time reads keep ledgers current, and validated writes happen only at defined approval gates.
Configurable & role-based
Approval routing and master-data-driven UI adapt to vendor type, region and category — supporting complex regional, corporate and finance role structures.
This integration pattern is repeatable across ERP platforms such as SAP, Oracle, Microsoft Dynamics and Tally — or any custom enterprise system with an API-accessible vendor and finance module.
Frequently asked questions
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Contact us
If you run a multi-location retail, F&B, hospitality or manufacturing enterprise managing hundreds of suppliers, tell us what you need to unify — and we’ll show you how we’d approach it.