VendorCast™
Know where every vendor dollar goes — before it's gone.
VendorCast syncs vendor invoices, POs, and journal entries from Bill.com and QuickBooks — then maps them to contracts, flags budget overruns, and gives every PM and Finance team member exactly the view they need.
No credit card required. Works alongside your existing Bill.com and QBO setup. Live in weeks, not months.
3
Integrations
Bill.com + QBO + NetSuite (coming soon)
Real-Time
Budget Alerts
Customizable thresholds
4 Roles
Department-Scoped
PMs see only their vendors
Seconds
Not Weeks
From change order to alert
Clinical vendor management is uniquely broken.
Every biotech manages 30-100+ vendor relationships across CROs, CMOs, central labs, regulatory consultants, and clinical service providers. The relationships are complex — multi-year master service agreements with cascading purchase orders, change orders mid-trial, and invoices that need PM review before Finance can pay. Today, this lifecycle lives across 5+ disconnected systems.
Five systems, zero connection
Bill.com holds invoices. QBO holds journal entries. Spreadsheets hold contracts. Agiloft holds purchase reqs. Slack holds approvals. Nobody has the full picture.
Finance finds out last
A PM denies an invoice in Bill.com's approval queue. Finance doesn't know for weeks. The expense still imports to QBO as if nothing happened. Budget reports silently go stale.
5+ hours per PM per week
PMs manually cross-reference invoices against POs, check amounts against contract terms, and flag discrepancies over email. Multiply by 10 PMs across 6 departments.
CRO contracts don't fit in a spreadsheet
A single CRO engagement spans an MSA, multiple POs, change orders, milestone payments, and dozens of invoices. Spreadsheets can't represent this hierarchy — so nobody tracks it properly.
The Cost of Vendor Blindness
6-9 months
Typical time to onboard enterprise vendor management tools like Coupa or Auxilius
Weeks
Typical delay between a budget overrun and Finance discovering it
From invoice to insight without leaving Caladan.
VendorCast replaces disconnected spreadsheets and manual reconciliation with automated, role-aware vendor intelligence. Connect Bill.com and QBO once — VendorCast handles the rest.
Connect Bill.com, QuickBooks, and NetSuite. Everything syncs automatically.
Connecting Bill.com and QuickBooks takes minutes. VendorCast pulls vendors, invoices, purchase orders, journal entries, GL accounts, departments, and payment status on a recurring schedule. New vendors appear in an onboarding queue — classify by department, assign PMs, and they're live.
- ✓ Bill.com: invoices, POs, vendors, payment breakdown, GL classification
- ✓ QuickBooks Online: journal entries, departments, customers/projects
- ✓ NetSuite (coming soon): vendor bills, POs, JEs, GL accounts
- ✓ New vendor auto-detection with onboarding queue
One page per vendor. Every contract, PO, invoice, and payment — consolidated.
The Unified Vendor Profile shows everything about a vendor relationship in a single view. Agreements sit at the top as parent groupings. Linked purchase orders roll up underneath. Invoices, spend trends, and payment summaries complete the picture.
- ✓ Agreements group related POs under a single engagement
- ✓ Budget bar shows total committed vs. billed at a glance
- ✓ Spend trend chart shows monthly burn by vendor
- ✓ Invoice list with PDF split-view for side-by-side classification
PMs see what matters to them. Finance sees what matters to the organization.
Role-based access means PMs only see vendors in their department. Every action by one role triggers visibility for another. Budget alerts fire at 75%, 85%, and 95% of contract value.
Program Managers
Submit, classify, and flag.
- 1. Submit purchase requisitions
- 2. Classify invoices — Split-view PDF
- 3. Flag for review — One-click with note
- 4. Enrich agreements — Scope, contracts
Finance Admins
Approve, triage, and track.
- 1. Review requisitions — Approve or reject
- 2. Triage flagged invoices
- 3. Onboard new vendors
- 4. Monitor budget alerts
FP&A
Forecast with real data, not estimates.
- 1. Finance Tracker — Live commitments
- 2. Budget deviation alerts
- 3. Analytics pivot tables
- 4. Feed downstream modules
Change orders, budget overruns, and PO amendments — detected the moment they happen.
When a CRO submits a change order and the PO amount changes in Bill.com, VendorCast detects it during sync and records the full history: previous amount, new amount, delta, and date. Budget alerts recalculate instantly.
- ✓ PO amount change detection during Bill.com sync
- ✓ Full amendment history: who changed what, when, and by how much
- ✓ Agreement-level budget rollup across all linked POs
- ✓ Budget deviation flags on purchase requisitions at intake
Built for clinical operations. Not adapted from procurement software.
Generic vendor management tools are designed for enterprise procurement. Clinical-stage biotech manages complex, long-term vendor relationships where a single CRO engagement can span years, change scope multiple times, and involve millions in milestone-linked payments. VendorCast is built for this reality.
CRO contracts as they actually work
Group related purchase orders under a parent agreement — like an MSA with a CRO. See total committed, total billed, and remaining budget across all POs in one view.
HCP compliance, trial association, cost spreads
Purchase requisitions include HCP flags (Sunshine Act compliance), clinical trial association, and cost spread schedule uploads. These fields don't exist in Coupa because Coupa wasn't built for biotech.
PMs see their vendors. Finance sees everything.
Clinical Ops PMs see Clinical Ops vendors. CMC PMs see CMC vendors. Regulatory PMs see Regulatory vendors. Finance sees the full picture. Confidential vendors are masked from non-admin roles.
From vendor commitment to trial forecast
VendorCast data flows directly into Caladan's financial modules. Contract terms inform TrialCast budgets. Invoice data feeds AccrualAlign. Spend actuals power RunwayMap. One platform, one data model.
ML-powered vendor assignment for journal entries
QuickBooks journal entries don't always have a clear vendor. VendorCast's matching engine uses GL account, project/customer, description fuzzy matching, and memo parsing to assign JEs with confidence scoring.
Real-time cost intake register
Every purchase requisition auto-populates the Finance Tracker — a live register of all cost commitments with audit checkpoints. FP&A stops chasing PMs for budget updates.
Works With Your Existing Systems
VendorCast syncs with the tools your finance team already uses
Invoices, POs, payments
Journal entries, GL accounts
Coming soon
Bulk import & export
VendorCast feeds the rest of Caladan
TrialCast
Contract terms, cost schedules
AccrualAlign
Invoice data, missing-invoice detection
RunwayMap
Spend actuals for cash flow
BoardReady
Vendor spend summaries
Don't see your system? Our flexible API and import tools work with virtually any data source.
The Real Cost of Vendor Blindness
Your CRO just submitted a change order. The PO amount in Bill.com went from $2.1M to $2.8M. Your PM didn't mention it. Your finance team's budget model is now $700K wrong — and nobody knows.
In clinical-stage biotech, where every month of runway matters, that kind of blind spot doesn't just cause budget variance. It changes your fundraising timeline.
VendorCast detects the change order during the next sync, alerts Finance immediately, and updates the budget rollup automatically. The gap between "it happened" and "Finance knows" goes from weeks to seconds.
Stop duct-taping tools together.
| Capability | Spreadsheets + Email | Coupa / Auxilius | VendorCast |
|---|---|---|---|
| Bill.com + QBO + NetSuite sync | No | Partial | Full + NetSuite coming |
| QBO journal entry matching | No | No | ML-powered 4-signal |
| CRO agreement consolidation | Manual | No | Native hierarchy |
| Change order detection | Manual | Manual | Automatic during sync |
| PM flag → Finance notification | Email/Slack | Yes | Built-in + audit trail |
| Department-scoped access | No | Yes | Yes + confidential masking |
| Clinical-specific fields (HCP, trial) | No | No | Native |
| Time to implement | N/A | 6-9 months | 2-4 weeks |
| Purpose-built for biotech | No | No | Yes |
See VendorCast with your actual vendor data.
Connect your Bill.com and QuickBooks accounts. VendorCast syncs your vendors, invoices, and POs automatically. You'll see your real spend data organized the way clinical finance teams actually work — in minutes, not months.
No credit card required. Works alongside your existing Bill.com and QBO setup. Nothing changes in your payment workflow.
Frequently Asked Questions
Does VendorCast replace Bill.com or QuickBooks?
No. VendorCast sits on top of Bill.com and QuickBooks, syncing data automatically. Your payment workflow doesn't change — invoices are still approved and paid in Bill.com. VendorCast adds the visibility, classification, and alerting layer that Bill.com and QBO don't provide.
How long does implementation take?
Most teams are live in 2-4 weeks. Connecting Bill.com and QBO takes minutes. The rest is classifying your existing vendors by department and assigning PM roles — which VendorCast walks you through with an onboarding queue.
Can PMs only see their own department's vendors?
Yes. VendorCast has four roles with department-scoped access. PMs see only vendors assigned to their department. Finance Admins and Admins see everything. Confidential vendors (like legal counsel or M&A advisors) can be masked from non-admin roles.
What happens when a CRO sends a change order?
When the PO amount changes in Bill.com, VendorCast detects it during the next sync. It records the full history (previous amount, new amount, delta, date), recalculates budget alerts, and notifies Finance. No manual tracking required.
How does the invoice flagging work?
When a PM spots a problem with an invoice, they click "Flag for Review" and optionally add a note explaining the issue. Finance gets an instant notification and sees the flagged invoice in their "Needs Attention" queue. If a PM accidentally denies an invoice in Bill.com instead, VendorCast catches the denial during the next sync and auto-flags it with a system note.
Does VendorCast handle journal entry matching?
Yes. QBO journal entries often don't have a clear vendor attached. VendorCast's matching engine uses four signals — GL account name, project/customer, description fuzzy matching, and memo parsing — to assign each JE to the right vendor. Matches above 85% confidence are auto-approved. Lower-confidence matches go to a manual review queue.
How does VendorCast connect to the rest of Caladan?
VendorCast feeds data directly into Caladan's other modules. Contract terms flow to TrialCast for trial budgeting. Invoice data feeds AccrualAlign for accrual calculations. Spend actuals power RunwayMap for cash flow projections. It's one platform with one data model — no export/import cycles.
Is there an approval workflow in VendorCast?
Invoice approval stays in Bill.com — that's where your approval queue lives. VendorCast shows the real-time approval status (pending, approved, denied) synced from Bill.com. What VendorCast adds is the flagging and notification layer: PMs can flag invoices for Finance attention, and Finance can triage all flags in a dedicated queue.