The Supplier Portal eliminates the back-and-forth of email-based product data collection. Instead of chasing suppliers for spreadsheets, photos, and spec sheets, you give each supplier a dedicated portal where they submit structured product data directly into Nexera.
Configure the portal: set up branding, subdomain, languages, and file constraints.
Create suppliers: register each supplier with contact details, linked brands, and categories.
Invite supplier users: send email invitations so supplier team members can access the portal.
Suppliers submit data: suppliers fill in your submission template (online or via CSV/XLSX) and upload assets.
Review submissions: approve, reject, or request changes on individual items within each submission.
Import to PIM: push approved products and assets into your main product catalogue with full brand and category mapping.
Structured data: every submission follows the same template, so data arrives in a consistent, import-ready format.
Consistent format: no more deciphering ad-hoc spreadsheets or mismatched column headers from different suppliers.
Reduced manual entry: suppliers enter their own product data, freeing your team to focus on enrichment and quality control.
Audit trail: every submission, review decision, and import action is logged with timestamps and user attribution.
Plan availability
The Supplier Portal module is available on the Pro plan and above. Free and Basic plans do not include supplier portal access. You can upgrade to Pro from the Billing page at any time.
Portal configuration controls the look, feel, and behaviour of the supplier-facing portal. Navigate to Settings → Suppliers → Portal Configuration to access these options.
Customise the portal so it feels like an extension of your brand rather than a third-party tool. The following branding options are available:
Portal name: the name displayed in the portal header and browser tab.
Primary colour: used for buttons, links, and active states throughout the portal.
Accent colour: used for highlights, badges, and secondary interactive elements.
Logo URL: your company logo displayed in the portal header and login page.
Welcome message: a custom message shown on the portal login screen, useful for instructions or contact information.
Each tenant receives a unique subdomain for their supplier portal. The format is yourcompany.supplier.nexera.app. This is the URL you share with suppliers so they can access the portal.
Enable or disable supported languages for the portal interface. You can configure which languages are available and set a default language that new supplier users see on first visit.
Control the file upload limits for suppliers to manage storage and ensure consistent asset quality:
Max file size (MB): the maximum size for a single uploaded file.
Max storage per supplier (GB): the total storage quota allocated to each supplier.
When enabled, new supplier users require admin approval before they can access the portal. This gives you an extra layer of control over who can submit data on behalf of a supplier.
Go to Settings: Open the main Settings page from the left-hand navigation in your Nexera dashboard.
Navigate to Suppliers: Click the Suppliers section to view all supplier-related configuration options.
Click Portal Configuration: Open the Portal Configuration panel to access branding, subdomain, language, and file settings.
Set your subdomain: Choose a subdomain for your supplier portal. This becomes the public URL suppliers use to access the portal.
Customise branding: Upload your logo, set primary and accent colours, and add an optional welcome message for the login screen.
Configure file limits: Set the maximum file size per upload and the total storage quota per supplier to manage resources.
Save: Click Save to apply your portal configuration. Changes take effect immediately for all supplier users.
The submission template defines the exact fields that suppliers fill in when submitting product data. A well-designed template ensures you receive consistent, structured information from every supplier.
Access the template editor from Settings → Suppliers → Template or manage it programmatically via the API.
Each field in the template has a type that determines how suppliers enter data and how the data is validated:
Text: free-form text input for product names, descriptions, and other string values.
Number: numeric input for prices, weights, dimensions, and quantities.
Select: a single-choice dropdown for fields like gender, season, or material.
Multiselect: a multi-choice picker for fields that accept multiple values, such as available colours or sizes.
Boolean: a yes/no toggle for flags like "hazardous material" or "contains allergens".
Date: a date picker for fields like launch date or expiry date.
Mark fields as required to ensure suppliers cannot submit incomplete data. Required fields are validated before the supplier can finalise their submission. Optional fields allow suppliers to provide additional information when available without blocking the submission process.
Nexera includes pre-built templates for common product types such as apparel, electronics, food & beverage, and home goods. Presets include industry-standard fields with sensible defaults, so you do not have to build your template from scratch.
Suppliers can download the current template as a CSV or XLSX file, fill it in using their preferred spreadsheet application, and upload the completed file back to the portal. This is especially useful for suppliers who manage large catalogues or prefer working offline.
Start with a preset
Start with a preset template and customise it to match your specific requirements. This saves time and ensures good field coverage, since presets are based on real-world product data structures used across the industry.
Navigate to Settings → Suppliers to view all configured suppliers. From here you can create new suppliers, edit existing ones, and manage their status.
When creating a supplier, you provide the following information:
Name: the supplier's display name as it appears throughout the dashboard and portal.
Code: a unique short code used for internal reference and API operations (e.g. SUP-ACME).
Linked brands: the brands this supplier is authorised to submit products for.
Linked categories: the product categories this supplier's products can be assigned to.
Contact info: primary contact name, email, and phone number for communication purposes.
Each supplier has a status that determines whether they can access the portal and submit data:
ACTIVE: Supplier can log in, create submissions, and upload assets. · Deactivate, Suspend
INACTIVE: Supplier cannot log in or submit data. Existing submissions are preserved. · Activate
SUSPENDED: Temporarily blocked due to policy violation or review. Portal access is revoked. · Activate, Deactivate
Brand and category links determine which brands and categories the supplier's products can be assigned to during submission and import. This prevents suppliers from submitting products outside their authorised scope and keeps your product catalogue organised.
For example, if a supplier is linked to the brand "Acme" and the categories "Outerwear" and "Accessories", they can only submit products under those specific combinations. Products outside the linked scope are rejected during validation.
From the supplier detail page, click Invite User to add new users to a supplier's portal account. Each invited user receives an email with a link to verify their address and set up their profile.
When inviting a user, you choose one of two roles:
SUPPLIER_ADMIN: full access to all supplier data. Can create and manage submissions, upload assets, view all team members, and invite additional users to the supplier account.
CONTRIBUTOR: limited access. Can only create and manage their own submissions. Cannot view other users' submissions or invite new team members.
The invitation process follows a simple, secure flow:
You enter the user's email address and select a role.
The system sends an invitation email with a unique link.
The supplier user clicks the link and verifies their email address.
They complete their profile setup (name and preferences).
They gain immediate access to the supplier portal.
Open supplier detail: Navigate to Settings then Suppliers and click on the supplier you want to add a user to.
Click Invite User: Click the Invite User button in the supplier detail view to open the invitation form.
Enter email and role: Provide the new user's email address and select their role: SUPPLIER_ADMIN for full access or CONTRIBUTOR for limited access.
User receives invitation: The invited user receives an email with a secure link to the supplier portal. The link is valid for 7 days.
User accepts and sets up profile: The user clicks the link, verifies their email, completes their profile, and gains access to the portal.
Separate login system
Supplier users use a separate login system, they do not need a Nexera dashboard account. Their credentials and sessions are completely isolated from your main application users.
When a supplier submits product data, it enters the review queue. You can access submissions from two places:
Settings → Suppliers → [Supplier] → Submissions tab: shows submissions for a specific supplier.
Suppliers → [Submission]: the main submissions list showing all submissions across all suppliers.
Each submission progresses through a defined workflow:
SUBMITTED: the supplier has finalised and sent the submission for review.
IN_REVIEW: your team has opened the submission and is evaluating the data.
APPROVED: all items meet your quality standards and are ready for import.
CHANGES_REQUESTED: some items need corrections. The supplier is notified and can revise.
REJECTED: the submission does not meet requirements and is closed.
You do not have to approve or reject an entire submission at once. Each product item within a submission can be reviewed independently. This means you can approve items that are correct, request changes on items that need work, and reject items that are unsuitable, all within the same submission.
When requesting changes or rejecting an item, you can add detailed notes explaining exactly what needs to change. Suppliers see these notes in their portal and can address each issue before resubmitting. This creates a clear communication trail and reduces back-and-forth.
For large submissions, use the batch operations to approve all items or reject all items at once. You can also select a subset of items and apply an action to the selection.
Rejection is final
Rejecting a submission is final for that submission, the supplier must create a new one. Use Request Changes for fixable issues so the supplier can revise and resubmit within the same submission.
Once items within a submission are approved, you can import them directly into your product catalogue. Navigate to Suppliers → [Submission] → Import to launch the import wizard.
Select items to import: the wizard pre-filters to show only approved items. You can deselect any items you want to skip for now.
Map brands: map the supplier's brand names to your existing PIM brands, or create new brands on the fly.
Map categories: map the supplier's categories to your PIM category tree, or create new categories as needed.
Choose duplicate strategy: decide how to handle products whose SKU already exists in your PIM:
SKIP: skip the item if a product with the same SKU already exists.
UPDATE: overwrite the existing product data with the supplier's new data.
CREATE_NEW: always create a new product, even if a matching SKU exists.
Review and confirm: preview the import summary showing how many products will be created, updated, or skipped, then confirm to start the import.
When you confirm the import, Nexera performs the following actions:
Products are created or updated in the PIM based on your duplicate strategy.
Assets (images, documents) are copied from the supplier's storage area to your main asset storage.
Brand and category assignments are applied according to your mappings.
The submission status is updated to IMPORTED and a timestamp is recorded.
Navigate to submission: Open the approved submission from the Suppliers section or from the supplier detail page.
Click Import: Click the Import button to launch the import wizard. Only submissions with approved items show this option.
Map brands: Match each supplier brand name to an existing PIM brand, or create a new brand directly from the wizard.
Map categories: Match each supplier category to an existing PIM category, or create new categories as needed.
Set duplicate strategy: Choose how to handle SKU conflicts: SKIP existing products, UPDATE them with new data, or CREATE_NEW products.
Review: Review the import summary showing product counts, brand mappings, and category mappings before proceeding.
Confirm import: Click Confirm to start the import process. Products and assets are transferred to your PIM and the submission is marked as imported.
Regular supplier updates
Use the UPDATE duplicate strategy when suppliers regularly refresh product data for existing SKUs. This keeps your catalogue current without creating duplicate entries.
Nexera includes a built-in two-way messaging system between your admin team and supplier users. Messages provide a direct communication channel without relying on external email threads.
Navigate to the supplier detail page and open the Messages tab. All messages for that supplier are displayed in a threaded conversation view, with the most recent messages at the bottom.
Messages are organised per supplier, not per submission. This means all communication with a supplier's team is in a single thread, regardless of which submission or topic is being discussed. This keeps the conversation history centralised and easy to follow.
Submission guidelines: share instructions on how to fill in the template, which asset formats are preferred, and any supplier-specific requirements.
Deadline reminders: notify suppliers about upcoming submission deadlines for seasonal collections or catalogue updates.
General communication: discuss onboarding questions, account setup issues, or any other topic that does not fit neatly into a submission review note.
Suppliers see all messages in their portal dashboard. When a new message is sent by your team, the supplier receives a notification in the portal. This ensures timely communication without requiring suppliers to check the portal manually.
